To pay for a conference cancelation charge, you will need to process a small purchase voucher.
Penalties and charges resulting from the cancellation or change of travel reservations (including airline or hotel reservations and conference registration) will be the department’s obligation if the employee’s travel has been authorized and the cancelation or change is made at the direction of and/or for the convenience of the department.
When the cancelation or change is made for the personal benefit of the employee, it will be the employee’s obligation to pay the penalties and charges. However, in the event of accidents, serious illness or death within the employee’s immediate family, or other critical circumstances beyond the control of the employee, the department may pay the penalties and charges.
Changes or cancellations resulting in a refund or a lesser charge are to be returned/deposited into the department project and account from which the expense was originally charged.
For more information see The Travel Manual, 1.1.7 Penalties and Charges due to Cancellations.