The preferred method to purchase airline tickets for business travel is the University purchasing card. Personal credit cards may also be used when a University purchasing card is not available. A traveler may purchase airline tickets through Superior Travel or other well-known travel agencies or online travel sites (service fees may apply).
Travel by commercial airlines must be booked at the lowest applicable economy fare, such as coach/economy class that is available between the points of departure and destination. Seat upgrades to first-class, business class, or any other premium rates are considered a personal preference and, therefore, are a personal expense, which is not reimbursable.
Seat upgrades will only be allowed in special circumstances and require approval from the Chair, Director, Dean, or VP. Special circumstances would include if the total flight time exceeds 8 hours in duration.
If it is determined that a seat upgrade is allowable, the traveler must obtain a cost comparison indicating the cost of the coach/economy ticket and the cost of the upgraded seat purchased at the time of the airline ticket booking.
The University recognizes that some travelers combine personal travel with business travel. If personal travel is included in a University business trip, the traveler must provide a cost comparison of the itinerary and ticket price for the flight to and from the business destination and the ticket which includes the personal travel. The cost comparison must be done at the time of the airline ticket booking. The traveler will be reimbursed the lower of the two costs.
The University allows travelers to retain their frequent flyer* miles earned on business trips. *There is no reimbursement for frequent flyer miles, personal vouchers, or certificates.
Airline ticket change fees are allowable.
Reimbursements for airline club memberships are not allowable. Airline ticket insurance is not allowable.
Federal regulations prohibit the use of federal funds for the purchase of business or first-class air travel. In addition, federal regulations require that U.S. carriers be used for both foreign and domestic travel, unless one is not available.
University Purchasing Card/Personal Credit Card
To purchase an airline ticket using a University purchasing card or a personal credit card, use the following procedure:
- Make travel arrangements using a University purchasing card or a personal credit card.
- Allocate airline tickets in Concur to expense type E711.
- Attach itemized receipts to the expense on the Concur expense report.
Travel to and from the Airport
Travelers will be reimbursed for mileage (E750) at the current IRS mileage rate for one round trip from their place of work to the airport.
Receipts are required for actual parking fees (E762) when the costs exceed $10 or when a purchasing card is used for payment of any amount.
If available and practical, public transportation to and from all other airports should be used.
All requests for the use of chartered aircraft must be submitted to the Purchasing Department. Charges incurred for chartered aircraft obtained in any other fashion will not be reimbursed to the person making such arrangements. Receipts need not be obtained for aircraft engaged in this manner, since charges will be billed directly to the University. Charters will only be made with FAA-certified charter operators.
- An employee needing to charter an aircraft submits a Purchase Requisition form to the Purchasing Department, indicating the following:
- Names of all passengers
- Suggested vendor
- Departure date and time
- Return date and time
- The Purchasing Manager will provide an estimate of charges upon request.
Privately Owned Aircraft
Employees may not travel by privately owned aircraft on University business. Employees who are pilots or crew members of private aircraft traveling on University-related business are not covered by the University's travel insurance policy.