Air Travel
Employees must seek the lowest available fare when making commercial air travel arrangements that meet the needs of the University and the convenience of the traveler. For a list of University contracted travel agencies, their discounted fees, and on-line booking tools please visit the Contracted Travel Agencies page.
Purchase of Airline Tickets with P-Card
The preferred method for purchasing airline tickets is with the P-Card. Units have a designated P-Card holder(s) in their department whose P-Cards are authorized for transportation purchases. Contact the designated P-Card holder in your unit to arrange your air transportation. The traveler is still responsible for retaining ticket stubs or itineraries that are required to process the travel voucher or to reconcile the P-Card transportation purchase.
If the unit does not use the purchased airline ticket for official University business travel, the ticket must be returned to the issuing travel agency (or other provider) for a credit or refund, less any cancellation or transfer fees. If the purchased airline ticket is non-refundable, it can be held and applied as a credit for future University business travel only. Any University contracted travel agency will add the non-refundable ticket information to the employee’s profile as a reminder to apply the credit on their next University business trip.
Purchase of Tickets with Personal Funds
P-Card is the preferred method of purchasing tickets for air transportation. However, employees may purchase tickets for approved University travel using their own personal funds. If this method is used, employees are reimbursed for the ticket purchase on the travel voucher submitted at the completion of the trip. Appropriate receipts and approvals are required. See Policy Section 15.1, Travel Regulations, Non-Employee Travel Expenses for more information.
Internal Control of Tickets Purchased with P-Card or Other Means
The department is responsible for ensuring that any airline tickets purchased in advance with University funds, via the P-Card or other means, are utilized for appropriate University business travel. The department is also responsible for documenting such use in the departmental files.
Last Updated: December 1, 2009