Airfare and Rail Service
In general, all airline and rail service should be booked through the current State Travel Agent except for AAUP members, SUOAF-AFSCME members, Confidential Unclassified and Management Exempt employees, who may make their own reservations. However, an exception will be made if lower-cost airfare can be obtained elsewhere. Travelers are encouraged to negotiate with the State Travel Agent to match lower-cost airfare found elsewhere. Bids for group travel should be solicited through the Purchasing Office. Prior to reserving any new airline tickets, all unused unexpired airline tickets previously purchased by the University must be used whenever possible.
Sufficient lead-time of two (2) weeks is necessary to secure tickets purchased through the current State Travel Agent. Use of electronic ticketing is required whenever possible. If an airline does not offer electronic ticketing, tickets will be delivered to the Administrative Service Office and the traveler will be notified to arrange for pickup, with the exception of the System Office, where the traveler will have the option of picking up their own tickets or having the tickets mailed to them.
Reimbursement for all air travel will be at the lowest available rate. Any difference in cost for class upgrade will be at the expense of the traveler, except where first class or business class travel is approved, as described below.
The use of first class and business class is discouraged; however, in the case of an exception, the following must be adhered to:
- Business class rather than first class must be used whenever available.
- First class is only to be used when business class is not available.
- Use of business class or first class requires the University President’s (or Chancellor’s, in the case of the System Office) original signature and written justification for the exception, submitted on the Policy Exception Request form (Exhibit F).
- Total flight time (from point of departure to destination - actual time in the air) must be a total of six (6) hours or more.
- A copy of the flight itinerary must be attached to the Travel Authorization in order to verify flight time. In addition, a Policy Exception Request form (Exhibit F) for the use of first class or business class bearing the President’s original signature is required to be attached to the Travel Authorization.
- A traveler may be reimbursed for the actual and necessary expense incurred for changing flight plans, subject to the approval of the fund manager. It is the responsibility of the traveler to substantiate that the charges were necessary and proper, and to obtain the appropriate approvals. Any additional charge for changing flight plans due to personal reasons or for the convenience of the traveler may be borne by the traveler.
- Any service fees or processing fees charged to the traveler in conjunction with the purchase of airfare will be reimbursed to the traveler by the university.
- Standard coach accommodations will be provided for rail journeys less than six hours duration. First class fare will not be allowed unless the continuous rail journey is more than six hours in duration.
- Rail travel amount indicated on the Travel Authorization should include the cost of overnight roomette accommodations, when applicable. Do not use the lodging block for this cost. Indicate by inserting the word “Roomette” next to “Rail”.
A traveler may be reimbursed for the actual and necessary expense incurred for changing flight plans, subject to the approval of the fund manager. It is the responsibility of the traveler to substantiate that the charges were necessary and proper, and to obtain the appropriate approvals. Any additional charge for changing flight plans due to personal reasons or for the convenience of the traveler may be borne by the traveler.
Any service fees or processing fees charged to the traveler in conjunction with the purchase of airfare will be reimbursed to the traveler by the university.
Standard coach accommodations will be provided for rail journeys less than six hours duration. First class fare will not be allowed unless the continuous rail journey is more than six hours in duration.
Rail travel amount indicated on the Travel Authorization should include the cost of overnight roomette accommodations, when applicable. Do not use the lodging block for this cost. Indicate by inserting the word “Roomette” next to “Rail”.
