Travelers are required to use the university's contracted travel agencies, Corporate Travel Planners (CTP) or Anthony Travel, Inc (ATI). Airfare will be charged to the Corporate Business Account (CBA) which is billed directly to the traveler's university account. For more information about how to book airfare through these travel agencies see Travel Services (Procedure 2-81).
All airfare travel must be planned and conducted to achieve maximum economy and efficiency considering all relevant circumstances while complying with the guidelines set forth in this Procedure. The contracted travel agencies, Corporate Travel Planners (CTP) or Anthony Travel, Inc. (ATI) and approved online booking tool (Concur) will assist travelers and confirm the best possible airfare based on contracted pricing and individual travel needs.
If an exception is granted by the Associate Vice President for Business Affairs to not use one of the university's travel agencies, the following procedures will apply. Receipts for airfare, including ticketless air travel, are required. When booking airfare online, use the view/print receipt page for proof of payment. The booking page is not a receipt. If the airline receipt is not available, proof of airline transportation will be accepted as outlined below:
- A copy of the airline ticket along with a certification statement signed by the department head explaining why the original ticket was not available.
- If neither the actual ticket nor a copy is available, then the travel agency invoice (itinerary) along with a certification statement explaining why the ticket or a copy was not available must be submitted. Also proof of payment must be shown.
- If the employee is unable to provide proof pursuant to sections 1 or 2 above, then a credit card receipt along with a certification statement explaining why the ticket or copy was not available must be submitted.
- When using electronic tickets, a fax or the itinerary showing the name of the airline, destination, class, amount and proof of payment will be accepted without a memo from the department.
In order to claim the Travel Agency Transaction Fee for reimbursement, a copy of the itinerary, as well as, the airline passenger receipt must be attached to the expense report. Both the airline ticket amount and the travel agency transaction fee should be combined as one total. The fee charged for changing a ticket will be reimbursed if the change was for business reasons. If the ticket was changed for personal reasons, the fee for changing the ticket is not reimbursable. The department has the responsibility to request that the employee reimburse the university for fees that were paid on behalf of the employee on the CBA if the fee would not have been reimbursed.
Note: Upgrades to First or Business Class: Any upgrade in travel to business or first class will require justification from a physician (licensed medical doctor). Upgrades paid from personal funds (not State Appropriated funds or local funds) are exempt from this requirement.