Steps For Purchasing Internet Airline Tickets
Effective for travel approved after September 10, 2021
Designated Travel Coordinators will follow the steps below to purchase airline tickets for authorized University travel over the Internet.
Contract one of the three University travel agencies for pricing. Be careful to note any fees or other charges (ie: Luggage fees, direct or non-direct flight, cancellation fees, etc) when comparing prices. The University travel agencies do charge a fee per printed ticket. Many ticket sites also charge fees that may be significant. This documentation must be retained.
Shop the Internet for the best fares (if you have reason to believe that the pricing from travel agency is not reasonable). Check the major air carriers and/or use only reputable third party discount sites. Do not participate in auction sites. Be careful of the “fine print” and note that many tickets are date changeable only with a fee and/or are non-refundable. Documentation (including quotes) must be retained.
If airfare is reserved using travel agency, payment of airline tickets must be done by utilizing the State Travel Account.
If a third party is used, the traveler must purchase ticket on their own and request reimbursement only after the travel has occurred. See process for reimbursement below.
Airline Ticket Reimbursement Procedures
Upon completion of your trip, complete a Travel Expense Reimbursement form (pdf) for all reimbursable expenses (hotel, daily per diems, mileage, etc.). Be sure that all documents are signed by traveler’s supervisor. Forward all forms and documentation to include quotes received from Travel Agenc(ies) and third-party vendors to Accounts Payable (UBAP@ubalt.edu) for reimbursements less than $100. For reimbursements over $100, a requisition must be submitted. The University will not reimburse for tickets prior to travel. Additionally, the University will not reimburse for airfare without appropriate documentation as detailed in Step 1.