Steps For Purchasing Internet Airline Tickets
Effective for travel approved after July 1, 2024
Designated Travel Coordinators will follow the steps below to purchase airline tickets for authorized University travel over the Internet.
Step 1:
You must obtain an approved Workday Spend Authorization prior to booking travel. Failure to obtain an approved Workday Spend Authorization prior to travel will result in you being personally responsible for any cancellation penalties or other costs.
Step2:
Contact 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.
Step3:
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.
Step 4:
If airfare is reserved using travel agency, payment of airline tickets must be done by utilizing the State Travel Account.
Step 5:
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.
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Airline Ticket Reimbursement Procedures
Step 1:
Upon completion of your trip, complete a Workday Expense Report for all reimbursable expenses (hotel, daily per diems, mileage, etc.). Be sure that all receipts and documentation are attached to your Expense Report submission. 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.