Finance/Treasurer's Office: Procurement - Travel Policy - Domestic
Air Travel
DOMESTIC AIR TRAVEL
Making AIR Travel Reservations
- When you make business travel reservations, purchase the lowest
possible airfare, while meeting the business needs of your trip.
- Request a receipt from airlines that provide ticketless travel.
Airline Class of Service
You are expected to use the lowest logical coach class airfare
available. Consider the following factors for determining the lowest
fare alternatives: specially negotiated fares; penalty fares (super
savers); Saturday night stay fares (if less expensive than flying
earlier); advance purchase fares; connecting and one-stop flight
fares; promotional/convention fares.
If a premium airfare is required, submit a letter of explanation
to the Vice President of your Department for review and approval
before proceeding with your travel arrangements.
Note: Federal regulations prohibit the charging of business class
or first class air travel to federally funded grant projects.
Unused Airline Tickets
Return the ticket to the travel agency that issued the ticket to
expedite the refund.
Instruct the travel agent to issue the refund to the college.
If your ticket is non-refundable, notify your department and the
Treasurer’s Office. The value of the non-refundable ticket
should be used before the expiration date. The credit will be held
in the Treasurer’s Office.
Lost or Stolen Airline Tickets
You are responsible for the value of the LOST ticket. Some airlines
will issue a replacement ticket at current market cost, which may
be higher that the price you paid for your original ticket.
If your ticket is STOLEN, contact the police or airline security,
as the ticket could be located and returned. A Police report must
be completed which must accompany your travel reimbursement request.
Ground Transportation to and from Airports
You should use the most economical mode of transportation to and
from airports, and share ground transportation whenever possible.
Consider the following modes of transportation
- public transportation (buses, subways, shared taxis);
- hotel and airport shuttle services;
Private limousines or car services should be used only when valid
business reasons preclude the use of other modes of transportation.
You are required to submit original receipts for all transactions.
Grant Travel
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