Air Travel

• Coach or any other discounted economy-class fare is to be booked by a traveler when traveling on University business. This applies to all travel, both domestic and international, regardless of the purpose or funding source.
• A documented cost comparison must be attached to the expense report when a traveler prefers to use a higher class than the one authorized for reimbursement for airfare. The cost comparison must use the same dates as the travel, not future dates.
• The purchase of business or first-class, pre-boarding, travel insurance or other higher-cost services (upgrades) will not be reimbursed to the traveler.
• The University will reimburse for the cost of checked baggage that is considered reasonable and necessary for the business purpose and length of the trip.
• If changes to air travel/itinerary must be made by a traveler, and additional expenses are incurred, an explanation must be provided by the traveler in their expense report. Explanations must be business related or out of the traveler’s control. The cost of change related to personal reasons will not be reimbursed.
• Documentation of a boarding pass is no longer required to be submitted with a travelers expense report.
• Travel packages purchased through internet vendors, such as Expedia, typically do not itemize expenses. It is recommended that these internet vendors not be used to book business-related travel; unless the traveler has already confirmed that an itemized receipt can be obtained (e.g. itemized hotel charges, airfare, fees, etc.) to ensure appropriate documentation is included for reimbursement.
• Itemized receipts are required for all business travel related expenses of $75 or more. Receipts should be clearly marked “paid” or show a zero balance. Payment method should be clearly identifiable on the itemized receipt.

Surface Transportation Used in Lieu of Air Travel

• If approved in advance via the Travel Request, travelers may use surface transportation even though air travel is the appropriate mode of transportation for their trip. A cost comparison is required to be submitted at the time advance approval is obtained, as well as included in the traveler’s expense report. The traveler will be reimbursed for the lesser of the airfare or mileage.