Transportation By Air
The most economical means of transportation should be used when traveling on university business. This will be determined by the staff member and the department head based upon the total cost of the travel, efficient use of staff time and convenience to the employee.
Travel expense reimbursement is limited to the lesser of expenses incurred from the departure point or from the "official station". The official station is defined as the location of the permanent office. If the traveler is departing from some place other than their permanent office, a comparison must be attached to the Form 25, Request for Reimbursement, indicating expenses are the lesser of the two.
Airfare may be charged on the department purchasing card or reimbursed directly to the traveler after the business trip at economy or coach fare only.
Reimbursement for first or business class is not allowable, and will not be paid without prior approval by the Assistant Comptroller. A memo should be sent to the Assistant Comptroller in Disbursements presenting the business reason for the request along with any attachments that provide verification of request, such as, a statement from the airline or ticket agency indicating it is the only seat available on the flight that accommodates the traveler's mission or medical statement requiring special needs.
This statement must then be approved, before the travel occurs, by the Assistant Comptroller, Disbursements. The statement and the Assistant Comptroller's approval must be submitted with the travel reimbursement request.
See University policy for airfare purchases.
Unused Tickets in Egencia Corporate Travel (ECT)
The Unused Ticket window on the left side of the ECT homepage screen displays any available tickets (paper or e-ticket) that may be used for new trips.
When searching for new business (only) trips, you will see specific tickets applicable to the current trip being arranged.
You will be prompted to call a corporate travel agent to book the flight using the unused ticket. After you book the ticket with an agent, you will be able to view your full itinerary on the site.
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