Cost Comparison Requirements

WHAT DOCUMENTATION CAN BE USED AS A QUOTE/COST COMPARISON? 

1. Printout from an online vendor, i.e., Expedia or Orbitz - obtained prior to the trip

   1. Acceptable cost comparison printouts should be the first page of search results to the business
      destination for dates and times needed to complete the business mission.
      Some websites may show the search results on the left side of the page.
      In this case, please print the first two pages to be sure entire search range is provided.
   2. A cost comparison is a comparison of all available flights and airlines.
2. Copy of a co-worker's airfare itinerary/receipt that attended the same business event and traveled
   to business destination and returned with no personal or other travel destinations involved.
3. A written statement from a travel agency obtained prior to the trip

TO QUALIFY AS COMPARISON 'PRIOR' TO TRAVEL: 

• Comparison must show the lowest available commercial coach airfare for one individual traveling to and from  the business destination for the days of business only. 
  Remember only print out the first page of the search results.
  See 1a under 'What Documentation can be Used as a Quote/Cost Comparison?'.
• Comparisons should not be limited to only one airline, such as preferred carrier or reward program carrier.
• Comparisons are only accurate if obtained ‘prior’ to travel.
  • Comparison should be obtained at the same time the tickets are purchased.
• One-Way tickets should not be used as a cost comparison.

WHAT IF A TRAVELER DOESN'T PROVIDE A QUOTE/COST COMPARISON?

In the event a traveler has not provided a required comparison prior to the trip, the comparison will be obtained by the Central Travel Office staff, rather than the traveler, secretary/assistant, or business office.

WHEN IS A COST COMPARISON REQUIRED?  

Any cost comparisons should be made 'prior' to the trip and for the same dates as the actual business trip.

 1.  Driving VS Flying:

The mileage reimbursement cannot exceed the best available airfare prior to travel.   The comparison must show the lowest available commercial coach airfare for one individual traveling to and from the business destination for the days of business.  To qualify for reimbursement when driving longer distances (Rule of Thumb: Greater than 800 miles roundtrip) normally accomplished by flying, the expense under the "Drive Vs Fly" rule must be the lesser of the actual mileage expense or total of: 

• Lowest available coach airfare prior to travel for dates of business only 

• Roundtrip mileage to airport

• Airport parking (contracted rate of $9.00 per day)

• Shuttle expense to/from airport to business location

2.  When leaving from a location other than ‘Official Station’ or place of business:

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/quote obtained prior to travel must be attached to the Form 25, Request for Reimbursement, indicating expenses are the lesser of the two.

When a traveler returns from a location other than the business location, a comparison must be provided.

3.  Discounted Fare Due to Additional Overnight Stay (generally a Saturday Night)::

Discount air travel arrangements that require an additional night(s) lodging and/or subsistence are reimbursable under the following conditions:

• Additional lodging and subsistence must not exceed regular economy/coach fare at the time the trip is taken.

• The comparison should include a quote for coach fare (prior to travel) without the additional stay, amount of discounted fare, additional lodging, subsistence, rental car days, airport parking, and any other expenses incurred on behalf of the extra day(s) stay.

• The total of the discounted fare, days of additional lodging, subsistence, rental car, airport parking, and any other expenses incurred because of additional stay should be less than quote without additional stay.

4.  When Combining Personal and Business Travel:  

Occasionally an employee may take a trip that includes both personal and business travel.  

When this occurs, the following rules apply.

1. If the stay at a business location is extended either prior to or after the business mission, the entire ticket may be reimbursed.  
2. If any other destinations (other than normal connecting airports) not pertaining to the business purpose are included on the ticket, the amount reimbursed will be the fare directly related to the point(s) of business based on the fare class used.  The traveler must provide a cost comparison for the direct route to and from the business location for the days of business.  This must be obtained 'PRIOR' to travel, outlined in Box 15 on the Form 17, and attached to the Form 25, Request for Reimbursement.
3. Airfare reimbursement will not be made for non-university business travel even though the total discounted airfare is less than regular coach fare.  

A combination trip does benefit the traveler to some extent, therefore, travelers should exercise special care not to seek reimbursement for expenses that could be construed as personal.  Additional information can be found at personal and business travel.

         5.  When Using Private, Leased or Chartered Aircraft:

When an employee or others rendering service to the University use a private owned aircraft in the conduct of official university business the cost is reimbursable up to the lowest available round trip commercial coach airfare for the same dates and destination of travel. 

The actual lease cost for aircraft leased from a commercial leasing company or Purdue Aero Club is reimbursable up to the round trip commercial coach airfare rate for the same trip for the same number of official passengers.

Chartered aircraft expenses are reimbursable up to the lowest available round trip commercial coach airfare for the same dates and destination of travel.

In each of the situations above, a traveler must provide a written quote 'PRIOR' to travel.  The quote may be from a travel agency, airline or printout of an online quote.

6.  When Using A Train to Travel in a Foreign Country:

A foreign train, bus or other service carrier may be used in lieu of, or as a supplement to air travel at the lowest rate by the transportation facility used. However, if  such travel could have been performed by air, the allowance will not normally exceed that of coach air accommodations.