Airfare
Booking Procedures
United Operated by Skywest through Purdue University Airport is preferred for business travel with connections through Chicago.
Other preferred vendors include Delta, American and Southwest airlines.
The university established negotiated rates with preferred vendors that must be utilized when possible. Employees are required to fly economy class for flights less than eight hours. Flight time includes total schedule in-air flight time, including connecting legs and layovers, that are greater than eight hours. Upgrades to business class will be permitted for flights eight hours or longer with business office approval of funds.
Airline-specific allowances may be reviewed in the Table of Flight Fare Classes and Add-Ons guide for assistance in airfare allowability.
Note that this table is to aid in understanding allowability, but is not absolute. If you have any questions on allowability beyond what the table can assist with, please contact us at purduetravel@purdue.edu.
An exception to purchase a higher class ticket may be requested from Purdue Travel when one of the following conditions is met:
- When use of other than coach class is necessary to accommodate a medical disability or other special need:
- For ongoing conditions, follow the process for ADA accommodations.
- For short-term medical conditions, this is approved on a trip-by-trip basis through Purdue Travel management. To initiate this, please email purduetravel@purdue.edu with the details and reasoning for the exception and management will review.
- When exceptional security circumstances require other than coach class accommodations (e.g., use of coach class accommodations would endanger your life or university property)
- Coach class accommodations on an authorized/approved foreign air carrier do not provide adequate sanitation or health standards.
Employees must attempt to arrange/purchase airline tickets 14-30 days in advance.
When booking a cheaper fare that would require an additional overnight stay, the discounted airfare, additional lodging, fixed meals and any other expenses incurred due to the additional stay must not exceed regular economy/coach fare for the business trip.
The Fly America Act requires employees to use a U.S. Flag Carrier if the trip is federally funded. Please refer to Travel On Sponsored Program Funds for more details.
Traveling employees may retain frequent flyer program benefits. However, participation in these programs must not influence flight selection, which could result in incremental cost to the university.
Employees may not voluntarily be “bumped” from a flight for cash or cash-equivalent incentives.
Cost comparisons are not required for flights, unless personal travel is combined with business travel and/or there is a change in airport, due to personal travel.
Documentation
Detailed receipt should contain the following:
- Airline Name
- Flight Number
- Dates of Flights
- Destinations (To/From)
- Traveler Name
- Fare Class
- Total Cost
- Confirmation of Payment (Must show proof of actual payment amount. Order confirmation, reservation confirmation, quotes, pro forma invoices or estimated charges and the like do not constitute a confirmation of payment, unless the document confirms the amount has been paid.)
- Company paid upgrades must meet criteria in Booking section.
- Free upgrades should be noted in expense report comments.
Missing/Lost Receipt
If the required receipt for an expense is lost or unobtainable, contact the travel agency or airline for a printout.
Reimbursement
Some expenses are eligible for reimbursement.
| Expense Category | Eligible for Reimbursement? | Notes |
|---|---|---|
| Flights | Yes | Economy class is required for flights less than 8 hours. Business class is permitted for flights that are 8 hours or longer or with an ADA Accommodation. |
| Meals During Flights | No | Meals are included in the per diem rate. |
| Upgraded Seats or Class | No | Allowed with 8+ hour flight and layover time or an ADA Accommodation. |
| Baggage Fees | Yes | |
| Transportation To/From Airport | Yes | |
| Early Check-In Fee | No | Exception – Fees are eligible for airlines that do not assign seats (Southwest, Frontier). |
| International Travel | Yes | Review International Travel |
| Travel/Flight Insurance | No | Specific questions should be directed to Risk Management. |
- Airline club memberships and usage are not reimbursable.
- Reimbursement is not allowable for items provided free of charge, such as airline tickets provided through the use of frequent flyer miles, loyalty award programs and airline travel vouchers/certificate.
- The use of a personal e-credit could be reimbursed if the original receipt is provided and shows the original form of payment for the original ticket.
Discounts
Discounts for Business Travel are available by booking through Concur or the university’s travel agency.