Airfare

• Airfare is to be purchased at the lowest available economy/coach fare available that meets the business purpose of the trip. Multiple commercial air carrier sites should be researched prior to booking a ticket to ensure the lowest available airfare is selected and not biased by frequent flier affiliation. Employees are encouraged to make reservations well in advance to secure lowest available fares. Supporting documentation that includes the flight class, date(s), and prices are required and should be attached to the airfare expense line.
• Amounts in excess of the lowest available economy/coach fare are generally not reimbursable and are not allowed as federal direct or indirect cost. Exceptions for a one class upgrade:
  • Exceptions may be granted if the lowest available economy/coach fare is not available. Supporting documentation, such as screen prints, should be obtained at the time of purchasing airfare that demonstrates the lowest fare was not available; this documentation must be attached to the airfare expense report line.
  • Exceptions may be granted if there is a medical need of an employee. For medical exceptions, written documentation, no older than 12 months, from a doctor must be attached to the Airfare expense report line.
  • At the discretion of the department, exceptions may be granted for flight segments that are 5 or more hours. Such exceptions are not allowed as a federal direct or indirect cost and the excess cost must be separately identified as Airfare – Upgrades and cannot be charged to a Sponsored Project. Supporting documentation should be obtained at the time of purchasing airfare that demonstrates the difference between the lowest fare and the upgrade; this documentation must be attached to the airfare expense report line.
• At the discretion of the department, additional fees that do not change the flight class such as seat choice, early check-in, and baggage are permitted. Fees must be reasonable considering the facts and circumstances of the expense. Additional fees are not allowed as a federal direct or indirect cost and must be separately identified as Airfare – Upgrades and should not be charged to a Sponsored Project.
• First class airfare is only permitted with written approval from the Chancellor or with approval by the CFO or Controller. Excess cost must be separately identified as Airfare – Upgrades and cannot be charged to a Sponsored Project.
• With a valid business reason, fees associated with changing flights or destinations are generally reimbursable. In general, these fees may not be charged to a sponsored fund. However, the employee may provide and Sponsored Projects Accounting will consider a written justification as to why the entire amount should be
• Expense reports with Business Class and First Class airfare will automatically route to the Senior Finance Approver.
• The university does not reimburse for tickets obtained via frequent flyer miles earned or reward points/programs.
• Non-commercial airline travel must be in accordance with the Policy on Private Air Transportation for Executive Officers.
• Special Rules for Sponsored Projects: When travel is reimbursed with federal funds, the Fly America Act and Open Skies Agreements must be followed.