Employees traveling on University business must travel at the lowest available airfare that is necessary and reasonable to meet the business needs of the traveler.
- Domestic travelers are strongly encouraged to book their airfare through a UK travel vendor, but are allowed to purchase airfare through an alternate vendor.
- International travelers are required to book their airfare through a UK travel vendor.
- In rare circumstances, travelers may find cheaper international airfare through alternate vendors. If there are significant savings by booking through an alternate vendor, the department should submit a request for exception to business procedures form prior to purchasing the ticket. The request should include documentation showing the price difference. Travel Services will review the request and approve if savings are significant.
- With supervisor approval, business class airfare will be reimbursed for 8 hours or more of uninterrupted flight service.
- Reasonable ancillary fees including, but not limited to, expenses for convenient or early boarding, extended legroom, seat location, baggage, in-flight meals, and Wi-Fi are approved at supervisor’s discretion.
- UK procard is the preferred method of payment for business only airfare.
- If your airfare is combining business and personal travel, please make sure to obtain a valid cost comparison for business only travel.
- Visit here for more information on cost comparisons.
- Quick Reference Card – Obtaining a Valid Cost Comparison in Concur
- The University has airline discounts with Delta and United airlines. These discounts are preloaded in Concur and available through our UK travel vendors, AAA or Avant.