Policy: 201.A-Travel: Air Travel
Date:
01/29/2008
Statement of Policy:
Reimbursement for travel by common carrier shall be limited to the lowest cost means of travel unless it is impractical or not available. The additional cost for premium class (first class or business class) travel is not reimbursable. If extenuating circumstances arise where premium class travel is the only alternative available, such travel must have approval from the UW Madison Travel Manager prior to booking the flight. The "lowest logical fare" is defined as the least costly fare that:
- Uses a regularly scheduled commercial carrier.
- Prohibits preference for any airline, type of aircraft and connecting airports.
- May require one plane transfer both departing and returning.
- Departs from the airport nearest to the employee's headquarters location or, at the discretion of the employee, from an airport offering a fare which is more cost effective for the UW, including parking, mileage or additional overnight stays.
- Allows for up to a four-hour leeway in scheduling which may necessitate that the employee arrive up to two hours prior to the start of his/her UW business and may require up to a two-hour wait after the planned business ending time to take advantage of lower air fares.
Major airlines (NW, UA, Air Tran, U. S. Air) are now charging extra fees, $15-$25 for an aisle seat, $25-$40 for an exit row seat, and an additional $25 per bag of luggage. Travelers may claim the costs associated with booking an aisle or exit row seat on their coach class ticket, without additional justification but the charge must be included on their receipt. Travelers may also claim for reimbursement, with receipt, the cost of one additional piece of luggage without justification. Additional costs for other supplemental baggage will be reimbursed by attaching a business justification documenting the necessity.
*All original receipts for travel by common carrier paid by an employee must be attached to the reimbursement request.
Effective October 17, 2005, a State/UW-issued purchasing card must be used for payment of official business-related airline tickets and travel agency service fees. If they so choose, employees have the option of utilizing the state-provided personal liability U.S. Bank travel card for payment. Because of significant administrative costs associated with use of the purchasing card, institutions may strongly encourage their employees to use the U.S. Bank travel card for payment of travel.
Benefits from any airline promotion, such as free tickets for frequent fliers, merchandise, etc., that accrue as a result of UW-paid travel belong to the UW and must be used for UW-related business. Benefits as a result of voluntary bumping may be retained by the employee provided the alternative travel resulting from the bumping does not involve any loss of work time or additional travel cost to the UW. An employee may not be compensated for business use of frequent flyer vouchers, vouchers for bumping, discount coupons or other instruments of value. Such discount instruments, if earned as a result of personally paid travel, should be used for subsequent personal travel. Please utilize the UW's corporate frequent flyer account numbers listed under "Contract Travel Agencies" when allowable.
In accordance with the Fly America Act of 1974, commercial air travel on certain grants must comply with the requirement that U.S. flag air carriers be used to when travel is between the U.S. and a foreign country or between foreign countries. Exceptions to the Fly America Act requirements are as follows:
- If a U.S. flag air carrier offers nonstop or direct service (no aircraft change) from your origin to your destination, you must use the U.S. flag air carrier service unless such use would extend your travel time, including delay at origin, by 24 hours or more.
- If a U.S. flag air carrier does not offer nonstop or direct service (no aircraft change) between your origin and your destination, you must use a U.S. flag air carrier on every portion of the route where it provides service unless, when compared to using a foreign air carrier, such use would: (a) Increase the number of aircraft changes you must make outside of the U.S. by 2 or more; or (b) Extend your travel time by at least 6 hours or more; or
- Require a connecting time of 4 hours or more at an overseas interchange point.
Note: If you aren't sure if your fund 144 grant is governed by the Fly America Act, please consult with Research & Sponsored Programs before booking your airfare.
Major U.S. Flag Air Carriers:
AirTran Airways
Alaska Airlines
America West Airlines
American Airlines
American Trans Air
Continental Airlines
Delta Airlines
Frontier Airlines
Hawaiian Airlines
Midwest Express
Northwest Airlines
Southwest Airlines
Trans World Airlines
United Airlines
US AirwaysFor the complete details of the Fly America Act, please see http://www.tvlon.com/resources/FlyAct.html
The UW pays only for direct flights. The traveler must pay for any personal flights. If there is a cost saving or no additional charge for the personal flight, attach an explanation and cost comparison.
When leaving or returning on a Saturday or Sunday to obtain cost savings in fare, provide total cost comparison and where it was obtained.
Reimbursement of airfare requires a receipt and proof of payment. An airline receipt is the original "Passenger Receipt" plus any applicable original travel agency invoice/itinerary (must include traveler's name, destination, departure/return dates, amount of fare, routing, class of travel) evidencing service fee amounts. If the original invoice/itinerary is not available, a reasonable copy or computer print-out (such as an Internet/e-mail confirmation), containing the information above, along with proof of payment, such as a credit card statement or check, will be acceptable. Credit card charge statements and/or slips alone are not acceptable as documentation because these lack sufficient detail. The business purpose of the trip must be clearly stated on the transaction.
Provide an explanation for any fees charged for changing a non-refundable ticket, e.g., departed early to save on meals and lodging, dates of meeting changed.
Related Procedure(s):
Who should know this policy?
Deans, Directors, employees who travel and staff who prepare travel reimbursements
Related Documents:
UW Links
Minority Business Travel Agencies
UW Corporate Frequent Flyer Program
Travel Resources
Mitchell International Airport
Contacts:
Dean/Director’s Business Office may e-mail uwtravel@bussvc.wisc.edu with questions.
Travelers and departmental staff should contact their respective Dean/Director’s Business Office for policy or procedural questions