Search UW System

UW System Home > Financial Administration

III. AIR TRAVEL

Preaudit steps for this section

A. Commercial Airfare

The UW has a partnership with our contract travel agency, Fox World Travel, for all internet based airfare bookings. Visit our Corporate Travel Center at http://portals.foxworldtravel.com/University/ for booking airfare over the internet.

If a lower cost airfare is found, including any agent fees, through a *non-contract internet booking site, the ticket may be purchased. A printout of the Cliqbook quote, which substantiates using the same airfare itinerary search criteria resulting in a higher cost, must accompany any reimbursement or payment request as documentation for not booking the ticket via Cliqbook.

*Note: Effective December 2005, Orbitz was added to the disallowed vendor list for non-compliance with the State of Wisconsin's sales tax collection requirements. The University shall not do business with Orbitz or Orbitz for Business.

Employees who prefer to book airfare with a travel agency by telephone, fax, or walk-in may use any travel agency of their choosing. Please refer to Contract Travel Agencies for information and requirements for employees who use the internet for booking of airfare.

1. Payment for commercial air travel shall be limited to the lowest logical fare available. The "lowest logical fare" is defined as the least costly fare that:

   1. uses a regularly scheduled commercial carrier;
   2. prohibits preference for any airline, type of aircraft and connecting airports;
   3. may require one plane transfer both departing and returning;
   4. 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;
   5. allows for up to a four-hour leeway (two hours before or after the traveler's preferred departure and arrival time) 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.
   6. is non-refundable.

   Note: In accordance with the International Air Transportation Fair Competitive Practices Act of 1974, commercial air travel on certain grants must comply with the requirement that U.S. flag air carriers be used to the maximum extent possible when travel is between the U.S. and a foreign country or between foreign countries.

Most major airlines are now imposing additional surcharges for premium coach class seat assignments, which can be chosen 24 hours before boarding, and for baggage. These surcharges typically range from $15-$25 for a standard coach aisle seat, $25-$40 for an exit row seat, and $15-$25 for the first checked piece of baggage. Travelers may claim the costs associated with booking an aisle or exit row seat, 24 hours prior to departure, on their standard coach class ticket without additional justification, but the charge must be included on their receipt. Almost all airlines charge checked baggage fees for domestic flights. For international flights, checked baggage fees vary based on airline and international destination. Travelers may claim reimbursement, with receipt, for expenditures over $25 for the first checked piece of baggage without justification. Costs for additional baggage beyond the first checked piece of baggage will be reimbursed by attaching a receipt and business justification documenting the necessity.

Reimbursement for fees associated with airline membership clubs is not allowed nor is the additional cost for any premium class (first class, business class, Economy Plus, etc.) seat assignments. If a situation should arise where premium class travel is the only alternative available, such travel must be approved by the Institution Controller and campus Travel Office prior to booking the flight. Complementary airline upgrades to business, Economy Plus, first class, etc., as a result of Frequent Flyer status must be notated on the receipt and payment mechanism to confirm no additional costs were paid for the upgrade.

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 under Contract Travel Agencies when allowable.

2. Non-refundable fares are less costly than refundable fares, as the majority of University trips are not cancelled or changed. Travelers must purchase non-refundable tickets. Any penalties or additional costs assessed for cancellations or changes may be paid from UW-administered funds when a reasonable explanation for the cancellation or change is documented on the payment mechanism.

   Note: The State of Wisconsin's contract travel agency tracks and reuses non-refundable tickets.

3. When a more favorable price can be obtained for airfare by adding additional days to the trip, e.g., staying over a Saturday or flying on a particular day, reasonable expenses for lodging and meals for the minimum necessary additional days may be claimed if the total cost of the reduced fare, plus the additional days' expenses, are less than what the lowest available airfare would have been without the additional days of travel. Reimbursement may only be granted under this provision for weekend days and holidays. The weekend for this purpose is considered to run from 4:30 p.m. on Friday to 7:00 p.m. on Sunday. Documentation of the air cost savings must be provided on the expense report.
4. 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.
5. As a result of electronic ticketing, the form of airline ticket may vary. When seeking reimbursement for the cost of airfare, an employee must provide the highest form of receipt issued by the airline/travel agency. In those instances where an airline ticket is reissued, previously issued documents should be attached for a complete audit trail. Claims for reimbursement of airfare must represent the net amount paid by the traveler after any applicable exchanges, discounts, service fees, change fees, etc. When airfare is paid direct by the UW and changes to the ticket are made which result in a refund, the refund must be credited or made payable to the UW.

   Documentation to support airfare purchases must include: traveler's name, destination, departure/return dates, amount of fare, itinerary/routing, class of travel, and business purpose of trip.

6. Regardless of the payment mechanism, airfare charges are a travel expenditure requiring proper approval by either the employee's supervisor, an approving authority (see definition, section II) or the department head.

B. Charter and Personal Airplane Travel

1. Institution department heads may authorize employees to charter or rent an airplane or authorize them to use their personal airplane when such airplane use is the most efficient and economical.

   The State of Wisconsin has contracted with Wisconsin Air Service for charter air service. All UW institutions are required to utilize their service for charter air travel when it suits their needs. Their telephone number is (608) 246-4328. If they are unable to provide the needed service, an alternative service may be sought.
2. Pilots who are flying aircraft on University business create a liability exposure for the University; therefore, the University requires preapproval in accordance with specific standards. For information on requirements which must be met, refer to Part 8 of the UW System Risk Management Manual or call your campus Risk Management Office or UW System Risk Management at 608/263-4381.
3. Reimbursement rates for personal airplane business mileage shall be 48.5¢ per mile. The reimbursement request must include the names of the passengers transported. Reimbursement for costs directly associated with chartering, renting, or use of a personal airplane shall not exceed the lowest logical commercial fare. The cost comparison should be attached to the expense report.

C. General

1. Airfare discounts are generally available for groups of eight or more persons traveling from the same origin to the same destination on the same plane (group fares) and for multiple individuals traveling from different origins to a common destination (meeting fares). Contact the airlines or a travel agency for details and assistance in arranging such travel.
   
   
2. Unless it cannot be avoided, it is recommended that not more than five employees from the same business unit travel in the same aircraft.