Allowable Airfare classes. Economy/Coach class airfare, (i.e., lowest priced airfare class such as Economy, Main Cabin, Wanna Get Away, etc.) can be purchased. The amount that a state agency pays or reimburses for a state employee to travel between points by commercial airline may not exceed the lowest rate available.  First class airfare may be paid or reimbursed only if it is the only available airfare.  Business class airfare may be paid or reimbursed only if a lower airfare is not available.  If First class airfare or Business class airfare was purchased, a screenshot clearly showing the lower airfare was not available at the time of purchase must be uploaded as a supporting document.

• Airfare may be paid or reimbursed only if the travel is determined to be primarily for business.
  • Travel within the U.S. – the number of business days must exceed the number of personal days.
  • Travel outside of the U.S. – the university business travel is considered primarily for business regardless of the number of business days.

• Airfare must be purchase at the cheapest price. If you upgrade the ticket with your mileage or point, you will need to provide the document showing that the upgrade was covered by your mileage or point (no cost to University for the upgrade).

• If the travel is primarily for business, but the traveler’s actual airfare includes a personal destination, the traveler must provide a lowest priced airfare quote that only includes business destinations. The quote must be obtained prior to the trip.  The traveler will be reimbursed the lesser of the actual airfare, which includes the personal destination, or the quote, which only includes business destinations.

• One-way airfare to or from business destination may be reimbursed for combined business and personal trips if
  • The business and personal trip can be clearly segregated – separate destinations for the business and personal portions of the travel; AND
  • Travel Request is prepared only for the business portion of the travel with business only destination.

• The Fly America Act (Federal Funds only). The Fly America Act requires that foreign air travel funded by federal funds, including federal pass-through funds, be conducted on U.S flag air carriers. There are limited exceptions where the use of a foreign-flag air carrier is permissible.
  • If a foreign-flag air carrier is paid with federal funds, the Fly America Act Waiver Checklist must be completed to document the exception to the Fly America Act. The Waiver Checklist must be completed and uploaded as supporting documentation to the Expense Report.

Additional upgrades and fees. The university allows travelers to book economy airfare with added services such as extra legroom, additional luggage, early-bird check-in, and seat selection fees without additional justification when travelling with local fund. However, any other upgrades with fees are not allowed. No-cost upgrades to business class or first-class airfare are acceptable, as long as the airfare receipt provided by the airline or travel agency clearly indicates that there is no additional cost for the upgrade.

Checked bags. The cost of first checked bag can be claimed as travel-related expense (Airline Fees). The cost of additional checked bag is allowed and will not require justification if it is related with business purpose.

Required approval. All travel that is related to University business, programs, or activities, whether paid by the University or not, must be approved in advance (i.e., prior to departure) for all travelers by all of the required approvers on a Travel Request in Concur.  The traveler or the department should not purchase airfare prior to the approval.

Airfare purchase on state funds. Official university travel paid or reimbursed from state-appropriated funds must use state contracted vendors, when available. There are some exceptions where airfare may be purchased from a non-state contracted travel agency.  For instance, you can purchase a non-state contracted airfare if the airfare cost is lower than the state contracted airfare. In such a case, the Travel Exemption Certification Form is required. 

Airfare purchase on local funds. Official university travel paid or reimbursed from local funds is not required to utilize state contracted vendors. 

Receipt Requirements. The receipt or itinerary must include the following: the name of the employee and airline, and the ticket number, and the class of transportation, and the travel dates, and the amount of the airfare, and the origin and destination of each flight, and proof of payment.

If you are booking through a third party, such as expedia.com, per MAPP policy, you are still required to obtain an itemized receipt. We recommend that travelers contact the Help Center or Customer Service of the third-party company before their trip to advise them that they will need an itemized receipt after their trip. If the traveler doesn’t do so, however, they can still request an itemized receipt after their trip.