Guidelines for the Disbursement of Funds

Air Transportation

Travelers should comparison shop for the airfare itinerary that most efficiently (time and cost) serves their travel needs. Flexibility in arrival or departure times will impact the ability to price the lowest cost available fares. Normally airfare booked well in advance will result in lower airfare costs.

If using state funds to procure airfare, the university travel card must be used. Also, the airfare must be purchased on the STMP Airline Contract or a valid exception must be documented. If using Concur to book airfare, Concur will automatically document the exception if the airfare is lower cost to the state. If booking outside of concur, the exception must be manually documented using the exception form and attaching it to the expense report.

If using local funds a traveler is not required to use the university travel card and is not required to use the STMP Airline Contract. In addition, employees may be reimbursed for additional airline fees for economy fares such as charges for aisle seating, extra legroom, or early bird boarding/check-in, with the department's approval. If there is a benefit or cost savings, Business/First Class airfare can be approved by the Dean or appropriate Vice President prior to the trip. This approval must be attached to the expense report. Business/First Class airfare may also be purchased when there is a documented medical necessity. This should be on file with HR with a comment stating so on the expense report.

Travelers can claim the cost of their first checked bag as a business expense.  Additional checked bags will require a business justification such as needing to transport equipment, presentation materials, research supplies, etc.  This justification should be included in a comment field within the expense in Concur.

Trip protection insurance (Cancellation/Interruption) generally should not be purchased.  Purchase of this insurance requires a business justification demonstrating why it’s likely that the trip would be cancelled/interrupted.  Travelers should also read carefully the covered events of the insurance they purchase as many events that could lead to cancellation/interruption are not typically covered by this insurance. 

Receipt Requirements

A receipt is required to be attached to the expense report that includes the following at a minimum: name of the employee, airline name, ticket number, class of transportation, amount of airfare, origin, destination and dates of each flight and proof of payment.