Financial Administration

UW System Travel Regulations

III. AIR TRAVEL

Preaudit steps for this section

A. Commercial Airfare

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

  1. Reimbursement 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.

    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.

    The additional cost for premium class (first class or business class) travel is not reimbursable. If a situation should arise where premium class travel is the only alternative available, such travel must be cleared with the Institution Controller through the UW System Travel Office prior to booking the flight.

  2. Non-refundable fares are often cheaper, and their purchase is strongly encouraged because most trips are not cancelled or changed, particularly those involving conferences. 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 in the payment voucher.

    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 7:01 p.m. on Sunday. Documentation of the air cost savings must be provided on the Travel Expense Report (TER).

  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 either claimed or direct billed airfare must include: traveler's name, destination, departure/return dates, amount of fare, routing, class of travel and 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.

  7. 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.

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 TER 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 TER.
C. General
  1. Airfare discounts are generally available for groups of 8 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.