Travel

#Travel airfare

Where to Purchase

Travel can be booked however you deem fit, through a travel agency, directly with an airline, or an online agency of your choice. Effective 06/07/12 Airfare no longer must be purchased through a contract travel agency or directly with the airline. The contract is available for use as a convenience:

Benefits of State Contract Airfares

• refundable and no advance purchase, minimum stay or penalties; Learn more
• review list of Alaska contract airfares (effective July 1, 2013 - June 30, 2015)
• review list of SouthWest contract airfares ( effective Oct 1,2013- Sep 30,2015)

Guidelines

• provide YCAWA as fare basis code during purchase
• may only use a UW individual travel card or CTA to purchase contract airfare
• can not purchase contract airfare using personal credit card
• listed by city pair and specific contract airline for one-way flight to either direction
• domestic fares includes all applicable federal, state and local taxes; does not include passenger facility charges, segment fees and September 11th security fee

*Note: Can only book contract fare by calling Alaska Airlines directly or by using a contracted travel agent.

How to Purchase

Airfare can be paid for using a personal credit card, cash, CTA, or the individual travel card. All but the CTA are reimbursed through eTravel. Effective 06/07/12 airfare nolonger must be purchased using individual travel card or CTA; except for contract fares:

Companion Fare

First / Business Class Airfare or Upgrade

Requires prior written approval from a Vice President, Vice Provost, or Dean (Director or Chancellor for Bothell and Tacoma campus) authority cannot be delegated. Attach to ER in ARIBA. Do not send to Travel Office.

• a single annual approval updated yearly is acceptable for frequent travel (must attach to ER each time).
• letter/memo must list reason for approval and include signature
  • list specific business reason or medical
• email is acceptable for one time approval
• approval must be included with the reimbursement
• extra/additional fees are not reimbursable effective Jan 1st, 2015 airfare/rail coach upgrades $75 or less may be delegated down to administrator level for approval.

If there is no approval, see alternative.

* seat fees are only reimbursable if required by airline/mandatory fee

Air Travel in Excess of 14 Hours

Business class fare OR a foreign layover directly en route or at the final destination for brief rest period (not to exceed 24 hours) may be authorized, provided all the following conditions have been met:

• have prior approval from an authorized person
• origin or destination is outside the continental United States
• one-way(each leg, from origin to destination one way) flight time including layover is in excess of 14 hours
  • documentation is required indicating flight time

• used all UW frequent flyer miles (if available) to upgrade

Receipts / Reimbursement

Proof of payment and airfare itinerary is required regardless of cost. Review reimbursement guidelines and if a package deal was purchased.

Fly America Act

The Fly America Act mandates the use of U.S. certificated air carriers for federally funded international travel. Learn more .