Travel

Cost Comparison Requirements

1. A cost comparison must:
   1. Be obtained prior to the trip
      1. Best Practice. Comparison should be obtained at the same time the trip is arranged.
   2. Show results for multiple airlines and provide documentation
      1. Best Practice : Use Concur to find the comparison
      2. If Concur is not used, an online vendor that shows results from multiple airlines must be used
      3. Search results from a single airline site is not acceptable
      4. Two one-way flights used in place of a round-trip flight is not acceptable
   3. Based on
      1. The business destination(s) for the dates and times of business
      2. Include the day before business begins and day after business ends as travel days
         1. No personal dates or destinations may be included in the comparison
      3. If a traveler is eligible to purchase a higher class fare, but chooses to purchase economy, the cost comparison should be economy as well.
   4. Select the lowest logical fare as the comparison price
      1. The lowest logical flight generally includes one stopover
   5. Attach the comparison documentation to expense report or travel request
2. A copy of a co-worker's airfare itinerary/receipt that attended the same business event with no personal time or other travel destinations involved.
3. A written statement from a travel agency obtained prior to the trip.

WHEN SHOULD A COMPARISON BE OBTAINED?

• Comparisons are only accurate if obtained 'prior' to travel.
  • Best Practice. Comparison should be obtained at the same time the tickets are purchased.

WHAT IF A TRAVELER DOESN'T PROVIDE A QUOTE/COST COMPARISON?

In the event a traveler has not provided a required comparison, the Business Office or Central Travel Office staff may obtain the cost comparison.