TRAVEL BY AIR OR RAIL

A copy of all applicable airline/Amtrak tickets must be submitted with your travel or monthly expense report. Do not list the cost of the ticket on your expense report. The copy of the ticket will be used to support your trip.

All domestic travel on University business will be Coach/Tourist Class unless approved with rationale by the appropriate Vice President or above. All travel must be authorized by the traveler’s immediate manager.

Given the great variety of airfares available, the primary objective is to use the routing and airline that will provide the lowest fare to a destination, without preventing an employee from achieving the business purpose. All efforts should be employed to book flights as far in advance as possible, to enhance the opportunity of secured discounted fares and to consolidate trips when feasible.

AIR TRAVEL GUIDELINES

  1. Coach/Tourist Class air travel to be used for domestic flights. Business Class air travel is authorized only for international flights. A domestic flight is defined as a flight which originates and terminates within the continental limits of the United States, Canada, Mexico, and surrounding Caribbean Islands. International flights encompass all other areas.
  2. All travelers are expected to fly nonstop flights. But if a one-stop flight saves more than $100 on air cost and is available within thirty minutes of desired departure time, then travelers are expected to take one-stop flights.
  3. To save money on airfares, as well as ensure employees are not abusing University policy to collect additional mileage on Frequent Flyer Programs, the University requires travelers to fly using the lowest logical airfare. The lowest logical airfare is the lowest fare available during a two-hour window period for departure and arrival time. Instead of requesting a specific Carrier to reach a destination, the traveler should indicate to KSU's official travel agency representative his/her arrival time frame. It is then the agency's responsibility to ensure air travel at the lowest available cost.
  4. Generally speaking, most discounted fares are restricted fares, which means you may not be allowed to change your itinerary once the ticket is issued. On many unused tickets, there may be only partial or even no refund. The University expects the traveler to adhere to restrictions. It is also expected that the employee will exercise the same judgment and control in avoiding penalties that a prudent person exercises when traveling on personal business.

AIRLINE RESERVATIONS

KSU has implemented a mechanism to secure and centralize all travel-related arrangements. Contact the Vice President and/or CFO for specific information. Only travel booked through the authorized KSU travel vendor will be reimbursed.

RESERVATIONS PROCEDURE

  1. 1. Identify yourself – Ask for KSU representative