AIR TRAVEL

DOMESTIC TRAVEL
Domestic air travel is defined as travel within the United States, its territories and possessions (Guam, Puerto Rico, the U.S. Virgin Islands), Canada and Mexico.

Travelers are expected to use the most economical and logical mode of transportation available. This includes incurring no higher expense than the rate for the most direct and logical traveled route (see Expense Reporting for further documentation requirements). More expensive transportation may be used if the traveler pays for the incremental difference over the allowed cost.

 COMMERCIAL AIR TRAVEL
Travelers should take advantage of the University’s designated travel agencies when making airline reservations.

• Travelers are expected to book the lowest-priced airfare rates unless scheduling or a medical condition necessitates other arrangements. The University will usually not reimburse upgrades to Business and First Class seating. Travelers must pay for any incremental differences.
• Only airfare that is necessary to conduct University business is reimbursable. Personal side airfares should be purchased separately and are not reimbursable.
• Since cancellation fees can be substantial once bookings are made, travelers are encouraged to book as far ahead of departure date as possible once travel plans are firm.
• Making airline reservations 21 days in advance and booking over a Saturday night can save up to 70%. A Saturday night stay over is encouraged if there is a net savings when additional costs for lodging and meals are factored. Travelers must document the savings for a Saturday night stay over (see Expense Reporting for further documentation requirements).

NON-REFUNDABLE TICKETS/CANCELLATIONS
If it is necessary to cancel a trip the traveler should ask the issuing agency or airline about the terms and conditions that apply for future trips.  Personal use of any portion of a University purchased/reimbursed ticket is not allowed.

Penalties imposed as a result of canceling a ticket or fees assessed for reissuing a non-refundable ticket may be reimbursed to the traveler if:

• extenuating circumstances are documented in writing
• approved by the Controller’s Office
• Changes for re-issuing a non-refundable ticket are reimbursable where properly documented Refer to Payment of Travel Expense

LOST/STOLEN AIRLINE TICKETS
Lost or stolen airline tickets are not a reimbursable expense. Travelers should contact the issuing travel agency or airline.

FEDERALLY AND SPONSORED FUNDED TRAVEL
Federal regulations restrict the charging of business class or first class air travel to federally sponsored projects.

• Federally sponsored trips should utilize U.S. flag carriers at the lowest available rates. A letter of justification must be included with the travel expense voucher and submitted to the travel audit section of the traveler’s department if other than lowest rates are charged.
• Sponsored project travel should adhere to the Amherst campus travel guidelines unless the sponsor imposes greater restrictions.

For the complete federal travel regulations please refer to OMB Circular A-21.

UPGRADES
Upgrading the class of airfare tickets is usually not an allowable expense reimbursement and therefore not permitted unless the traveler pays the incremental difference. Free upgrades are permitted but must be noted as such on the travel expense voucher.

FREQUENT FLYER PROGRAMS
The University will not reimburse for tickets purchased with frequent flyer miles. Frequent flyer mileage programs should not influence the traveler’s flight selection or routing.

CHARTERED AND PRIVATE AIRCRAFT
The University strongly discourages the use of domestic chartered flights or traveling via a private aircraft (see Travel Insurance).

LOST OR EXCESS BAGGAGE
(Refer to Travel Insurance).

AIR TRAVEL PAYMENT PROCEDURES
Federal tax on airfare is allowable and reimbursable.

INTERNATIONAL TRAVEL
International travel is defined as travel outside the United States and its territories and possessions (Guam, Puerto Rico, the U.S. Virgin Islands). University employees must receive appropriate campus approval by the department head/director prior to traveling internationally.

PASSPORTS AND VISAS
Passport and VISA expenses are reimbursable provided they were obtained to travel on University business.

IMMUNIZATION
Immunization requirements are available from the Centers for Disease Control and Prevention (CDC). Please check the web site: http://wwwn.cdc.gov/travel/default.aspx

CONVERTING INTERNATIONAL CURRENCIES
Travel expense vouchers must be submitted in U.S. Dollars with an explanation and translation of any international receipts and their conversions.

• Travelers must use the currency rates that were in effect when the travel took place. Therefore, currency receipts should be saved and used for converting international currencies back to U.S. dollars on the travel expense voucher form.

Use of the University Corporate VISA card eliminates the need to calculate international currency conversions and usually reflects favorable exchange rates.

To convert international currency the following calculation is used:

• International Amount X Exchange Rate = U.S. Dollars
• U.S. Dollars / Exchange Rate = International Amount

Rates may be obtained from the Treasurer’s Office, (508) 856-4700

• O and A Currency Converter web site: http://www.oanda.com/