Flights

   Official visitors may make reservations and purchase airline tickets from the source of their choice and then seek reimbursement for all allowable expenses from the University. The downside of this is the visitor cannot take advantage of the State contract airfares. If the department wishes to use the State fares, the Business Travel Account (BTA) must be used and ticketed through Corporate Travel. This prepays the airfare and places the charge onto the mandatory JPMorgan Chase account.

   If you are called on to make the reservation, here are some items you may need to keep in mind.

• Use of the BTA is not mandatory. However, the visitor cannot take advantage of the State contract rate unless the BTA is used.
• The Prior Approval can be faxed to Corporate Travel to authorize the BTA charge after the first two signatures are obtained. You should not have to get all other signatures before sending the PA to Corporate Travel.
• All segments of the air itinerary must qualify for University payment, i.e., no air travel with side trips for personal use or use paid by other organizations may be charged to the BTA.
• In order for the BTA to be reconciled correctly, the Prior Approval must go through the Travel Services office. If the PA has not gone through the Travel Services office, the Travel Coordinator may call to request a faxed copy of the form.
• If there are any questions concerning what can and cannot be reimbursed, or what amounts can be reimbursed, contact accounting (562-6230, ask for travel group).
• If you are booking a car and/or a hotel, try to book them at the same time to prevent confusion.