Benefits of State Contract Airfares

• refundable and no advance purchase, minimum stay or penalties; Learn more 
• review list of contract airfares  (effective April 1, 2012 - March 31, 2014; all travel must be completed by April 30, 2014)

Guidelines

• provide "YCAWA" as fare basis code during purchase
• must use a UW individual travel card or CTA to purchase
• 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
• international fares excludes taxes and fees

Where to Purchase

Employees and UW students must purchase through:

• contract travel agency/internet provider
• any airline (through their website or phone)

How to Purchase

UW employees/students must purchase all fares with a UW corporate account:

• individual travel card 
• CTA

Failure to purchase contract fares with a corporate account will result in airline penalty fees for which travelers are personally liable.

Review guidelines when combining personal time/travel with UW business trip.

Exceptions for Not Using Contract Airfares

1. cheaper coach fare
2. does not meet time needs
3. no seats available
4. no contract fare
5. visitor

Indicate one of the reasons on the reimbursement.  If none are applicable, see alternative.

Note: No exception for not using contract travel agency.

Frequent Flyer Programs

See State Ethics Board Advisory Opinion 03-03.

It's recommended that frequent flyer benefits earned on UW travel are used prior to incurring additional cost for UW airfare.

Companion Fare

See RCW 42.52.160.

When a companion fare is used for UW travel and one of the persons traveling is not on UW business, the individual not on UW business must pay the full ticket price and the UW traveler will be reimbursed at cost of the companion fare.

First / Business Class Airfare or Upgrade

Requires prior written approval from a Vice President, Vice Provost, or Dean (Director or Chancellor for Harborview Medical Center, 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 must list reason for approval
  • list specific business reason or medical
• email is acceptable for one time approval
• approval must be included with the reimbursement

If there is no approval, see alternative.

Air Travel in Excess of 14 Hours

Business class fare OR a foreign layover directly en route to 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 flight time (not including domestic layovers/connections time) is in excess of 14 hours
  • documentation is required indicating flight time

• used all UW frequent flyer miles (if available) to upgrade
• a state contract travel agency, consolidator, and/or airline(s) have been contacted to determine if a business class fare can be obtained at a cost that is less than the coach class contract fare (if available) 

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.

Informative powerpoint presentation from GSA

* For more information contact: Cheryl.McClain@gsa.gov or Rodney.Miller@gsa.gov.

Package Deal

To ensure travel expenses are reimbursed against appropriate obj codes, each type of expense must be accounted for.

Personal Time/Travel

Adding personal time/travel with a business trip is allowable only when all conditions exist:

• primary purpose of trip is official UW business
• approved leave is used during personal portion
• UW does not incur any extra expenses beyond what it would normally incur

TIPS:

Before the Trip:

• purchase airfare for personal trip separate from the UW business trip if personal time is at a location other than the UW business location

During the trip:

• separate personal and business expenses

After the trip:

• note personal time, dates, and location on reimbursement
• deduct / prorate any personal expenses from reimbursement

Identifying Cost of Airfare from Comparison Itinerary

If personal airfare cannot be purchased separately from UW business airfare or comparing driving is more economical than flying, obtain a comparison itinerary priced at the lowest available coach fare from:

• other travelers who will travel on same UW trip without a personal portion
• contract travel agency/internet provider 

Submit a copy of comparison itinerary and actual ticket that includes the personal portion or calculation of direct savings from driving instead of flying.  Reimbursement is actual cost of actual ticket, expenses related to driving, OR value of comparison itinerary up to the contract fare (if available), whichever is LESS.

Alternative AFTER Purchase/Trip

This alternative may be used to identify reimbursable amount when:

• there was a personal trip combined with UW business trip and a comparison itinerary was not obtained before the trip
• comparing driving is more economical than flying and a comparison itinerary was not obtained before the trip
• no exceptions apply for not using contract airfare
• no approval for First or Business class airfare (not associated with the 14 hr rule)

Use a contract travel agency/internet provider to identify current lowest available coach fare by creating a comparison itinerary using same parameters that existed for actual trip.

• same advance purchase time and day/time for departure/return flights

Submit a copy of comparison itinerary and actual ticket that included the personal portion or calculation of direct savings from driving instead of flying. Reimbursement is actual cost of actual ticket, expenses related to driving, OR value of comparison itinerary up to the contract fare (if available), whichever is LESS.