Accounting Office

Airfare

Choose coach or economy airfare that reasonably meets the approved business need at the lowest overall cost, considering schedule, routing, ground transportation, baggage, and necessary fees.

Federally Funded Air Travel: Fly America Act

If airfare will be charged to a federal or federal flow-through award, confirm before ticketing that every flight segment complies with the Fly America Act. Review the requirements here. 

How to book airfare

  1. Open the approved Pre-Trip Request and confirm the Request ID, destination, dates, and funding.
  2. Search Concur Travel for reasonable coach or economy options that meet the business schedule.
  3. Compare the total trip cost, including baggage, connections, ground transportation, and required fees.
  4. Select the lowest logical option or document the business reason for choosing another flight.
  5. Use the available University direct-charge method or the traveler's T&E Card when appropriate.
  6. Save the final itinerary, ticket receipt, fare class, payment information, and any required comparison or approval.

  • Use coach or economy service unless a documented G-28 exception applies. Obtain any required exceptional approval before purchase and attach it to the Concur record.

  • Certain ancillary airline fees may be paid or reimbursed when the expense is reasonable, business-related, and supported by the required approval and documentation.

    Approval required Eligible airline fees Documentation
    Standard departmental approval Standard checked baggage fees for up to two bags; carry-on baggage fees for up to two bags; seat-selection charges of $30 or less Receipt required when the charge exceeds $75
    Department Head approval Non-standard checked baggage fees; Wi-Fi service; seat-selection charges exceeding $30 Written explanation of the business purpose and a receipt when the charge exceeds $75
    Exceptional Organizational Unit Head approval, such as the Dean or Vice Chancellor Early check-in or priority boarding; Economy Plus, Extra Comfort, or a similar upgrade that remains within economy class Written justification of the business need and a receipt, regardless of amount

    Seat-selection charges do not include upgrades. Business- and first-class airfare are governed separately by UC Policy G-28.

  • Save a business-only fare comparison at the time of booking. Reimbursement or University payment is limited to the allowable business-only cost, and the traveler pays all incremental personal costs.

  • Contact the booking provider promptly. Retain confirmation of the change, cancellation, refund, or credit. Reconcile University-paid airfare on the related Expense Report even when the ticket is unused and retained as a future credit.

  • Retain the itinerary or ticket receipt showing the traveler, route, dates, class of service, amount paid, and form of payment. Also retain business-purpose support, comparisons, exception approvals, and cancellation or credit records when applicable.