Procurement

Air

Commercial Airlines

Flight Selection
The lowest priced airfares shall be selected consistent with the employee's convenience for departure and/or arrival needs. Direct flights should be selected as a first choice. Generally, flights should require no more than one stop or no more than one hour spent on the ground, however cost must be considered.

The use of certified U.S. flag carriers is required by our federal sponsors, except under limited circumstances. If in doubt, contact the Grants and Contracts Administration Office. If conditions are not met the use of discretionary funds will be required for reimbursement.

Class of Service
Economy class air travel (supersavers, apex, or economy coach fares) will be used exclusively, except when this would:

  • Require traveling at unreasonable hours.
  • Require circuitous routing.
  • Significantly increase the duration of the flight.
  • Result in additional costs which would offset the transportation savings
  • Offer accommodations which are not reasonably adequate for the physical or medical needs of the traveler.
Frequent Flyer Benefits
Under no circumstances will an employee be permitted to alter cost efficient travel plans in order to achieve frequent flyer benefits. The Institution will not reimburse an employee when frequent flyer credits are used.

Lost and Unused Tickets
Travelers should treat airline tickets with the same regard for security as cash. Lost or missing tickets should be reported immediately to CWT or to the travel agency the ticket was purchased from. All unused tickets should be returned for credit immediately to CWT or to the travel agency the ticket was purchased from.

Personal Travel
Personal stopovers are allowable only within the fare structure of the authorized travel. Additional fares are the responsibility of the traveler. Personal portion should be noted on itinerary by booking agent.

Privately-owned Aircraft

Whenever a nonscheduled aircraft (leased, chartered, loaned, private) is to be used for Institution affairs, it is required that disclosure be filed in advance with the Administrator for the Office of Finance and Administration MS#14. Reimbursement will be based on the actual operating expense or rental fee for the aircraft, but may not exceed the coach airfare for the distance traveled.

Last updated: March 31, 2016