Commercial Air Travel. The University's exclusive contract with Travel and Transport, Inc. specifies that all commercial air ticketing is to be processed by Travel and Transport and charged to an appropriate SAP cost center/WBS element. Travel and Transport will issue electronic tickets (E-tickets) unless the traveler requests paper tickets. A University traveler cannot purchase an airline ticket outside of the contract without the prior approval of Business Services (see Purchasing a Ticket Outside the Travel and Transport Contract, below ). Air travel shall only be authorized when it is more economical than ground transportation or will result in a substantial savings of productive time. Payment for air travel will be limited to "coach" fare, if such seating is available at the time of ticket purchase.
Purchasing a Ticket Outside the Travel and Transport Contract. A University traveler cannot purchase an airline ticket outside of the Travel and Transport contract (exception-Southwest Airlines) without the prior approval of Business Services. If a lower air fare than quoted by Travel and Transport can be found, an Air Fare Situation Report must be used to secure the Business Services' approval. If a traveler decides to use Southwest Airlines, tickets can only be purchased directly from Southwest Airlines. (See Purchasing a Ticket from Southwest Airlines). An Air Fare Situation Report does not need to be used for approval.
- Travel and Transport guarantees that they will secure and book the lowest published GDS (Global Distribution System) fare, motel, hotel, vehicle and other ground transportation for all University travel.
- If a traveler receives a lower fare from another agency, the traveler will send a completed Air Fare Situation Report to Travel and Transport immediately.
- After receiving this information, Travel and Transport will contact the source and either match the fare or purchase the ticket at that source.
- If Travel and Transport cannot match the fare, Travel and Transport will send a copy of the Air Fare Situation Report to Business Services.
- After Business Services has received the Air Fare Situation Report, the traveler will be notified they are approved to purchase from a travel agency other than Travel and Transport. Then, and only then, will the traveler be free to purchase from a non-contracted agent.
- If an expense reimbursement is submitted for an airline ticket purchased from another travel agent which costs more than the same itinerary could have been purchased from Travel and Transport, the traveler will only be reimbursed for an amount equal to the lower quote from Travel and Transport.
If a traveler decides to use Southwest Airlines, tickets can only be purchased directly from Southwest Airline and through Travel and Transport's on line travel booking tool.
Privately-Owned Airplane. Approval must be granted prior to the trip by the Vice Chancellor of Business and Finance on a Request for Travel by Personally Rented/Privately Owned Airplane or Charter form. The completed approval form must be attached by the department's SAP Travel Coordinator to an appropriately executed SAP Travel Expense Statement to claim reimbursement.
An employee will be reimbursed at the prevailing standard rate as established by the IRS through its Revenue Procedures:
- Effective April 1, 2013, the rate is $1.33 per Statue air mile.
- Prior to April 1, 2013, the rate was $1.07 per Statute air mile.
For purposes of reimbursement, there is no differentiation between “travel at the convenience of the agency or employee”. Note: In certain circumstances a blanket authorization may be granted for recurring business travel. Prior to travel a Blanket Request for Employee-Piloted Air Travel must be completed and approved by Business Services and by the Vice Chancellor of Business and Finance.
Personally-Rented Airplane. Approval must be granted prior to the trip by the Vice Chancellor of Business and Finance on a Request for Travel by Personally Rented/Privately Owned Airplane or Charter form. The completed approval form must be attached by the department's SAP Travel Coordinator to an appropriately executed SAP Travel Expense Statement to claim reimbursement. Employees shall be reimbursed for the actual expense of personally renting an airplane unless the expense is paid directly to the rental agency by the University. Note: In certain circumstances a blanket authorization may be granted for recurring business travel. Prior to travel a Blanket Request for Employee-Piloted Air Travel must be completed and approved by Business Services and by the Vice Chancellor of Business and Finance.
Charter flights. Approval must be granted prior to the trip by the Vice Chancellor of Business and Finance on a Request for Travel by Personally Rented/Privately Owned Airplane or Charter form. The Nebraska Department of Aeronautics should make arrangements for charter flights.
Using the Kearney Airport. A resource guide is available in SAPPHIRE to assist the University traveler in comparing costs to fly from the Kearney Airport versus Omaha and Lincoln. The additional costs (mileage, parking, your time, possibly an overnight stay) associated with flying from Omaha and Lincoln may not be the lowest total cost for the traveler. The Kearney Airport provides free parking, just a few steps from the door, baggage claim only minutes after deplaning and arrival only 45-60 minutes before your flight. This resource guide can be found at the SAPPHIRE Home Page>Resources>Reference Guides>UNK Reference Guides>Kearney Travel Planner.
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