Commercial Airlines
The preferred method to purchase airline tickets for business travel is the University purchasing card. Personal credit cards may also be used when a University purchasing card is not available.
If the employee chooses to use personal funds/credit card to pay for travel expenses, reimbursement will be made upon completion of travel, and timely submission of the Travel Expense Report. One travel report will be submitted.
Travel by commercial airlines is to be booked at a fare that includes the cost of a carry-on and a seat assignment. TSA precheck and upgrades to first-class or business class are considered a personal preference and will not be reimbursed. For reimbursement from sponsored projects, any sponsor-specific travel guidelines that are more restrictive must be followed.
The University recognizes that some travelers combine personal travel with business travel. If personal travel is included in a University business trip, the traveler must provide a cost comparison of the itinerary and ticket price for the flight to and from the business destination and the ticket which includes the personal travel. The cost comparison must be done at the time of the airline ticket booking. The traveler will be reimbursed the lower of the two costs.
The University allows travelers to retain their miles earned on business trips. Miles, personal vouchers, or certificates are not reimbursable.
Airline ticket change fees are reimbursable.
Airline club memberships, including TSA precheck, are considered a personal preference and are not reimbursable. Airline ticket insurance is considered a personal expense and is not reimbursable.
Federal regulations prohibit the use of federal funds for the purchase of business or first-class air travel. In addition, if travel is being charged to a federally sponsored project, it is required that a U.S. flag air carrier be used (Fly America Act). Any exceptions to the Fly America Act should be discussed with the Sponsored Programs Office before the purchase of the airline ticket.
University Purchasing Card/Personal Credit Card
To purchase an airline ticket using a University purchasing card or a personal credit card, use the following procedure:
- Make travel arrangements using a University purchasing card or a personal credit card.
- Allocate airline tickets in Concur to expense type E711.
- Attach itemized receipts to the expense on the Concur expense report.
Travel to and from the Airport
When parking is not being utilized and the round trip to/from the airport exceeds 75 miles, the traveler may be reimbursed for mileage (E750) at the current IRS mileage rate for one (1) round trip to/from the airport and their place of work. The use of a Husky Motors vehicle is unallowable. When parking is not being utilized and the round trip to/from the airport is less than 75 miles, the traveler may be reimbursed for mileage (E750) at the current IRS mileage rate for up to two (2) round trips to/from the airport and their place of work. The use of a Husky Motors vehicle is unallowable.
Receipts are required for actual parking fees (E762) when the costs exceed $10 or when a purchasing card is used for payment of any amount.
If available and practical, public transportation to and from all other airports should be used.
Chartered Aircraft
When university employees or departments travel on chartered aircraft for official university business, charters may only be made with FAA-certified charter operators and aviation non-owned liability requirements must be met. It does not apply to situations where employees travel, for example, on a charter arranged directly by the NCAA.
All requests for the use of chartered aircraft must be submitted to, and approved by, the Purchasing Department. Best practices dictate that proof of adequate liability insurance be provided, in advance, by the aircraft owners/operators and the certificate should name Michigan Technological University as an additional insured. Minimum liability limits of at least five million dollars per passenger seat is required. Any exceptions must be approved by the Purchasing Department.
Privately Owned Aircraft
Employees may not travel by privately owned aircraft on University business. Employees who are pilots or crew members of private aircraft traveling on University-related business are not covered by the University's travel insurance policy.