Travel

Airfare

  • The university established negotiated rates with preferred vendors that must be utilized when possible.
  • Employees are required to fly economy class for flights of less than 8 hours. Flight time includes total schedule in-air flight time, including connecting legs, that are greater than 8 hours. Upgrades up to Business class will be permitted for flights 8 hours or longer.
  • For assistance in airfare allowability, please reference Table of Flight Fare Classes and Add Ons.  Note that this table is to aid in understanding allowability, but is not absolute.  It can also be found in the official Purdue Travel Regulations Manual.  If you have any questions on allowability beyond what the table can assist with, please contact us at purduetravel@purdue.edu.
  •  First class fares are not allowed and will not be reimbursed.
  • An exception to purchase a higher class ticket (excluding first class) may be requested from Purdue Travel when one of the following conditions is met:
    • When use of other than coach class is necessary to accommodate a medical disability or other special need. For short-term medical conditions, this is approved on a trip-by-trip basis through Purdue Travel management. To initiate this, please email purduetravel@purdue.edu with the details and reasoning for the exception and management will review. For ongoing conditions, follow the process for ADA accommodations.
    • When exceptional security circumstances require other than coach class accommodations (e.g., use of coach class accommodations would endanger your life or university property)
    • Coach class accommodations on an authorized/approved foreign air carrier do not provide adequate sanitation or health standards.
  • Employees must attempt to arrange/purchase airline tickets 14-30 days in advance.
  • When booking a cheaper fare that would require an additional overnight stay, the discounted airfare, additional lodging, fixed meals and any other expenses incurred due to the additional stay must not exceed regular economy/coach fare for the business trip.
  • The Fly America Act requires employees to use a U.S. Flag Carrier if the trip is federally funded.Please refer to Fly America Act | GSA and Travel On Sponsored Program Funds for more details. 
  • Traveling employees may retain frequent flyer program benefits. However, participation in these programs must not influence flight selection, which could result in incremental cost to the University.
  • Reimbursement is not allowable for items provided free of charge, such as airline tickets provided through the use of frequent flyer miles, loyalty award programs and airline travel vouchers/certificate.
    • The use of a personal e-credit could be reimbursed if the original receipt is provided and shows the original form of payment for the original ticket.
  • Airline club memberships and usage are not reimbursable.
  • Employees may not voluntarily be “bumped” from a flight for cash or cash-equivalent incentives.
  • Early check-in fees are allowable for airlines that do not assign seats (e.g. Southwest) or those that do not assign seats until check-in (e.g. Frontier). This does not apply to early boarding fees when seats have been assigned.
  • Cost comparisons are not required for domestic flights (United States and U.S. Territories), unless personal travel is combined with business travel and/or there is a change in airport, due to personal travel.
    • The cost comparison is required prior to travel, otherwise reimbursement will reflect the lesser of the actual charge or maximum reimbursement amount.
    • Reference the Cost Comparison section for specific guidelines. 
  • Expenses subject to documentation requirements.