Employee Airline Ticket Purchasing Policy

Employee Airline Ticket Purchasing Policy

Abstract:
Any employee airline ticket purchase which is to be paid for directly by a UAB department or unit from a UAB account must be ordered through the UAB Travel Center. This document provides information on the processing of airline ticket requests through the UAB Travel Center. Also included are the required procedures for those departments who choose to purchase airline tickets without using the UAB Travel Center.
Effective Date:
11/14/1997
Contacts:
None Assigned
Administrative Category:
Applies To:
Faculty, Staff
Material Original Source:

University of Alabama at Birmingham

EMPLOYEE AIRLINE TICKET PURCHASING POLICY

November 14, 1997

(Replaces policy dated February 22, 1996)

See also the following related documents:

  • “Travel,” “Non-employee Travel,” and “Travel Forms” sections of the Financial Management Financial Accounting Reference Manual.
  • UAB “Purchasing Policies and Guidelines.”

Introduction

One of the services provided by the UAB Travel Center is the direct purchase of, with advance payment for, employee airline tickets purchased by UAB departments and units. When employee airline tickets are purchased directly by UAB departments/units through the UAB Travel Center, UAB (a) can ensure that it receives credit for refunds or exchanges of tickets purchased for UAB use, (b) can comply more easily with state and federal regulations (such as regulations related to tickets purchased for recruitment or grant travel purposes), and (c) can better ensure that UAB is maximizing its return on the UAB Travel Center program by taking advantage of corporate discounts and refund options not normally available to individuals or travel agencies.

Policy Statement

The UAB Travel Center is the official travel center for UAB. Any employee airline ticket purchase which is to be paid for directly by a UAB department or unit from a UAB account must be ordered through the UAB Travel Center using a UAB Airline Ticket Requisition form. Only UAB-related travel should be charged to UAB accounts.

If an employee chooses to purchase an airline ticket for his or her UAB-related travel other than by using the Airline Ticket Requisition form through the UAB Travel Center, the following conditions will apply:

  • The ticket vendor cannot be paid directly from UAB funds. The employee must pay for the ticket and then apply for reimbursement.
  • The ticket must be purchased in the employee's name.
  • The employee may apply for reimbursement for the airline ticket purchase only after the trip and with appropriate documentation of the expenditure on the travel voucher.
  • The employee may be reimbursed after the fact for a ticket purchased in anticipation of travel but not used when the reason for advance purchase was to secure an airline ticket discount, only if the trip could not be completed due to conflicting UAB business or a compelling personal reason (that is, illness or death in the employee's family).

Processing of Airline Ticket Requests

The UAB Travel Center is under regulatory obligation to pay for airline tickets within seven days of issuance of the ticket by the airline. The internal UAB process for approving the Airline Ticket Requisition and thereby reimbursing the UAB Travel Center for the purchase of the ticket must be accomplished in a timely manner in order for the money to be available for offsetting payments made to the external agent. Therefore, a department/unit must process an Airline Ticket Requisition (which includes review and approval by UAB Accounting and special foreign travel approvals) promptly and must return it to the UAB Travel Center.The UAB Travel Center will not issue a ticket until it has received the fully approved Airline Ticket Requisition.

Implementation

The Office of the Vice President for Financial Affairs and Administration through the Office of the Associate Vice President for Business Services and the Office of the Associate Vice President for Financial Affairs is responsible for procedures to implement this policy.