University of Alabama at Birmingham
EMPLOYEE AIRLINE TICKET PURCHASING POLICY
November 14, 1997
(Replaces policy dated February 22, 1996)
Purchasing Policies and GuidelinesFinancial Affairs Travel Policies
Airline Ticket RequestGuest Travel Template (Click on PDF in alphabetical list of forms.)
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.
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:
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.
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.