may make reservations and purchase airline tickets from the source of their
choice and then seek reimbursement for all allowable expenses from the
University. The downside of this is the visitor cannot take advantage of the
State contract airfares. If the department wishes to use the State fares,
the Business Travel Account (BTA) must be used and ticketed through Corporate
Travel. This prepays the airfare and places the charge onto the mandatory
JPMorgan Chase account.
If you are called on to make the reservation, here
are some items you may need to keep in mind.
- Use of the BTA is not mandatory. However, the visitor
cannot take advantage of the State contract rate unless the BTA is used.
- The Prior Approval can be faxed to Corporate Travel
to authorize the BTA charge after the first two signatures are obtained. You
should not have to get all other signatures before sending the PA to Corporate
- All segments of the air itinerary must qualify for
University payment, i.e., no air travel with side trips for personal use or
use paid by other organizations may be charged to the BTA.
- In order for the BTA to be reconciled correctly, the
Prior Approval must go through the Travel Services office.
If the PA has not gone through the Travel Services office, the Travel
Coordinator may call to request a faxed copy of the form.
there are any questions concerning what can and cannot be reimbursed, or what
amounts can be reimbursed, contact accounting (562-6230, ask for travel group).
If you are booking a
car and/or a hotel,
try to book them at the same time to prevent confusion.