Travel by an air carrier for Employees and non-employees (official guests, visitors, students, and independent contractors who travel on behalf of Georgia Tech) must be in the most cost-effective manner and utilize the lowest possible coach fares consistent with scheduling requirements, unless cost exceptions meet the requirements outlined in this Policy. Travel must be booked through Georgia Tech's travel management company. 

Justification and Supporting Documentation
A cost comparison is required for higher-class seating to ensure the most economical airfare is selected at the time of booking, unless the chosen fare meets one of the exceptions outlined in the Business Class Airfare or First-Class Airfare sections below. Justification is required when selecting higher-class airfare such as business class, premium select, business select, first class, and comfort, etc.

Business Class Airfare
Business Class Airfare, regardless of funding source, is only permissible in the following circumstances: 

• For international flights and U.S. routes of 10 hours or more with appropriate travel authority approvals.
• Domestic flights to Alaska and Hawaii.
• There is no other space available on the needed flight (supporting documentation from Georgia Tech's travel management company must be included with the travel reimbursement request).
• A licensed medical practitioner certifies that because of a person's mental or physical condition, specific air travel arrangements are required. It is the responsibility of Georgia Tech officials to obtain necessary medical certifications for any employee that requires special air travel arrangements due to a medical condition. Information should also be obtained specifying the expected length of time such condition would have an impact on travel needs. Supporting documentation must be retained within the department.

These exceptions are required to be approved in advance and must be noted in the Spend Authorization. 

First Class Airfare
First Class travel, regardless of funding source, is only permissible in the following circumstances: 

• There is no other space available on the needed flight (supporting documentation from Georgia Tech's travel management company must be included with the travel reimbursement request).
• A licensed medical practitioner certifies that because of a person's mental or physical condition, specific air travel arrangements are required. It is the responsibility of Georgia Tech officials to obtain necessary medical certifications for any employee that requires special air travel arrangements due to a medical condition. Information should also be obtained specifying the expected length of time such condition would have an impact on travel needs. Supporting documentation must be retained within the department.
• The Commissioner of Public Safety certifies that specific air travel arrangements are necessary for security reasons.
• Occasions may arise when airlines overbook, change, delay or cancel flights, thereby imposing travel inconveniences on their passengers. In these instances, airlines often offer the affected passengers indemnification for these inconveniences. Examples of indemnification that may be offered by an airline include vouchers for meals or lodging, upgrades to non-coach travel to include First Class, and credits toward future flight costs. State employees are authorized to accept such indemnification if the travel inconvenience was imposed by the airline and there is no additional cost to the state.

These exceptions are required to be approved in advance and must be noted in the Spend Authorization. 

Airline Frequent Flyer Programs
Travelers may retain loyalty and frequent flyer program benefits. However, participation in these programs must not influence flight selection, which would result in incremental cost to Georgia Tech beyond the lowest available airfare, as defined in the policy.  Georgia Tech does not reimburse for the value of any rewards or benefits used by Travelers from loyalty programs.

Payment of Airfare
Travel expenses are reimbursed upon completion of the trip and submission of an approved expense report. Airfare can be direct billed to Georgia Tech through Georgia Tech’s travel management company. In either case, an itinerary showing the dates of travel, seat assignment, method of payment, including purchase price and receipt must be presented when submitting an expense report.  Airfare reimbursements involving study abroad, student group travel and extended research/employment assignments may be reimbursed prior to the trip under certain circumstances.

Advance Booking 
Once travel dates have been confirmed, all flights should be booked at least 14 days, but no more than 30 days in advance, when practical. Flights booked within 30 days of travel help manage cash flow and reduce the risk of potential change fees and administrative costs related to any subsequent change in travel plans. 

Flights booked with less than 14 days advanced purchase are more expensive and require that a written explanation for the booking delay be provided to the approver.

Access and Direct Billing of Airfare for All Travelers
Georgia Tech has Direct Billing payment arrangements with Georgia Tech's travel management company. 

Employees must request access to Georgia Tech's travel management company platform Concur, by submitting the Concur Travel Access & Recurring Direct Bill Form. Note individuals can request access to Concur without Direct Bill via this form. 

Units can request access for multiple employees through the Batch Concur Travel Access & Recurring Direct Bill Form.

Access to Direct Bill can be requested via the Concur Travel Access & Recurring Direct Bill Form, and the completed form should be submitted via ServiceNow-Expenses. 

Non-employees (students, visitors, etc) do not have access to Concur directly. The unit coordinating the travel arrangements is responsible for booking travel on their behalf. The Single Trip Direct Bill Airfare Form is required for non-employee travelers and should be completed by the unit. 

Contact information for Georgia Tech's travel management company can be found at Travel Resources. 

Refunds
Travelers must not accept refunds for airline tickets unless they have personally paid for the tickets. Refunds for tickets issued by Georgia Tech’s travel management company and charged to Georgia Tech must be refunded directly to Georgia Tech. A credit will be applied to the original department’s account used to purchase the ticket. Travelers that receive payment or reimbursement for air fare from a third-party, sponsor, or conference, must not seek reimbursement for airfare from Georgia Tech.  If the Traveler is reimbursed for an airline ticket after the Traveler has been reimbursed by Georgia Tech, the Traveler must write a personal check (made payable to Georgia Tech) in the amount of the ticket reimbursement and send it along with a copy of the expense report summary sheet to Accounts Payable, Mail Code 0253. Accounts Payable will deposit the funds back into the appropriate department account.  

Private Aircraft
The use of aircraft owned, rented, or operated by a traveler on Georgia Tech business is strongly discouraged. If it is determined that the use of this type of aircraft is advantageous to Georgia Tech, an explanation must be noted in the comments section of the expense report. The use of private aircraft is subject to prior approval by the Dean, Director, or Department Head and must be specifically noted on the spend authorization. In the comments section of the Employee Travel Expense Report the employee should add the following comment “traveled by private aircraft” and provide the registration number of the aircraft and mileage as calculated from U.S. Department of Transportation website.

Transportation expenses for the use of private aircraft will be at the mileage reimbursement rate determined by the U. S General Services Administration (GSA). Mileage rates are only changed upon notification from the State Accounting Office. New rates are not applied based solely on GSA updates. 

Lodging and meal expenses en route will not be reimbursed if the expenses are a direct result of the decision to take a personal aircraft, rather than commercial aircraft. 

If a Traveler opts to use a personal aircraft when use of commercial aircraft would be the most economical and cost effective for Georgia Tech, the Traveler will be reimbursed up to the value of the commercial airfare (lowest coach fare) as quoted by Georgia Tech’s travel management company. 

Transaction Fees / Service Fees
The transaction or service fees associated with booking airfare are authorized items for reimbursement.  Additionally, baggage fees, change fees, etc. associated with official business are reimbursable.  

Fly America Act
All federally funded travel must comply with the U.S. “Fly America Act” (49 U.S.C. 40118). The Fly America Act mandates the use of U.S. flag carriers for federally funded international travel to / from the United States. This includes United States federal employees, their dependents, consultant, contractors, and others.