Chapter 2. Accounting Services
Section 2.7. Accounts Payable

2.7.6.9. Travel by Commercial Airlines

Travel by commercial airlines should be on the most reasonably priced flights available between points of departure and destination.

While not mandatory, employees are encouraged to purchase airline tickets for University business from Peninsula Travel and Goodman Travel and charge the ticket directly to Michigan Tech rather than using a personal credit card or the American Express Corporate Card.

To purchase airline tickets through one of the local travel agencies, do the following:

1. Make the airline arrangements with Peninsula Travel or Goodman Travel and indicate the ticket is to be charged to the University.



2. Submit a completed Request for Advance of Funds form to Accounting Services. A Request for Advance of Funds form is available from Accounting Services by calling 7-2373 or by visiting the Web site <http:// www.admin.mtu.edu/acct/dept/travel/>. Refer to section 2.7.6.1. Travel Advances how to complete a Request for Advance of Funds form.



3. Receive the ticket from Accounting via campus mail. Tickets which are needed immediately can be picked up in Accounting Services or at the travel agency.



NOTE: The cost of the airline ticket is not included on the Travel Expense Voucher since it will be directly charged to an index by Accounting. Unused and partially used airline tickets, which were charged to or paid by the University, must be returned to Accounting Services - Travel so that the University can obtain a refund.

NOTE: Prepayment of airline tickets on behalf of non-University individuals will only be made upon the written preapproval of the appropriate vice president/provost (refer to section 2.6.7.1. Travel Advances).

Employees may use personal funds to purchase airline tickets from sources other than local travel agencies such as the Web, directly from the airlines, or travel agencies in other areas. Reimbursement will be made by doing the following:

1. Submit a completed Request for Advance of Funds form to Accounting Services. A Request for Advance of Funds form is available from Accounting Services. Refer to section 2.7.6.1. Travel Advances how to complete a Request for Advance of Funds form.



2. Attach an original receipt from the Web, travel agency, or airline, indicating the cost of the airline ticket and how it was paid (such as Visa, MasterCard, Discover Card).



3. Upon completion of travel, include the cost of the airline ticket and the cash advance on the travel expense voucher.

Generally, if the ticket is purchased within a month of departure, reimbursement should be claimed when the travel expense voucher is processed upon return of the trip. An original receipt is required as supporting documentation.

In a non-refundable ticket is not used for the intended trip, any credit voucher received may be used for a future business trip within the restrictions of the voucher, generally 12 months from the date of issuance of the original ticket. The employee should be aware of all restrictions on such credit vouchers. If the voucher is not used, it is the responsibility of the employee or the department to repay the cash advance.