To provide travel guidelines with regard to the procurement of airline tickets when traveling on behalf of the University.
June, 2020Responsible Office
This policy applies to all faculty, staff, students and postdocs traveling and entertaining on behalf of the University and seeking reimbursement for related expenses from the University regardless of the funding source.
It is the responsibility of Penn travelers to book the lowest and most reasonable airfare through Penn’s preferred carriers (when applicable) consistent with their itinerary, the business purpose of their trip and the requirements of the funding source. Travelers should strive to be as flexible as possible and to make their travel plans as early as possible, thus taking advantage of advance purchase fares.
Full responsibilities of faculty, staff, students and postdocs can be found in Policy #2352.
Approvers perform a critical control function for the University. Collectively, approvers ensure that expense reports processed for payment are complete, appropriately funded, compliant with policy and are associated with activities that have a valid and necessary business purpose. Designated approvers should assist individuals, as necessary, with understanding applicable policies and compliance requirements.
The approver is also responsible to monitor ticket usage to ensure that trips are actually taken and tickets are used.
Full responsibilities of approvers can be found in Policy #2352.
The mode of air travel is expected to be the least costly option consistent with the itinerary and particular University business involved. On federally funded projects, compliance with the Fly America Act (https://www.gsa.gov/policy-regulations/policy/travel-management-policy/fly-america-act) takes precedence over choosing a less expensive foreign carrier.