Air and Rail Transportation
Before ANY travel purchases are made, a Travel Pre-Approval in Emburse Enterprise should be completely approved IN ADVANCE (BEFORE travel purchases are made).
The Commonwealth allows ONLY COACH travel. NOTE: The ticket class type (e.g. economy, coach) must be shown. If ticket class type is not shown on the receipt, the ticket stub or boarding pass must be submitted to show class type purchased. This information should be attached to the receipt with the SPCC (if the SPCC was used to purchase the ticket) OR submitted with the reimbursement request (if seeking reimbursement). Note: Contact Procurement Services if the MCC travel code restriction needs to be lifted for purchase.
EXCEPTION TO COACH / ECONOMY TICKETS: Generally, airline and rail travel cannot exceed the rates charged for tourist or coach class accommodations. Certain airlines now charge additional fees for baggage and other services formerly included in the airfare cost. When procuring airfare for business travel, travelers should consider total costs in selecting the most appropriate carrier. In addition, federal funds used for airfare must adhere to the Fly America Act. Airlines publish limits for baggage and the fees associated with those limits. Travelers are expected to be aware of these limits. In the event these limits must be exceeded for legitimate business purposes, the cost is reimbursable (for example, when an Admissions counselor travels with materials to distribute at college fairs). A receipt and appropriate explanation must be included with the Expense Report. In addition, recently, airlines have created various levels of coach/economy class service and charge a premium for certain desired seats. Such upgrades in the coach seating area are enhancements to the coach fare and are not reimbursable UNLESS it is clearly documented in writing (screenshots are NOT required) that a specific type of economy or coach class is LESS expensive overall when bag fees, etc. are considered. Every effort should be made to purchase the most cost beneficial economy/coach class type. Additional charges specific to choosing seats will not be reimbursed. First class air or rail travel is prohibited, regardless of cost comparison.
Documents that validate the mode and class of travel are required for all air and rail.
With careful consideration of the reasonableness limitations specified as “Expenses Must be Reasonable and Necessary,” business class air or rail travel may be allowed under the following circumstances with the approval of the president or designee:
Air
- When it does not cost more than the lowest available tourist/coach fare (comparison must be attached to prove), OR
- For travel to western Europe if the business meeting is conducted within three hours of landing (explanation must be attached to the travel voucher), OR
- For transoceanic, intercontinental trips involving flight-time of more than eight consecutive hours (airline documents must show the length of the flight), OR
- If the traveler pays the difference. (NOTE: The traveler would pay for the ticket and seek reimbursement. Documentation proving the price of the economy/coach class is required.)
Rail
- When it does not cost more than the lowest available tourist/coach fare (comparison must be attached to prove), OR
- When reserved coach seats are not offered on the route (documentation must be attached to prove), OR
- If the traveler pays the difference. (NOTE: The traveler would pay for the ticket and seek reimbursement. Documentation proving the price of the economy/coach class is required.)
NOTE ABOUT RAIL: Coach/economy class seating is not available on Acela Express; therefore, Acela Express is NOT allowed.
First Class is prohibited.
IF PURCHASING TICKETS USING THE INTERNET, see Internet Purchases.
The Commonwealth expects employees to be diligent and plan ahead responsibly; therefore, airfare and rail tickets should not need to be changed or canceled. Please contact Accounts Payable if, for any reason, an airfare or rail ticket needs to be changed or canceled.
Certain airlines now charge additional fees (baggage) for services formerly included in the airfare cost. When procuring airfare for business travel, travelers should consider total costs in selecting the most appropriate carrier. Airlines publish limits for baggage and the fees associated with those limits. Travelers are expected to be aware of these limits. In the event these limits must be exceeded FOR LEGITIMATE BUSINESS PURPOSES, the cost is reimbursable provided there is a LEGITIMATE BUSINESS NEED THAT IS EFFECTIVELY DOCUMENTED. Receipts should also accompany the reimbursement.
The following methods of payment may be used to purchase Air and Rail tickets, including AMTRAK, the VRE (Virginia Railway Express), and other metro systems:
- The SPCC, (see”*” below)
- Your Travel Charge Card, or
- Your personal credit card
NOTE: The advantage of using the SPCC is that the money never comes out of your pocket, as long as the purchase is an allowable expense. If you use a method of payment for which you will need to be reimbursed, i.e., your Travel Charge Card or your personal credit card, you will NOT be reimbursed until AFTER the travel has taken place.
*If the SPCC is used, a PDF of the Travel Pre-Approval in Emburse Enterprise that was completed IN ADVANCE along with an original receipt (or a printed copy of the receipt for an electronic purchase) must be included with the paperwork. If the travel does not include an overnight stay or if the day-only travel (total trip expense) is less than $500, Travel Pre-Approval is NOT needed; however, the purpose of the trip must be documented on the receipt(s).
If you use a method of payment for which you will need to be reimbursed, a detailed receipt is required. In addition, the ticket class type (e.g. economy, coach) must be shown in order to get reimbursed. Remember that you will not be reimbursed until AFTER the travel has occurred. (See Reimbursement Process for Travel Expenses.)
Insurance such as trip cancellation, personal health or life insurance will not be reimbursed and should not be paid by the University.
According to CAPP 20335, when an employee is reimbursed by UMW or uses the SPCC for travel expenses, “Travel credits, reduced rates, or free services received from public facilities (i.e., airline, car rental agencies, motels, etc.) by individuals for whatever reason accrue to the Commonwealth. Any such credit, reduced rate, or free service must be reported to the agency fiscal office and must be deducted from the amount of travel expenses claimed.”