Air Travel Policy for Reimbursement
1. Air Travel
If a faculty or staff member elects to travel by commercial airline, reimbursement will be no greater than the most economical unrestricted coach fare available from a major carrier. When the schedule permits, the traveler should explore the availability of discount air fares, measuring potential savings against the cost of additional meals and lodging and the risk of possible forfeiture in the event the trip is unexpectedly cancelled or delayed.
TCU will not reimburse for meal expenses incurred by the traveler between the traveler’s home and airports in the DFW metroplex or for meals at DFW metroplex airports before flights or on flights originating from DFW metroplex airports. Exceptions may be considered in cases of lengthy flight delays.
Trip insurance and seat upgrades will not be reimbursed. If it is necessary to pay extra for preferred seat options because no other assigned seats are available at the time of booking, TCU will reimburse reasonable costs if documentation is submitted regarding the reason for incurring the additional seat costs. The University also does not reimburse for the use of personal airline miles for business travel.
It is often to TCU’s advantage for employees to purchase airline tickets or conference packages months in advance. In fact, it is often much more cost effective for employees to book flights directly via the Internet rather than through a travel agent. In those cases, employees can be reimbursed for such travel expenses before the travel actually occurs. After incurring such expenses, the employee can request approval for a travel advance in accordance with the procedures outlined in the Expense Advance section. The employee will then receive an advance to cover the cost of the travel expenses that have already been incurred, even if the actual travel will not occur within the next 30 days. The advance will be charged to the individual’s employee account receivable (EAR) until the travel occurs. After the travel occurs, the employee must submit the expense documentation with the completed travel reimbursement form.
2. Airport Parking
Airport parking will be reimbursed. The traveler should exercise judgment by weighing cost against other factors when considering the duration, type and location of alternate types of parking. Mileage reimbursement for use of a personal vehicle for transportation will be allowed from/to the individual’s home to/from the airport for travel on unscheduled workdays (such as weekends). For travel during scheduled workdays, mileage reimbursement will be allowed from/to the individual’s TCU worksite to/from the airport. The mileage reimbursement cannot exceed the actual number of miles driven to/from the airport, for example, if the individual’s home is closer to the airport than the individual’s TCU worksite. If the traveler chooses to have someone drive them to/from the airport rather than parking at the airport, round trip mileage to/from the airport will be reimbursed when that mileage is submitted without any parking charges. However, the additional mileage reimbursement cannot exceed the cost that would have been incurred for airport parking for the trip.
3. Excess Baggage
Charges for excess baggage will be reimbursed only for transporting University materials or when there is extended travel on University business.
4. Foreign Travel
Receipts for foreign travel must be converted into U.S. dollars. The applicable conversion rate and amount should be documented on the receipt or on the reimbursement form using the foreign currency calculator tool provided with the online form at www.xe.com