Air Travel and Airfare Equivalency

Air Travel

• Class of Service: Airfare should be booked in coach/economy fare classes. First-class travel is generally not an allowable expense.
• Upgrades and Ancillary Fees: Enhanced coach seating or other optional fees require prior approval from the traveler's department. Verbal approval must be documented by the travel agent.
• Booking Guidelines: Travelers are expected to book the most economical fares using standard routes. Cost-saving options such as advance purchase, Saturday night stays, promotional or non-direct flights, and flexible departure/arrival times should be considered when they do not hinder the purpose of the trip.
• Frequent Flyer Programs: Airline selection must not be influenced by frequent flyer affiliations. If a traveler selects a higher-cost fare for personal rewards, they are responsible for any cost exceeding $50. Miles earned on university-funded travel belong to the traveler but may not be redeemed for cash or reimbursed by the university.
• Booking Requirements: Please be prepared to provide the following details to your travel agent or when booking through Simply Travel.
  
  • Full name (as shown on your current government-issued ID)
    Note: Passport must be valid for at least six months beyond your return date.
  • Date of birth
  • Gender
  • Net ID
  • Approved Spend Authorization number for business travel
• Alternative Booking Option: If a travel agent determines a travel supplier offers a better option than university-contracted fares, they may authorize the traveler to make the purchase via an email authorization. Both the receipt and email authorization must be included in the expense report.
• Unused Tickets: Unused tickets and residual funds remain university property and must be applied to future business travel. They may not be used for personal travel unless reimbursed in full by the traveler.
• Travel Insurance: Travelers using the university’s central billing or corporate card receive $500,000 in travel accident insurance through JPMorgan. All university business travelers are also covered under the university’s blanket travel insurance. For questions, contact University Risk Management at 801-422-4468.
• International Travel: Travel to countries with a status level of 2–4 on the Travel Restrictions List requires approval from the International VP Office which will occur as part of the Spend Authorization when the primary destination for airfare lists the country.
• Visa Requirements: Check the U.S. State Department website for visa requirements for your destination.

Airfare Equivalency

• Driving Instead of Flying: Travelers who choose to drive must complete the Airfare Equivalency Worksheet for Travelers Electing to Drive before travel and attach the completed form to their expense report. Per diem and lodging for transit days must not exceed what would have been incurred by flying.
• Rail or Bus Travel: Similar documentation is required to show that total costs do not exceed equivalent airfare.

Updated: May 27, 2026