Economy/coach class airline tickets should be purchased aboard a regularly scheduled commercial carrier. While some restrictions or penalties may apply, reservations made 14 days or more in advance of the trip secure the lowest fares. For all travel (except for travel on a government grant):

• Carrier selection should be influenced by price (and not by the traveler’s frequent flyer affiliation or other personal considerations)
• Travel on a US air carrier is preferred, but not required

Please visit the Purchase Office web site at: http://tp194.purch.columbia.edu/purchasing/contracts/travelServices.asp for further information on available University-wide Purchasing Agreements (UwPA) for air travel.

Government sponsored grants require the traveler to fly on a US owned airline (Fly America Act).  The US Flag Carrier Policy is available online and departments are asked to comply with it.   Here are three links for further information. 

NEH: http://www.neh.gov/manage/gtcao.html

NSF: http://www.nsf.gov/pubs/policydocs/pappguide/nsf09_1/aag_6.jsp

NIH: http://grants.nih.gov/grants/policy/nihgps_2003/NIHGPS_Part6.htm

For more informaiton, please refer to the US Flag Carrier Policy at http://spa.columbia.edu/policies/us-flag-carrier-policy

Exceptions to this requirement are listed in the policy. Please note the specific rules regarding code sharing in the Flag Carrier Policy, as they are restrictive and must meet specific criteria to qualify. If travel is charged to a governmental grant and a foreign carrier is used, the department or traveler may provide any of the following types of documentation to demonstrate it is allowable:

• documentation of the US Flag Carrier policy exception that was met
• a copy of the section of the grant award/budget that allows foreign air carriers
• written approval from the department’s Research Administration project officer authorizing the expenditure

First or Business Class Travel

The University expects that the majority of air travel will be at the lowest available fare.  In addition, the majority of University research grants only allow for travel in coach or economy class. Travelers may travel in business class as an exception (or first class if business class service is not offered on the flight) only if:

• the flight has a scheduled in air flying time in excess of five hours.
• a documented medical condition requires it.

The traveler must obtain Supplemental Approval for the use of first or business class to obtain approval of the exception request.  First or business class airfare can only be charged to a government grant in cases where the grant explicitly allows such expenses.  In all cases, the amount above economy fare must be segregated to a series 8500 subcode. The cost of the lowest available airfare should be obtained by the traveler at time of purchase.

If a traveler elects to fly in business or first class on a flight of less than five hours duration or if they fail to obtain Supplemental Approval, they will be reimbursed only for an amount equivalent to a coach airfare.  The cost of the lowest available airfare should be obtained by the traveler at time of purchase.

Other Air Travel

Travel by non-commercial means (i.e. corporate jets, helicopter) is not allowed. 

Receipts Required for Air Travel

The original passenger ticket/receipt, boarding pass, e-ticket or website statement or confirmation, or itinerary issued by a travel agent, must include:

• the dates and points of departure and arrival
• the travel “class” (unless there is only one class on the airline, like Jet Blue)
• the total amount of the flight
• proof of payment

A traveler can be reimbursed in advance of a flight for an airline ticket. To seek reimbursement prior to travel, the traveler must purchase the ticket at least 14 days prior to an approved trip and submit proof of payment, a copy of the ticket or itinerary, along with the valid business reason. The “travel end” date on the Travel and Business Expense report should reflect the return date of the trip.