Traveling by air is limited to the lowest price tourist class whenever the single leg of the air travel is less than 6 (six) hours. The University will reimburse business class fares whenever a single leg of air travel is greater than 6 (six) hours. Cost reimbursement rules do not allow business class fares to be charged to grants and contracts. Additionally, cost centers supported by student tuition or Commonwealth appropriations (University non-auxiliary 10 funds) cannot reimburse business class fares. Therefore, the price difference between coach and business class fares must be charged to cost centers other than grants, contracts and University non-auxiliary 10 cost centers.
Completing a Reimbursement or Authorization Form
When completing a travel reimbursement or travel authorization form that includes business class travel to grants, contracts or non-auxiliary 10 cost centers, please be sure to itemize and code the coach portion of the ticket (which should be supported by a price quote) and the excess of the business class fare to the appropriate cost centers. The original airline ticket or itinerary showing evidence of payment will be accepted as proof of payment.
U.S. Domestic Airline Fee Chart
Airline fees have now become common place when booking a flight. Thus, it is important that
everyone take into account the airline fees while shopping for airfare. Below is a comparison list of
U.S. domestic airline fees. Please be advised that the fees are changing rapidly. This chart is to be used as a helpful guideline of what to expect, but is subject to change.
Download the Airline Fee Chart
The airline industry has announced a series of new non-refundable travel policies as of June 17, 2008. In an attempt to keep our travelers informed of new and changing policy information, a comparison list with data compiled from each airline has been provided. Please review this chart for your personal edification. Be advised that this is only a guide.
In traveling by rail, use coach class, unless overnight travel is involved. Only the original rail ticket serves as receipt. Train tickets may be purchased directly at Amtrak.
Taxi or limousine travel, where appropriate, will be reimbursed if properly substantiated by original receipt. Airport limousines or buses should be used wherever possible
Temple University has four excellent and highly experienced travel agencies to be used for business travel:
- STA Travel
- DMS Travel Group at Journeycorp Travel
- Marathon Travel
- World Travel
These four agencies offer the following:
- reduced fees
- guaranteed lowest fare in their computer
- free access to their proprietary Internet reservation systems
- supporting services commensurate with the needs of a decentralized, non-mandated environment
Booking through a non-Temple agency, Travelocity, Orbitz, Expedia, or other Internet sites will continue to be permitted, but only per terms of this policy, which requires fare quote statements as proof of price difference.
Reasons why the University does not rely exclusively on the Internet for total travel management
Assistance with refunds and exchanges
Internet bookings are non-refundable and non-exchangeable, often from the minute they are booked and paid. Our travel agencies are able to track problems should there occur an error or change of circumstance.
Flexibility of payment On the Internet
you can only use a personal credit card or a corporate card. Our travel agencies will accept a credit card or a Temple University Travel Authorization form.
The airline Reporting Corporation has implemented the Business Process Improvement plan, which will limit the timeframe in which transactions may be modified or voided. Airline customers will have 24 hours after purchasing a ticket to decide if in fact she/he wants the ticket. The ticket may be voided up to 24 hours after the reservation has been made, however, after that time the ticket may no longer be voided. Bookings made through the Internet will not provide assistance; our agencies will provide this service.
Hotel overbooking protection
Hotel overbooking occurs when more reservations are accepted than there are rooms. In such a circumstance, bookings made through the Internet will not provide assistance; our agencies will provide this service.
International consolidator fares
Consolidators are high volume producers that discount mostly international flights. Our authorized travel agencies know which ones are reliable and are committed to using them if it means reduced prices without reduction of service.
Time. How much is it worth?
Finding that random Internet bargain may be satisfying, but how much time did it take to find it? How much is that time worth?
The new airline rule changes regarding nonrefundable tickets are not only dramatic; they are punitive. Though Internet purchases are included in these guidelines, that information is not always communicated by the site. Our agencies will advise you of the new standby, luggage and cancellation provisions, and steer you if necessary to more customer friendly airline and airport alternatives.
Requesting reimbursement for airline tickets not purchased through Temple’s agencies
Travelers requesting reimbursement for airline tickets not purchased through Temple’s agencies because of an emergency, or extraordinary situation must write a memo requesting exemption to addressee below. The memo must explain the nature of the emergency and/or extraordinary situation.
Richard Rumer, Associate Vice President or
Ramona Richardson, Administrative Specialist
Office of Associate Vice President for Business Services
415 Vivacqua Hall
T.U. Zip 062-90
Fax: (215) 204-7193
Guidelines for making travel reservations
Follow these guidelines below when making travel reservations.
- Rail tickets may be purchased through Temple’s agencies or directly from Amtrak, and are exempt from the exception guidelines.
- Agencies are unable to quote fares after a trip has been taken.
- A faxed copy of itinerary and fare quote must be obtained from any one of the four authorized Temple agencies.
- An itinerary and fare quote must be obtained from the non-Temple travel provider or Internet site.
- Because airline fares are subject to change within a twenty-four hour period, fare quotes must be obtained from both travel providers (agency, Internet, etc.) the same day to insure an equitable comparison. In addition to obtaining quotes from both travel agencies on the same day, the same travel itinerary must be submitted to both travel providers. There can be a difference in price quotes if travel itineraries submitted to the two travel providers are not the same. No generic invoices or hand written quotes are acceptable.
- When calculating total price difference, include service fee for each fare quote statement. If there is a savings difference of more than $25 from the non-Temple travel provider, then you may book with that travel provider. If the savings is less than $25, you must purchase the ticket from the Temple agency.
- Travelers will not be reimbursed for flights at higher airfares to accommodate frequent flyer programs.
- Out of town guests who must make their own travel arrangements are exempt from this policy.
Tickets can be purchased with a University American Express Card, personal credit card or Temple University Travel Authorization form. Tickets, which are purchased with a Travel Authorization form, will not be issued until the form is received with the appropriate authorized budget unit head’s signature, the traveler’s signature, and complete departmental budget account to be charged.
Questions regarding Travel Policy
For questions regarding the travel policy, contact the following:
Travel Reimbursement Center
(215) 204-1263 or (215) 204-5279
Office of Associate Vice President for Business
Questions regarding Travel Arrangements
DMS Travel Group at Journeycorp Travel
Tel: (800) 456-8336
Fax: (212) 986-7579
Ask for: Temple University Account
Office Hours: 8:30 am – 5:30 pm
Emergency Airport hotline: (800) 305-4911
Agency service fee: (Travel Authorization form or credit card)
Domestic - $29 per ticket transaction
International - $35 per ticket transaction
Amtrak - $25 per ticket transaction
Tel: (800) 826-2978
Fax: (715) 345-2192
Ask for: Temple University Account
Office Hours: Available 24/7 – (800) 826-2978
Emergency Airport hotline – (800) 826-2978
Domestic – $25 per ticket transaction
International – $35 per ticket transaction
Amtrak – $25 per ticket transaction
Marathon Travel’s Value Added Benefits:
No service fee charged for hotel or car rental reservations
24-hour emergency worldwide travel hotline
24-hour roadside assistance service
Please note that the STA Travel location on Main Campus has closed indefinitely. STA continues to provide full-service attention to its customers through their 1-800 numbers and the STA website: www.statravel.com
Please be sure to contact the proper lines of service if you have any questions or concerns, or if you’d like to book a trip through STA Travel.
For 24/7 service, call 1-800-781-4040 or visit www.statravel.com.
University Travel and Faculty Trips
STA’s corporate travel team is available on 1-800-495-5832 from 6AM to 6PM (PST), Monday through Friday.
Faculty-led Programs/Study Abroad Groups
The STA experienced group travel team is available at 1-800-363-2580.
After Hours & Weekends Reservations: (800) 777-0112
Tel: 800-874-6700, Ext. 6071
Office Hours: 9 am – 5:30 pm
24-hour Emergency: 800-341-2014, Ext. 6071
Agency service fee: (Travel Authorization form or credit card)
Domestic/International - $36 per ticket transaction
Amtrak - $21 per ticket transaction
Amtrak - $26 per ticket transaction (includes delivery)