TRAVEL

Air/Rail/Taxi/Limo Reimbursement

1. Airlines:
   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.
   
   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.
   
2. Rail:
   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.
   
3. Taxicabs/Limousine:
   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 and World Travel.

             These four agencies offer the following: (a) reduced fees, (b) guaranteed lowest fare in their computer, (c) free access to their proprietary Internet reservation systems, and (d) 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.

             Listed below are some of the 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.

Ticket voids: 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?

Nonrefundable tickets:  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.

            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
            Veronica Gardon, Administrative Specialist
            Office of Associate Vice President for Business Services
            415 Vivacqua Hall
            T.U. Zip 062-90
            Fax: (215) 204-7193

            Follow these guidelines below when making travel reservations.

1.       Rail tickets may be purchased through Temple’s agencies or directly from Amtrak, and are exempt from the exception guidelines.