Commercial Air Travel

Open

Carriers & Fares

• University travelers must use common carriers for approved business travel. 

• Travelers must book standard economy fares at the lowest available rate.

• First or business class fares are reimbursable only with prior approval for:

  • ADA accommodations

  • Documented medical necessity

Booking Guidelines

• Advance Purchase: To obtain the best fares, airline tickets should be purchased as soon as authorization is received, preferably a minimum of 14 days prior to departure for domestic travel and a minimum of 30 days prior to departure for international travel.

• Primary Booking Method: Airfare purchased with a Travel & Hospitality (T&H) Card must be booked through the University’s travel partner (Collegiate Travel Planners) to reduce traveler liability and ensure canceled trip credit is retained by UNI.

• Alternative Booking Method: Travelers may use a personal credit card to purchase airfare. The traveler assumes responsibility for all fees, penalties, and non-refundable costs. Reimbursement will occur after travel concludes.

• Avoid booking through third-party booking sites (e.g. Expedia, Priceline, Travelocity, etc.)

Baggage 

• Limited to one checked bag per traveler.

• Additional baggage allowed for international travel or when equipment is required for university business.

• Receipt required for baggage fees of $75.00 or more.

Required Documentation

A full itinerary must include:

• Traveler name

• Travel dates

• Departure and arrival airports

• Ticket number

• Payment confirmation

Non-Reimbursable Expenses

• TSA Pre-Check

• Seat selection fees

• Priority boarding

• Ticket/trip insurance

• Frequent flyer mile redemptions

Combined Business & Personal Travel

• When combining business and personal travel, reimbursement is limited to the cost of business-only travel.

• Flight comparisons must be obtained prior to booking to support reimbursement.

Designated Airports

• UNI-designated airports include:

  • Waterloo Regional Airport (ALO) - preferred

  • Eastern Iowa Airport - Cedar Rapids (CID)

  • Des Moines International Airport (DSM)

• Choosing a non-designated airport for the cost of obtaining a lower ticket requires a price comparison showing the overall price to fly out of another airport was lower.

  • This price comparison must include mileage, parking, meals, lodging, (any cost the individual will be reimbursed for), along with the airfare ticket.

Federal Regulations for International Flights

• Travel funded by federal grants must comply with the Fly America Act, requiring the use of U.S. flag carriers for international travel.

Travel Lodging and Discount Programs

University employees may participate in certain travel and lodging discounts extended to the university, but to do so means that the traveler is subject to the understanding that any rebates and/or other concessions are the property of the University.