Faculty and Staff

Purchasing Airfare: Best Practices

Last updated October 29, 2009 2:27:30 PM PDT
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Review best practices for booking airfare for UCSD business travel.

As departments tighten their travel budgets in these economically tough times, use these best practices to find the cheapest fare and the most reliable travel to save your department money and time when purchasing airfare.

Research prices with:

  • Connexxus — UC's travel booking program, offers a comprehensive airfare inventory with competitive UC-negotiated prices and built-in compliance with UC travel policies.
    • See Discounted Rates Through Connexxus for a list of specific discounts and average savings.
    • Use the "Book Online" options in Connexxus to save costs on simple trips. (Agent assistance is recommended for complex itineraries.)
    • Review Connexxus Refundable Fares (PDF) for additional airfare savings. (Note: These prices are only available when booking with BCD/ Balboa online, or by calling a Balboa or UC Travel Center agent.)
  • Internet travel agencies — Travelocity or Expedia can save money, but be aware of restrictions such as no:
    • Refunds
    • Upgrades
    • Advance seating
    • Frequent flyer miles
    • Changes to ticketing
    • Assistance when problems surface
    • Time savings when surfing for fares
    • Tickets accepted by other airlines when weather problems arise

Make these cost-saving choices when booking:

  • Book midweek travel.
  • Use alternate airports.
  • Request ticketless travel.
  • Use the same carrier when possible.
  • Book connecting rather than non-stop flights.
  • Purchase in advance to receive the lowest fares.
  • Consider a broad window of departure and arrival times.

Stick to your plans:

  • Don't change original ticket or itinerary to avoid extra costs
    • Airline change fees are typically $35–$150 per ticket, in addition to any increase in the new fare.
    • For non-refundable tickets, most airlines apply a substantial change fee and require changes be made within a certain time limit, or the ticket loses all value.

Before purchasing airfare:

  1. Preauthorize travel to obtain a UCSD travel event number.
  2. Then follow instructions for purchasing airfare for business travel.
Questions? Contact UCSD Travel or an individual Travel Team member.

Notice: UCSD travel policy, as published in Blink, is decisive. It has been adapted to UCSD's organization, delegation of authority, terminology, chart of accounts, and processing applications. The source for UCSD travel policy is UC Travel Policy and Regulations.

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