Business, Economy Plus, and First-Class Airfare Exceptions

Find out about the special circumstances that may make a UCSD business traveler eligible for reimbursement of business, economy plus, or first-class airfare.

Background: Employees should use coach or economy class for UCSD business travel, regardless of the purpose of the travel or the fund source.

Expenses incurred for purchasing business, economy plus, or first-class tickets are only reimbursable when:

• Business, economy plus, or first-class service is the only service offered between two points
• Coach or economy class is more expensive than business, economy plus, or first-class service for the desired route due to scheduling difficulties requiring extra hotel and subsistence expense
• Coach or economy class is more time-consuming than business, economy plus, or first-class service for the desired route due to circuitous routing or long layovers when making connections
• The itinerary involves overnight travel without an opportunity for normal rest before the commencement of working hours
• A medical need or disability requires accommodation (must be certified by a physician)

Consider the fund source. Some fund sources may restrict business, economy plus, and first-class travel. In cases where the fund source policy is more restrictive than University policy, the more restrictive policy applies.

Reimbursement for business, economy plus, or first-class travel: When requesting reimbursement for business, economy plus, or first-class travel, include a description of the appropriate circumstance:

• In the Notes field of the Air tab in MyTravel
• OR
• In the Remarks section of the Travel Expense Form (TEF)

Other circumstances: If the reason for the upgraded class is not listed above, you must request written advance approval from the Director of UCSD Travel by emailing the Director via the Travel Team. If you receive authorization:

• Indicate this in the Notes field of the Air tab in MyTravel. The department approver should use Send for Review in MyApprovals to establish an audit trail for the policy exception.
• OR
• Attach a copy of the approval to the TEF that you submit to UCSD Travel.

Note: This page has a friendly link that's easy to remember: http://blink.ucsd.edu/go/fcairfare

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.

Travel

Air Travel

• Best Practices
• Purchasing Airfare
• Fly America Act
• Business, Economy Plus, and First-Class Airfare
• Cancel Travel