Business and First-Class Airfare Exceptions

Find out about the special circumstances that may make a UCSD business traveler eligible for reimbursement of business 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.

Business or first-class service is allowable only when:

• Business or first-class service is the only service offered between two points
• Coach or economy class is more expensive than business 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 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 first- and business-class travel. In cases where the fund source policy is more restrictive than University policy, the more restrictive policy applies.

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

• In the Notes field of the Air tab in MyTravel
• OR
• In the Remarks section (box16) of the Travel Expense Voucher (TEV)

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 TEV that you submit to UCSD Travel.

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 & First-Class Airfare
• Cancel Travel