Policy on Air Travel

Find out about policy related to air travel and the special circumstances that may make a UC San Diego business traveler eligible for reimbursement for fares booked outside of policy.

Background: Concur is the official booking source for all UC San Diego employee and guest business travel.  Airfare not booked in Concur is subject to additional audit scrutiny and may cause delays in reimbursement.   

NOTE: It is the department’s responsibility to inform travelers of policy requirements before they book.

Employees should use coach or economy class for UC San Diego business travel, regardless of the purpose of the travel or the fund source. Fees for early bird check in, priority boarding, or seat selection are only reimbursable when a valid business purpose is included for the purchase, the original ticket is booked in Concur, and no change to class of travel. Personal preference is not a valid business justification.  NOTE: Basic Economy fares are highly restrictive and are not recommended for business travel.   

Rail Travel: Business class tickets are standard for rail travel. A business class rail ticket involves a reserved seat and the ability to conduct work while in transit. Business class rail tickets are allowable without special exception.  

Expenses incurred for purchasing air tickets not considered coach or economy class are only reimbursable when:

• A higher cost service is the only service offered between two points
• Coach or economy class is more expensive than first-class, business or other typically higher cost service for the desired route due to scheduling difficulties requiring extra hotel and subsistence expense
• Coach or economy class is more time-consuming than first-class, business or other typically higher cost 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. The need/disability must be certified by a physician and chronic conditions updated annually, except in the case of permanent conditions which require a certification stating such

Consider the fund source. Some fund sources may restrict first class, business, or other higher cost service of travel. In cases where the fund source policy is more restrictive than UC / UC San Diego 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 comments of the Airfare Expense in Concur. NOTE: Appropriate justification must reflect a demonstrated need rather than any reason associated with personal convenience.

Other circumstances: Please be aware that TSA Precheck and/or Clear Membership are not reimbursable expenses. Additionally, if the reason for the upgraded class is not listed above, you must request written advance approval from the Director of UC San Diego Travel by creating a case via the UC San Diego Services and Support portal (login required). If you receive authorization indicate this in the comments of the Airfare Expense in Concur.

If using an Airfare Credit for business travel, the original receipt/airfare itinerary will need to be attached to the expense report to show that the traveler incurred that expense. 

Requirements for Business Travel with Personal Time

Per UC Travel Policy G-28, comparable airfare is required when personal time is used while on business travel status. The traveler is eligible to receive reimbursement for whichever amount is lower. 

• Best Practice: Obtain Comparable Airfare at Time of Booking
  • To ensure accurate reimbursement and avoid delays, travelers should obtain and retain a comparable airfare quote at the time of booking. Recommended approach:
    • Use Concur Travel (Balboa) to identify and document a business-only itinerary (i.e., without personal travel dates)
    • Save documentation showing what the airfare would have been for business-only travel on the same booking date and attach to your Concur travel expense report 

• If Comparable Airfare Was Not Obtained in Advance:
  • If a comparable airfare quote was not captured at the time of booking, it must be obtained after the trip using Concur Travel (Balboa):
    • Search for similar flights based on the same routing and duration
    • Use a future travel date that reflects the original booking window avoiding holidays and peak times
  • Example 1: If travel occurred in April but was booked in January, search for flights approximately three months in advance from the current date
  • Example 2: If the business portion of the trip is Wednesday through Friday, the comparable must reflect those same days of the week to accurately document the business-only cost

• Here are some examples of when comparable airfare would be required
  • Example 1: Traveler is going to a conference from 1/11 and returning on 1/14, but would like to stay until 1/17 as personal travel. When booking the airfare from 1/11-1/17, a comparable quote must be obtained for 1/11-1/14 (as if the traveler did not take personal travel). The lesser amount between the actual expenses and the comparable is reimbursable.
  • Example 2: Traveler travels from San Diego on 1/11 to Dallas for a conference. After the conference, the traveler flies to Denver on 1/14 for personal travel. They then fly from Denver to San Diego on 1/17. When booking the airfare, a comparable quote must be obtained for a flight from San Diego - Dallas on 1/11 and Dallas - San Diego on 1/14 (as if the traveler did not take personal travel). The lesser amount between the actual expenses and the comparable is reimbursable.