Air Travel

University of Illinois System policy states that all travel must be by the most direct route, using the most economical mode of transportation, taking into consideration travel time, expense, length of absence, work requirements, and traveler convenience. Employees must seek the most economical fare when making commercial airline reservations. To obtain the best fares, airline tickets should be purchased as soon as department authorization is received, preferably a minimum of three weeks prior to departure.

Purchase of Airline Tickets with TCard

The preferred method for purchasing airline tickets is with a TCard. TCards can be used to purchase airfare through a Contracted Travel Agency or through any air travel provider that offers the most economical price, including non-contracted travel agencies, online booking tools, or airline direct websites. The traveler is responsible for retaining receipts or itineraries required to process an expense report.

Purchase of Tickets with Personal Funds

While a TCard is the preferred method of purchasing tickets for air transportation, employees may also purchase tickets for approved university travel using their own personal funds. If this method is used, employees are reimbursed for the ticket purchase on an expense report submitted at the completion of the trip. Appropriate receipts and approvals are required. See Section 15 - Travel for more information.

Internal Control of Tickets Purchased with TCard or Other Means

The unit is responsible for ensuring that any airline tickets purchased in advance with system funds, via a TCard or other means, are utilized for appropriate university business travel. The unit is also responsible for documenting such use in their unit's files.

14 Hour Air Travel Rule

The State of Illinois now allows university travelers, with unit approval, to purchase business class airfare when the scheduled flight time, including stopovers and plane changes, exceeds 14 hours.

Other university policies are still applicable. Business class flights that do not meet the 14-hour criteria must have an approved accommodation in place prior to incurring the expense.

Preferred Seating

Since all travel must have unit approval prior to booking, University Payables no longer requires an approved exception for seat selection fees. Preferred seating is now a standard air travel expense.

Private Aircraft

The University of Illinois System does not cover any employee's legal responsibility or their liability when using personal planes, even if such use is for system business. The maximum reimbursement for private plane transportation is limited to the lowest available commercial discounted round-trip air fare, including the cost of transportation to and from the airport.

Effective March 1, 2024

Reimbursement covers operating expenses of a private plane at the rate of $1.50 per air mile.

Cancelled Travel and Unused Airline Tickets

1. Contact the airline carrier or travel agent who booked the ticket prior to departure to cancel your reservation(s).

All airline reservations must be canceled prior to departure, or the entire ticket amount may be forfeited.

Non-refundable main cabin tickets

• Travelers have up to a year from the ticket issuance date to apply the value of the unused ticket to another flight.
• Frequent travelers with airline status may be able to get a refund so be sure to ask.
• If the travel was booked through a travel agent and the unused ticket will not be used by the traveler it was issued to, ask the booking agent if an airline voucher can be issued to the University of Illinois for the unused ticket amount.

Basic Economy tickets

• Due to the following restrictions, a Basic Economy ticket may not be the most cost-effective option.
  • Cannot be changed or cancelled
  • Cannot be transferred to another traveler or airline voucher
  • Checking a bag may not be allowed or allowed at an additional cost
    • Carry-ons may be restricted
  • Advance seat selection may not be allowed or allowed at an additional cost

Refundable tickets

• Refunds are made to the original form of payment used to purchase them.

2. Keep all receipts and documentation

University Payables will process properly documented expenses incurred due to cancelled travel if the cancellation is beyond the control of the traveler.

3. Create an Excel spreadsheet to keep track of all cancelled and unused airline tickets

If a canceled ticket cannot be refunded or vouchered in the name of the university (see above), the airline will carry the credit in the name of the traveler. It’s suggested that units maintain some record (e.g., spreadsheet) of these situations so that the credit can be subsequently used for university business travel.

NOTE: If the airline ticket was purchased in the iTravel Online Booking Tool or through the system's contracted agency and cancelled prior to flight departure, the airline ticket will automatically save to the employee’s iTravel profile. The next time the employee or the employee’s travel arranger makes a reservation in iTravel or with a contracted agent, they will be given the option of applying the unused airline ticket to the new reservation.