Reminder: To be reimbursed, all travelers must retain and submit original receipts that support proof of payment. The transportation expenses that qualify for reimbursement by UConn Health are:
Employees should purchase the lowest reasonable commercial fare available. The definition of the “lowest reasonable commercial fare” is the least costly, coach-class fare that uses a regularly scheduled commercial carrier. In selecting a commercial fare, travelers should not consider their preferences for airline, type of aircraft or connecting airports but instead should choose the lowest reasonable commercial fare. Likewise, travelers may not insist on non-stop flights; a trip may require one plane transfer both departing and returning. An employee’s flight should depart from the airport nearest to the employee’s official duty station or home, but an employee may use a different airport if that airport is documented to be more cost effective for the University once additional expenses for parking, mileage, and resulting overnight stays are included. Cost comparisons must be documented by the traveler when requesting travel authorization.
Travelers should purchase non-refundable tickets, unless a refundable ticket is documented to be cheaper. The employee should take advantage of round trip fares.
All air travel will be reimbursed at no more than the published coach rates for domestic flights. Business class will be reimbursed for international flights with a flight segment exceeding 8 hours. First class air travel rates will not be paid. Use of private or individual-charter aircraft will not be authorized unless documented to be a cost savings.
Claims for trips involving air travel not booked through UConn Health’s preferred travel agency must include the original air ticket receipt and an airline boarding pass. In the absence of a boarding pass, in addition to the air ticket receipt, further documentation is required that the travel took place such as a hotel receipt, restaurant receipt or an original receipt indicating that the destination was reached.
Special air travel arrangements, which would result in net savings to UConn Health, including the cost of extra day lodging, meals or other additional cost, are permissible. It is the responsibility of the requesting employee to demonstrate to the supervisor approving the travel that the proposed arrangements are the most economical for UConn Health. Such documentation should be included with the travel reimbursement request.
Cancelled non-refundable tickets or tickets ordered without an approved TA will be charged to the departmental operating account. Changes during the actual travel period due to weather or changes in schedule can be made on tickets already issued by calling the travel agency from which the tickets were obtained.