Airline and Internet Direct Reservations

Under the terms of MSU's contracts, an authorized agency must issue a ticket for any airline/rail reservation paid for with University funds. Reservations may be made through Spartan Travel, through SPartan Travel's 24/7 Emergency Reservations Center, or on-line through Spartan Travel's website. While the University encourages faculty and staff to research travel options with Web-based resources, MSU travelers will not be allowed to book air and rail tickets through other Web-based booking products or directly with airlines. Booking through other Web-based products and directly with airlines will not allow the MSU business traveler to direct bill their airfare to the University or take advantage of MSU's negotiated airline discounts. Significant booking of airfare via Web-based products would also not allow MSU to gather airline purchase/volume information necessary to improve negotiated discount contracts.

Lowest Logical Airfare

Air travel must be at the lowest logical (considering cost and time) available airfare, which is defined as travel (a) in coach or economy class, unless the authorized travel agency certifies non-availability, and (b) via the most logical and efficient route taking into consideration the business traveler's objective and airline penalties and restrictions. First or business class domestic travel for medical reasons is allowed on an exception basis when a separate written justification is approved prior to booking by the dean, separately reporting director, or equivalent level or above University official. Business class travel may be allowed with prior approval from Dean or Director for international travel flights exceeding five hours in duration. MSU travelers may travel on weekends, utilizing discount airfares that require Saturday night lodging, if the cost savings for the airfare exceeds the additional lodging and per diem costs.

Direct Billing of Airfares/Rail

Eligible University business travelers are offered the option to have airline and rail ticket purchases directly billed to the University when booked through an authorized travel agency. Business travelers may call to utilize direct billing and book reservations up to 120 days prior to trip departure. Travelers may charge airfare/rail tickets to multiple MSU account numbers if desired. The MSU business traveler must provide the travel agent with a valid account number and travel object code at the time of reservation. Direct billed airfare/rail charges will be expensed the month after booking on the respective departmental fund ledger reports. NOTE: Airfare/rail tickets booked in the current fiscal year for travel taking place in the next fiscal year (after July 1) will not be expensed until July of the next fiscal year (accounting requirement).

To use direct billing, the airfare/rail tickets must be funded completely by MSU account number(s). A MSU business airfare partially paid for from personal or non-MSU funds cannot be direct billed. For example, if a MSU department can fund only $300 towards an airfare costing $400, direct billing cannot be utilized.

Hotel and car rentals should be paid for by the traveler. Reimbursement requests with original receipts should be submitted on the Travel Voucher after the trip.

Preferred Airlines

MSU's business travelers are highly encouraged to use MSU's preferred airline and car vendors as discounts are contingent upon University participation. Use of preferred airline and car vendors is not mandatory. However use of the lowest logical available airfare is policy above. Because contracts with vendors are subject to change, contact Spartan Travel for detailed information. Under MSU's contracts, discounts on air travel may only be used on travel arranged by an authorized travel agency.

Airline Discounts/Contracts

The University has leveraged its total travel volume to secure significant negotiated discounts with two major U.S. airline carriers. The following airline discounts apply to all University business and affiliated business travel (not leisure) when booked through Spartan Travel:

• An up-front percentage discount off all published domestic and international Northwest Airlines fares, including Northwest's commuter service.
• An up-front percentage discount off all published domestic and international United Airlines fares, including United Express.

Group Meeting Air Rates

If you are planning a conference or meeting, Spartan Travel can assist with specialized air group negotiations. If you are attending a conference, refer to Section 16 for reservation options.

Travel Policy Airline Exceptions

Airline tickets for MSU business travel must be issued by an authorized travel agency except in the following situations:

• En route itinerary changes may be made at an airline ticket counter if it is not practical to make the changes via Spartan Travel's emergency service due to severe time constraints, or if it is required that a penalty payment be made directly to the airline. The expense report item should be noted en route change;
• It is discovered immediately prior to scheduled departure that the original ticket has been lost and a processing fee is required by the airline for subsequent processing of a Lost Ticket Application form.
• when laws prohibit an international passenger inbound to the US from purchasing air travel outside the country of origin;
• when an inbound international traveler can obtain in the country of origin a discounted international inbound ticket that cannot be secured through one of the CTAs.
• when a lower outbound international fare is available through a consolidator (which provides insurance protection) that cannot be secured through one of Spartan Travel's consolidators. A comparable same-day printed quote from Spartan Travel must be attached to the reimbursement form; (Visit www.ctlr.msu.edu for future information on consolidators);
• when a negotiated conference airfare rate can only be obtained through the conference organizer. A copy of the conference material indicating this requirement must be submitted with the reimbursement form (Section 16); and
• when a University-business trip is paid in more than 50% part by another organization whose travel policy is more restrictive than MSU's.