Penn State University Libraries - Guideline UL-TRG02 Making Travel Arrangements

TRAVEL

Guideline UL-TRG02 MAKING TRAVEL ARRANGEMENTS

1. For any transportation that is to be reimbursed by the University, employee must use a University authorized travel agent for air, train, bus, and other reservations.  A list of these agents is available at the Penn State Travel Services Web site.  These agents are familiar with University procedures, such as those involving direct billing, and have guaranteed the lowest rate possible.  They will also send employee travel confirmation information which should be kept for reference.
   
   Travel Services On-Line is available to all faculty and staff effective October 21, 2002.  Travelers and travel arrangers can now book air, rail, hotel, and car reservations from the Travel Services Web site 24/7.  See: http://www.travel.psu.edu/.
   
   
2. The Universal Air Travel Plan (offered through travel agencies contracted by the University) MUST be used where available to purchase air and rail transportation.  The Universal Air Travel Plan allows these charges to be directly billed to the University.  The Corporate American Express or Citicorp Diners Club Corporate charge cards, personal check or credit cards must be used to pay for all other expenses.
   
   
3. Travelers at University Park, the Hershey Medical Center, and Penn State Harrisburg must use a contracted agency at their location.  Any employee traveling on federal funding sources (regardless of location) MUST use a contracted agency.  Travelers at other locations have the option of using a contracted agency near their location, or one at University Park. The travel agency must email the itinerary to the traveler.  However, the traveler must forward the approved itinerary to the Business Office for processing as soon as possible.  The itinerary must be received by the Business Office either by email to UL-Business-Office@lists.psu.edu or fax (814) 863-6314.  To guarantee the quoted price, the air/rail ticket must be processed for payment by the Business Office by 3:00 p.m. the following day or the ticket must be reissued.

CONTRACTED AGENCIES

Links to all contracted agencies are maintained by Travel Services (814) 865-0395; fax: (814) 865-8392

4. Travelers who believe they have found a lower fare from another source must print out the flight information (including all costs) from Travel Services as well as from the alternate source (i.e. Expedia).  The flights must be identical.  The traveler may then purchase the ticket with their personal credit card to be reimbursed after the trip.
   
   
5. University car arrangements are made by the Libraries' travel coordinator.  University cars are only for official University business, and cannot be used for personal use such as sightseeing, shopping, family visits, etc.
   
   
6. Although not required, employees should consider using University authorized travel agents for hotel reservations and other travel plans.  These agents are familiar with special discounts that might apply, and will supply employees with a detailed reservation form of all travel arrangements.
   
   
7. Reference University Travel Policy.
   
   
8. Exceptions to policy will require written approval from the Controller's office.
   
   
9. Travelers selecting an Internet fare through Travel Services On-Line must screen print the fares that were returned to verify that they went through Travel Services On-Line to get to the Internet fare.  The print outs must be attached to the Employee Travel Reimbursement Form.
   
   
10. Anyone requesting a 15-passenger van from Fleet Services must successfully complete a Web-based training and testing module on van operation at http://www.alertdriving.com/pennstatephp.
    
    
11. The parking lot at Fleet Services has changed from an open Orange lot to a reserved Red lot.  When you pick up your vehicle from Fleet, they will give you a temporary parking permit for that lot.  They suggest that individuals traveling in the same fleet vehicle carpool to Fleet Services to pick up the vehicle.
    
    
12. Travelers may no longer standby at no charge.  Depending on the airline, there is a charge of no more than $100 for all standby, e.g., a fee will be charged to standby for an earlier flight.
    
    
13. If a nonrefundable ticket must be cancelled or changed (issued by United Airlines, Delta, and Northwest Airlines), the traveler will have a full year from the ticket's original issue date to reschedule without losing the value of the ticket.  If a nonrefundable ticket must be cancelled or changed (issued by US Airways), the rebooking and reissue of the ticket must be completed prior to the original date and time of departure of the original ticket.  If the trip is not rebooked and ticketed prior to that time, the nonrefundable ticket has no value for future travel.
    
    
14. The return portion of a round-trip ticket is automatically cancelled if you do not check in at the beginning of your trip.
    
    
15. A fee will be charged for paper tickets when an electronic ticket is available.
    
    
16. All reissued airline tickets will be assessed an additional service fee between $150 to $250 plus the airline difference.  Reissued airline tickets are defined as current reservations where the traveler requests a change and the ticket must be reissued to accommodate the change.

     

CROSS REFERENCES:

Other Policies/Guidelines in this manual should also be referenced, especially the following:

UL-TR01 – Types of Libraries Travel
UL-TR02 – Commonwealth Campus Libraries Travel

Guideline UL-TRG01 – Requests for Travel
Guideline UL TRG03 – Cash Advances
Guideline UL-TRG04 – Reimbursable Costs
Guideline UL-TRG05 – Employee Travel Reimbursement Form
Guideline UL-TRG06 – Responsibilities of Libraries Travel Coordinator
Guideline UL-TRG07 – Libraries-Supported Staff Travel Funds

Form:  Travel Request Form
Form:  Employee Travel Reimbursement Form (staff only)

Effective Date: December 2003
Date Approved: December 2003 (Dean)

Revision History (and effective dates):

• November 2009 -- Revised; Editorial, airline fees updated
  
• May 2008 -- Revised; Editorial changes: travel agency and approved itinerary
  
• August 2007 -- Revised; Editorial, airline fees updated
  
• May 2007 and December 2003 -- Revised; Clarification regarding Internet fares and booking
• December 2002 -- Revised; Additional information regarding Travel Services On-Line.  Clarification of changes regarding Fleet Services and Airline Industry.  Use of purchasing cards.
• July 29, 1997 -- New guideline
  

Last Review Date:  November 2009