College of Arts and Architecture
Purchase of Airfare

Revised March 28, 2006

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1. The University has four approved options for purchase of airfare:
   
   • Centre for Travel @ 238-4987
   • Omega World Travel @ 238-6000
   • PSU Travel Services @ 865-0395
   • PSU Travel Services On-Line http://guru.psu.edu/travel/


2. If the traveler gets a quote from one of the approved sources and they feel they have found something cheaper from another non-University source, it is the traveler's responsibility to provide documentation of the savings.
   
   Acceptable documentation of savings is either:
   • print-out of the comparable fare from Travel Services On-Line
   • an email from Travel Services confirming that Travel Services cannot match the lower fare. Travel Services sends an email to the traveler with a copy to the Financial Officer authorizing an exception to policy.
   In either of these cases, the traveler must purchase the airfare from the non-University source with their personal credit card and retain the required documentation in order to be reimbursed after completion of the trip.


3. The traveler must submit the printed documentation of savings in order to be reimbursed for the airfare.


4. Proper instructions for approval to use an outside travel agency other than the University approved agents.
   • obtain on-line quote from University Travel Services
   • obtain on-line quote from outside agency
   • present both quotes to the Dean for approval to go with outside agency
   • faculty member purchases tickets with own funds and submits for reimbursement after the travel has been made
   The most important thing is to request approval prior to the trip (and prior to making the purchase). Also, submit printouts of the PSU Travel Services quote with the travel support form.
   
   There is no limitation on the number of times this can be done. As long as the traveler provides the quote from Travel Services, and they can find something cheaper, they are welcome to do so. Traveler must remember that it can be difficult to make changes to a flight if they book with an on-line service. It is easier to make changes if you work with a travel agent.

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