COMMERCIAL AIR TRAVEL
Assuming reasonable accommodations for personal convenience and safety, USNH travelers must book the lowest-priced fare available for both domestic and foreign travel, regardless of funding source. Cost in excess of the lowest-priced fare will not be paid by USNH. Typically, lowest-price fare is coach or a lower classification. If a traveler chooses an upgrade over the lowest-priced fare, it is the responsibility of that individual to pay the difference between the lowest-priced fare available and the upgrade amount.
- Lower airfare is often possible if the traveler either departs a day early, stays an extra day, or stays over Saturday night. USNH will reimburse the additional lodging, meals, and other costs related to the overnight stay providing these costs do not exceed the amount saved on airfare. The cost savings must be documented.
- When possible, reservations should be made as far in advance as needed to take advantage of advance purchase discounts. This is often one month in advance.
- USNH will not reimburse for the value of frequent flyer miles used for USNH travel.
- If the traveler uses an indirect route or interrupts travel via direct route for personal convenience or vacation, any additional expenses above the lowest-priced fare available for a direct route will be borne by the traveler. The traveler should include a statement that indicates the cost of the business portion of the trip.
- If travel is charged to a federally funded project, all flights must be in accordance with the Fly America Act (see Section C below).
- If first-class or business-class travel is used for all or part of a trip because this results in lower travel costs for the entire trip, the cost savings must be documented.
- Airline tickets are often non-refundable. The traveler is responsible for analyzing the cost and risks associated with this type of ticket. The traveler should weigh the risk of not using the ticket against the benefit of the reduced cost of the ticket.
- If a trip is cancelled for reasons beyond the control of the traveler (e.g., conference cancelled, etc.), USNH will pay for costs expended to date.
- USNH will reimburse travelers for common customary fees charged by the airline, such as booking the flight or checking baggage It is important that these additional fees be considered when determining the lowest cost for the flight.
- USNH will not reimburse travelers for any cost associated with food or meal cost during a flight as these amounts are part of the employee meal and incidental per diem allowances.
- Exceptions to policy must be approved by the campus Chief Financial Officer (CFO).
PRIVATE AND RENTAL PLANE
USNH travel by employees, as pilots or passengers, via their personal aircraft or a rented/leased aircraft is prohibited because USNH is not adequately insured for these risks. These travel costs will not be reimbursed.
SPONSORED PROJECTS FOREIGN TRAVEL
Sponsor regulations regarding foreign travel vary. For this reason, the UNH Office of Sponsored Research (OSR) requires that all sponsored UNH foreign travel be preapproved by the appropriate OSR Grant and Contract Administrator. Requests for preapproval should include the traveler's name, destination, cost, U. S. flag carrier name (airline), source of funds, purpose of the travel, and ticket classification (e.g., coach, business, first class, etc.). This information should be included when the traveler is E-mailing for preapproval. It is important to note that most sponsors do not allow travel on a non-U.S. flag carrier, regardless of cost savings. Project directors should be aware of their sponsor's regulations regarding foreign travel. Awareness of the regulations up front could avert a possible foreign cost disallowance later. KSC and PSU foreign travelers on sponsored projects funds should contact their campus Business Office for the required preapprovals. See OMB Circular A-21, Cost Principles for Educational Institutions, for rules pertaining to costs allocable to federally sponsored agreements.
AIRPORT BUSES, PARKING, SHUTTLES, AND TAXIS
Travelers should use the most cost-efficient means of travel to and from airports, with due consideration for reasonable personal convenience and safety as well as USNH business concerns. Public transportation and carpooling are encouraged. If using Logan airport, travelers should use bus transportation when available.
Travelers may use the "Park and Fly" parking lots at or near airports after consideration of the cost and convenience of alternative transportation. Cost savings of "Park and Fly" over alternative transportation should be documented for travel exceeding 10 days.
Travelers departing from Manchester-Boston Regional Airport are required to use the most reasonable parking available while on USNH business.
Travelers should use complimentary shuttle service to and from the airport if provided by hotels or conferences. Lacking such service, travelers should use regularly-scheduled shuttles, buses or taxis between airports and hotels. Auto rentals should be considered only in the absence of less expensive modes of transportation providing reasonable convenience. Documentation of reasons why lowest-cost mode of transportation was not used is required when requesting payment for more expensive method with recognition given to the value of an employee's time.
Tips up to approximately 15% of fare may be paid to taxi drivers.
USE OF USNH PURCHASE CARD
Travelers not using a USNH Purchasing Card are required to pay for plane and train tickets personally. They will be reimbursed after the trip for the actual cost of the tickets or the lowest rate available (as detailed in Procedure 7-003, Approved Travel Agency, Section B or C), whichever is less.