University System of New Hampshire
Financial and Administrative Procedures

APPROVED TRAVEL AGENCY
Procedure 7-003
Issued By: Director of UNH/USNH Purchasing
Issued Date: 02/01/98

A. CAMPUS-APPROVED TRAVEL AGENCIES AT KSC AND PSC

Keene State College and Plymouth State College have approved travel agencies which are determined by a competitive process and are engaged for a five-year period. The current approved travel agencies are:

For Keene State College:Buckman Travel
For Plymouth State College: Plymouth Travel

Under the terms of the contracts, these agencies will offer travelers the lowest applicable airfare, special hotel rates at some hotels, as well as free passport and visa services. (The traveler must pay for the passport and/or visa(s). This cost is reimbursable if the travel is business related.) Travelers may use the approved travel agency assigned to their campus to make all reservations including those for air travel, hotel accommodations, and car rentals. KSC and PSC will issue USNH purchase orders to these agencies only, thereby avoiding the need for the traveler to request reimbursement.

B. TRAVEL AGENCIES FOR ALL OTHER USNH DIVISIONS

All units other than KSC and PSC have chosen open competition as the method of obtaining the lowest applicable airfare and hotel rates. UNH, UNH-M, Chancellor's Office and CLL travelers may use the agency of their choice when making travel arrangements provided there is no conflict of interest. At UNH and UNH-M, airfare charges will be handled by the traveler's BSC. The UNH/USNH purchasing office will approve and update purchase orders for Chancellor's Office and CLL travelers. Travelers whose airfares are purchased through a BSC or on a purchase order will avoid the need to request reimbursement.

C. OTHER TRAVEL AGENCY ARRANGEMENTS

At PSC travelers also may elect to use the agency of their choice provided there is no conflict of interest. Travelers at UNH, UNH-M, Chancellor's Office, CLL and PSC may elect to charge the fare(s) to a personal credit card or their personal liability USNH corporate card provided by American Express. Travelers electing to charge fares to a personal credit card or their American Express corporate card will not be reimbursed for the expense until after the trip is completed. At KSC, travel charged to a personal credit card or the American Express corporate card rather than through the approved travel agency will only be reimbursed upon approval by the respective dean or vice president. For all USNH divisions, reimbursement will be made after the trip is completed at the lower of (1) the lowest airfare available under Section A or B above or (2) the actual cost.

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