Air & Rail

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Designated Advisors

How to Book University-Paid Travel

The preferred method for booking university business travel is through the TravelUVA online booking tool or a designated Christopherson Business Travel advisor. 

Email: UVA@CBTravel.com

Phone: 844-488-2228 (M-F, 8am-8pm ET)

Mixing Personal with University-Paid Travel

You may mix personal travel with university-paid travel as described below.

Print a cost comparison of the itinerary the traveler would have taken for the business trip portion of the trip at the same time the ticket including the personal trip is purchased. The less expensive of the two itineraries will be reimbursed. A trip including personal travel can only be purchased using a T&E card if it is equal to in cost or less expensive than the business trip would have been. Submit both itineraries with the expense report in Workday Expenses with an explanation in the Description field

Upgrades

Upgrades are permitted with no additional approval up to $350. Domestic travel should be booked in Economy Class. International travel may be booked in Economy or Business Class. All travel should be approved by the traveler's department prior to booking.

Justification and approval by the Senior Department Finance Approver are required for:

• Domestic business or first-class ticket purchases
  • Domestic is defined as the contiguous 48 states. Alaska, Hawaii, the Commonwealths of Puerto Rico and the Northern Mariana Islands, and possessions of the United States are considered International.
• International first-class ticket purchases
  • Alaska, Hawaii, the Commonwealths of Puerto Rico and the Northern Mariana Islands, and possessions of the United States are considered International.
• Airline upgrades costing more than $350
• Purchase of rail sleeping car ticket

Refundable vs. Non-Refundable

Typically non-refundable airline tickets are recommended. Non-refundable tickets are usually a fraction of the cost of refundable tickets and most non-refundable airline tickets are reusable (some with a change fee) in the case of a cancellation. Please keep in mind that airline tickets may be non-transferable. Beware of "Basic Economy" tickets which are completely non-refundable, not reusable, and are strongly discouraged*.

*Basic Economy is not available in TravelUVA