Air & Rail

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)

Note: Rail booking for Guests is not currently available through the online booking tool.  

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

Airfare

Domestic airfare should be booked in Economy Class. International airfare may be booked in Economy or Business Class.

Upgrades are permitted up to $350. 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 airline 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 airline ticket purchases
  • Destinations outside of the contiguous 48 states, including Alaska, Hawaii, the Commonwealths of Puerto Rico and the Northern Mariana Islands, and possessions of the United States are considered International.
• Airline upgrades costing $350 or more

 

Rail

Rail tickets may be booked in Economy, Business, or First Class. All travel should be approved by the traveler's department prior to booking.

Upgrades are permitted up to $350.

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

• Rail Sleeping Car ticket
• Rail upgrades costing $350 or more

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

How to Pay for Tickets

The preferred method of payment is the University T&E card. Reimbursement of goods/services purchased using a gift card, airline miles, personal unused ticket credits, credit card points, etc. is not permitted.

Airline Refunds

As of October 28, 2024, new automatic airline refund rules went into effect, per the U.S. Department of Transportation. For more information, see the Airline Refunds page.

Please note, some departments may have more restrictive internal policies. Travelers should always consult their department’s specific guidelines and procedures before making travel purchases. 

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Designated Advisors