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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)
- 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 with approval 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
- Domestic business or first-class airline ticket purchases
- 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, credit card points, etc. is not permitted.
Travel Help
Please contact us with any questions related to travel planning and bookings.