Air Travel Policies and Procedures
Contracted Travel Agencies
ISU travelers can order air tickets from a contracted agency by sending a copy of the Air Ticket Requisition (ATR) form as payment, and departments will be billed intramurally. Tickets ordered from Travel & Transport can be delivered by courier to campus locations, although most tickets are now E-tickets sent via e-mail.
Travel & Transport currently is our only contracted agency.
Air Ticket Requisition Form
Travel & Transport of Ames, Iowa
Phone 515-292-8182 or 800-747-8182
(This is a new site, effective October 2010.)
Business Hours Monday - Friday 8:00 a.m. to 5:00 p.m.
Service Fees - $30.50 per transaction fee will be charged. If the Air Ticket Requisition is changed in a way that results in a new ticket being issued another
$30.50 fee will apply.
Net transaction fees - For non-commissionable tickets, such as those issued for consolidators, $30.50 for issue or exchanges, voids and refunds are covered in the transaction fee.
Non-university Business Transaction Fees - For issue, voids, exchanges and hand-written tickets: $35.00 domestic, $45.00 international. Spouse
Travel Insurance - $100,000 per ticket.
Airport parking discount - $4.75 per day discounted parking at Keck's is available. However, you must ask for the discount and present your ISU ID card.
Value-Added Services - E-Ticket tracking, travel management reporting, hotel discount programs, rental car discount programs, credit card reconciliation and data management programs with direct on-line viewing, and report formatting, Internet fare quoting and reservation system.
ISU requires an Air Ticket Requisition form to be sent to a contracted travel agency in order to charge a ticket to ISU. The Air Ticket Requisition form is part of the Employee Reimbursement System in AccessPlus. If you need the ability to electronically send Air Ticket Requisitions to a contracted travel agency your department chair must send a request by e-mail to Carole Gill at firstname.lastname@example.org, giving her your name, phone number and ISU ID number (not your SSN).
This on-line form will automatically assign a requisition number, which will be required before the contracted agency can issue an air ticket. The air ticket will be encumbered within a week of the time the Air Ticket Requisition form is generated by the department. An Air Ticket Requisition form must be sent to a contracted travel agency. Click here
for the Employee Reimbursement System on-line tutorial. The Employee Reimbursement System in AccessPlus includes the ability to electronically send Air Ticket Requisitions.
Travelers are allowed to use their personal credit cards to purchase tickets from Internet sites. Although significant savings can sometimes be realized through Internet sites, travelers need to be aware of the site's policies regarding ticket exchanges, refunds and transfers. Travelers also should review the Travelers' Responsibilities
and the Summary of Unallowable Travel Expenses
sections before purchasing tickets from a source other than ISU's contracted travel agency.
When purchasing tickets with a personal credit card the traveler assumes all risk
. Travel advances will not be issued to travelers who purchased air tickets on their personal credit cards, and reimbursement will not be made until after the trip has been completed. If the trip is canceled, ISU will not reimburse the traveler for the ticket of a trip that was not taken
, as the credit for the unused ticket goes back to the traveler's credit card. By contrast, trips arranged through our contracted travel agency and subsequently canceled can have credits applied to the future trips of any ISU traveler, which ensures the value of the ticket will not be lost.
Travelers who are unable to accept these risks or to wait after the trip for reimbursement should consider other options, such as sending an Air Ticket Requisition form directly to our contracted agency.
When using a travel agency other than the contracted agency, travelers
and departments should use caution to determine that the agent or consolidator
is reliable. Since advance payment is required for the purchase of airline
tickets, the financial reliability of the agent is important in order to
ensure that the purchased tickets are delivered.
See the Summary of Allowable Travel Expenses for additional details
Alternate Payment Arrangements
Payments by Disbursement Voucher can be made directly to non-contracted agencies only for "consolidator" tickets. A comparative quote from a contracted agency is not required. Approval from the Purchasing Office is not required if it is for a single ticket, but purchasing tickets for a group will require completing a Web Requisition. Departments must be able to defend the reasons for using the non-contracted agencies if audited.
Departments using federal funds also need to use a U.S. flag carrier, as provided in the Fly America Act. (Federal funds are ISU fund numbers within the ranges of 401 - 404, 406 - 449, and 601 - 699, as well as federally-funded 47X state accounts. Federally-funded accounts have a Revenue Code beginning with 02 or 04.)
Please call Erica Burkheimer at 294-1940 if you have any questions.
Airlines usually charge a higher fare when the traveler does not stay overnight on Saturday. This "weekday only" fare often is more than double the fare that involves a Saturday night stayover.
To avoid these high fares, some travelers have attempted an aggressive strategy whereby they purchased two round-trip tickets, using only half of the tickets issued. This is called "back-to-back" ticketing.
The airlines consider this practice illegal and are using software to identify the travelers who purchased the "back-to-back" tickets. If you purchase a "back-to-back" ticket you run the risk of not being able to board your flight. You also run the risk of being billed by the airline for what the higher fare would have been. For these reasons, the university discourages the use of "back-to-back" tickets.
ISU currently has only one discount program, which is for the University's official business travel only.
Minimum of 2% discount on all fares to:
Discounts may be greater, depending on fare class.
- Middle East
- U.S. 50 States
Please contact Jodi Essex at 294-5641 or email@example.com if you have questions concerning ISU's airline contracts.
Tickets charged to ISU's American Express card carry life insurance of $350,000 through American Express. This life insurance coverage will not be available when tickets are purchased by other means.
Tickets charged to ISU's American Express card provide up to $1,250 per-person insurance for carry-on luggage, and up to $500 per-person for checked luggage.
Discount pricing is only available if the tickets are purchased through our contracted travel agency or by using our online booking tool, Cliqbook, which can be accessed at http://portal.tandt.com/isu.
This page was last updated on January 13, 2014.