Travel Agency
Olin faculty and staff traveling for business purposes are urged to contact the local travel agency listed below for assistance in arranging flights.
- TravelPlex Travel (314) 569-1900
- Find more TravelPlex contact information here.
Best Practices
- Reservations should be made as far in advance as necessary to secure the lowest fares, even if the lowest cost fare is not a direct flight.
- Domestic airfare should be booked at least three weeks in advance.
- International airfare should be booked at least 60 days in advance.
- Choice of air carrier should not be biased by the employee’s frequent flyer affiliation. Airfare purchased with frequent flyer miles is not reimbursable.
Booking your tickets – Two Options
- Travel Agency – You may contact our travel agency to book your economy airline tickets.
- The cost will be charged to Olin’s business travel account (BTA).
- Olin has airfare credits for canceled flights that need to be used before they expire.
- Using a travel agency provides additional protection and flexibility in case travel plans change and saves the traveler out-of-pocket costs.
- Book on Your Own – You may book economy airline tickets on your.
- You will pay for the ticket, and Olin will reimburse you after you use the ticket.
- Avoid booking with online travel sites (Expedia, Travelocity, etc.). There may be cases where the airfare is lower on these sites; however, the lower fare often includes terms and conditions that limit flexibility (e.g., changing schedules) and include hidden fees. In addition, their terms and conditions are typically not something WashU would normally agree with.
Economy Class
- Travelers are expected to book economy class airfare (the lowest standard coach fare).
- Southwest Airline Travel: Must be booked as “Wanna Get Away” to be considered coach. If this classification is not available at the time of booking, a screen shot to show the unavailability must be attached to the travel report to ensure quicker processing.
- Guest travel on Southwest Airlines must be booked as “Wanna Get Away Plus” and booked through Travelplex so Olin can be billed directly. The fare costs an additional $20 each way but allows the flight cost to be transferred to another person if the ticket is not used by the guest.
- Southwest Airline Travel: Must be booked as “Wanna Get Away” to be considered coach. If this classification is not available at the time of booking, a screen shot to show the unavailability must be attached to the travel report to ensure quicker processing.
- Additional fees for standard coach/economy upgrade options that do not change the flight class, such as seat choice and early check-in, are permitted. For example, Early Bird is an allowable expense on Southwest Airlines since they do not charge baggage fees. Such upgrades must be reasonable considering the facts and circumstances of the expense.
Business Class
- Business class airfare is allowed for international travel with individual flight segments of 5 or more hours, in accordance with the guidelines at this link.
Business Travel Account (BTA)
- Olin maintains a JPMorgan/Chase Business Travel Account for purchasing airline tickets prior to a business-related trip. This account can be utilized by calling the travel agency listed below. The Business Travel Account may only be used for purchasing airfare. It may not be used for guaranteeing or purchasing lodging or rental cars.
- TravelPlex Travel (314) 569-1900
- Find more TravelPlex contact information here.
First Class
- First class airfare is only permitted with written approval from the Chancellor or with exception approval by the CFO or Controller when it is not a one class upgrade.