When to Purchase your Tickets
- 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.
- In order to reimburse airfare booked outside these guidelines, there must be a legitimate business reason approved in advance by the following:
- Faculty: Vice Dean and Senior Associate Dean of Finance and Operations
- Staff: Senior Associate Dean of your area and Senior Associate Dean of Finance and Operations
- Choice of air carrier should not be biased by the employee’s frequent flyer affiliation. Airfare purchased with frequent flyer miles is not reimbursable.
How to Purchase your Economy Tickets
You may purchase tickets directly with the airline, use one of the new online tools, Concur or SWABIZ that allows direct billing to Olin, or book through the University’s travel agency, TravelPlex. Here is the process and items to consider for each method.
Book Directly with Airline | Book Using Online Tools | Book with TravelPlex Agent |
---|---|---|
> Traveler researches available flights and books their preferred itinerary that complies with university policy. > Traveler pays for the flight. > Traveler submits for reimbursement after the ticket is used, including detailed supporting documentation (flight dates, destination, ticket class, cost, and proof of payment). If a flight credit was used for the airfare, also provide the original itinerary and proof of payment. | > Traveler researches available flights and books their preferred itinerary that complies with university policy using one of two online tools. ~Domestic Southwest flights can be booked using the SWABIZ online booking tool. ~ All other domestic flights and simple international flights can be booked using Concur, the TravelPlex online booking tool. >Traveler charges flight to Olin’s business travel account (BTA). Any other travel booking through Concur (hotel, rental car) should be charged to personal credit card. | > Traveler provides agency with travel preferences. > Agent will research available flights and provide options that comply with university policy. >>Note: Traveler should verify there isn’t a lower cost option available directly with the airlines (agency doesn’t have access to all available airfares). If there is a lower cost option that meets the travelers needs and complies with policy, traveler should book directly with the airline. > Agent will book the airfare chosen by the traveler. > Cost of the airfare will be charged to Olin’s business travel account (BTA) and charged to the cost center provided by the traveler. > Transaction fees: Domestic ~ $28 International ~ $35 |
Pros > Traveler avoids agency fee. > Traveler avoids coordination with travel agent, which often requires some conversation to ensure preferences are clear. > Traveler has the option to book a basic economy fare. **These are highly restrictive (no refunds; very limited change options; last to board; etc.), but are often lower cost and may be fine for certain situations. Be aware that it may be possible for Olin to cover the cost of an additional ticket if changes are required for a legitimate business purpose. The determination for faculty will be made by the Vice Dean and Senior Associate Dean (SAD) of Finance and Operations. The determination for staff will be made by the Senior Associate Dean for the area and the SAD of Finance and Operations. | Pros > Access to WashU discounts. > SWABIZ ~No agency fee ~Tracks flight credits ~Modify reservations on the Southwest mobile app or Southwest.com > Concur ~Reduced agency fee > Traveler avoids coordination with travel agent, which often requires some conversation to ensure preferences are clear. > No out-of-pocket cost for the traveler for airfare since it is charged to Olin. | Pros >Access to University discounts (Southwest; American; Delta) > Traveler has 24/7 travel assistance in case a change is necessary. University knows where employees are traveling in the case of a natural disaster or other safety threat. > No out of pocket costs for the traveler since it is charged to Olin upon receipt of cost center and other account worktags. > No requirement to provide supporting documentation that the airfare complies with university policy. |
Cons > No access to university discounts (Southwest; American; Delta) > No support for the traveler after the ticket is purchased. Traveler must call the airline to make any itinerary changes. This can be time-consuming if a change is required because the airline cancels a flight due to weather conditions or other issues. University does not know where employees are traveling in the case of a natural disaster or other safety threat. > Traveler must float the cost of the airfare until the ticket is used, because Olin has no way to track airfare credits for fares purchased directly with the Airlines. > Traveler must provide supporting documentation that shows they chose an airfare that complies with university policy. | Cons > Concur does not provide access to your ticket credits from a prior cancellation. An agent must be contacted to use the credit. > Concur – Do not book Southwest flights on Concur. Employee flights on Southwest can be booked through SWABIZ. Guest flights on Southwest can be booked by contacting TravelPlex. > Concur – Not recommended for use in booking complex international trips. | Cons >Requires paying agency fee. > Requires more time up front to coordinate with travel agent. >No access to basic economy fares, which are restrictive but lower cost. |
Airline Ticket Class
Economy Class
- Travelers are expected to book coach/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 screenshot to show the unavailability must be attached to the travel report to ensure quicker processing.
- Travel on Southwest for non-employee guests of the university must be booked as “Wanna Get Away Plus” and booked through a Travelplex agent so Olin can be billed directly and maintain ownership of the ticket. 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 screenshot 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. Travelers are expected to book the most affordable airfare within policy.
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.
Online Booking Tools
Southwest Airlines – SWABIZ
- Contact Sue Dunn or Archana Kambli for Olin’s Company ID (CID) number.
- Link your SWABIZ account to Olin
- Go to SWABIZ.com
- Click on “login,” then select the “traveler” tab
- Enter Olin’s CID number
- Click on the dropdown to add your personal Rapid Rewards account number to earn points on qualifying flights for future travel. Check the “remember me” box to save time when you login next.
- Travel is booked with no transaction fee
TravelPlex – Concur Online Booking Tool
- A Zoom call will be scheduled soon to introduce Concur
- Please contact Sue Dunn or Archana Kambli if you are interested in using this travel booking tool.
- Transaction fees ~ $10
- Not recommended for booking complex travel (e.g., international travel with mulitple connections; travel that combines business and personal destinations, etc.).
- Should not be used to book flights on Southwest. Please use SWABIZ.