The purpose of this statement is to provide the general guidelines for airline charges incurred by any person in a travel status representing MUSC.General Guidelines
Payment for airfare will be made in one of two ways:
- Reimbursed to the traveler upon completion of the trip, or
- Prepaid using a University Purchasing Card
Prepayments will be made to travel agencies or airlines for airline tickets and not to the individual traveler. No individual may be reimbursed for airfare prior to completion of the trip.
Upon completion of the trip, airfare charges shall be reported on the Travel Reimbursement Voucher (see procedure 7-17.0). Prepayments should be reflected as a negative (within brackets) amount to prevent duplicate reimbursement. Verification of seat class is required for reimbursement. MUSC will not reimburse for first or business class tickets, or seat upgrades.
If air transportation costs are part of a package deal with lodging, a detailed explanation of costs must be provided for reimbursement.
The baggage fee for a first bag will be reimbursed with a receipt of payment or appropriate documentation. Reimbursement for a second bag charge will not be made unless adequate justification can be provided.
The charge for an overweight bag will not normally be reimbursed. However, if there are extenuating circumstances reimbursement will be considered if adequate justification is provided.
Flight and trip insurance are not reimbursable under the travel guidelines set by the SC State Budget and Control Board. Ticket rescheduling fees are only reimbursable if for business proposes and adequate justification must be attached.
Problems related to the use of the University Purchasing Card for airfare should be brought to the attention of the P-card Coordinator at 792-4407.
An employee may not claim a meal allowance for any meals provided by the airline.