travelnews: Travel Tip: Airfare and Split Payments

[BAO news for travel administrators]

Good afternoon Travel Coordinators,

Split Payments: What are they, when are they necessary, and how are they completed?

*       When combining business travel with personal travel and/or when a traveler chooses to take an indirect route, a comparison airfare quote for the least expensive and reasonable means of transportation to the business location is required. This comparison quote is often referred to as the business direct comparison.

*       Per IRS Accountable Plan and UO Travel Policy, the UO may not pay for personal travel expenses. In instances where the business direct comparison is less than the airfare itinerary which includes personal time and/or an indirect route, a split payment, is required. The UO pays for the business portion and the traveler pays for their personal travel expenses.

*       The UO contract travel agencies will help with business direct comparison quotes and can facilitate split payments with most airlines.
o       On the Airfare Authorization Request form, the amount of the business direct comparison will be entered for the credit card approval amount and the traveler will work directly with the travel agent to provide their personal credit card information for the personal portion of the airfare.
o       Split payments require additional work for the travel agent. The agency will charge an agency fee to the UO and a second agency fee to the traveler.
o       Alaska Airlines will not process split payments. When purchasing a combined business and personal itinerary through Alaska Airlines that would require a split payment, the traveler must purchase the whole ticket and seek reimbursement for the business direct comparison amount after travel has been completed.

*       When travelers purchase airfare using an on-line ticket seller (Orbitz, Travelocity, etc.) the traveler will pay for the whole ticket and seek reimbursement for their actual expenses up to the business direct comparison after the travel has been completed.  The comparison quote must be prepared the same day the ticket is purchased and must show the pricing matrix(grid) to show all price/all airline options.

Resources:
Per policy, "When combining personal travel with UO business travel, payment will be based on the least expensive and reasonable means of transportation to the business location." https://ba.uoregon.edu/content/air-travel-when-to-get-comparison-air-fare-quote#-b-combining-business-and-personal-travel-b-<https://ba.uoregon.edu/content/air-travel-when-to-get-comparison-air-fare-quote>
Per Policy "If the non-direct route is selected for personal reasons, follow the instructions under Combining Business and Personal Travel." https://ba.uoregon.edu/content/air-travel-when-to-get-comparison-air-fare-quote#-b-use-of-a-non-direct-route-b-<https://ba.uoregon.edu/content/air-travel-when-to-get-comparison-air-fare-quote>


Enjoy the sunny afternoon!


Brooke Millett-Montgomery

Travel Program Technician
University of Oregon Travel Office
(541) 346-3445
bmillett at uoregon.edu<mailto:bmillett at uoregon.edu>
http://ba.uoregon.edu/staff/travel


 [cid:image001.jpg at 01D2973A.3EAB3270]
University of Oregon Travel Fair
Thurs. Oct. 26th  ** 9 am - 1 pm
EMU Ballroom



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