travelnews: TRAVELTIPS - Essential reminders when purchaing airline tickets ** Please share this with your travelers!

[BAO news for travel administrators]

Name
Please be sure to use the travelers name EXACTLY as it appears on their government issued ID.  This might include a driver's license for domestic travel  or a passport for international travel.
Problems that may occur:

*         Birth certificate is a different name than current legal name

*         Traveler has recently married or divorced and the name they now use is different than their ID

*         They use a nickname(s) on legal documents and forget to check their ID when booking airline tickets

*         They use an unusual name spelling

Itinerary
When booking an itinerary you have 24 hours to review all details including correct name, departure and arrival cities, dates and times.  When changes are identified within 24 hours there is no penalty to the traveler.  The ticket is voided and you start over.

Unless you have a valid business purpose to make a change to a confirmed itinerary, ticket reissue penalties/fees will be the traveler's responsibility.  Airline change fees start at approximately $200.

Class of Service
Our travel policy states that the traveler must select the "least expensive option that fits the business purpose".  We are unable to authorize the purchase of any upgraded airfare when using state funds.  This means first class, business class, upgraded economy seating or any increased economy class fare that would allow for an upgrade.  The traveler can choose to purchase these upgrades using their own credit card with a split payment.

Travel Documents
When traveling internationally, be sure to verify well before trip date what entry requirements are needed for the country to which you are traveling and verify you have enough validity on your passport.  Poor planning is not a business purpose and the UO cannot pay for emergency trips or stopovers to a  passport office in San Francisco or Seattle to obtain the necessary citizenship documents.  The US State Department website should be checked prior to the planning of any international trip for documentation requirements, traveler warnings  and medical advisories.  This link is on the Related Resource tab on the BAO Travel website:  http://travel.state.gov/travel/travel_1744.html

Our contract travel agencies post notes on your itinerary:


CHANGES/CANCELLATION MAY RESULT IN PENALTY AND/OR HIGHER FARE

**PLEASE CHECK IN TWO HOURS PRIOR TO DEPARTURE**

PLEASE REVIEW ITINERARY AND ADVISE WITHIN 24 HOURS OF ANY INACCURACY PLEASE RECONFIRM ALL FLIGHTS 24 HOURS PRIOR TO DEPARTURE WITH CARRIER

VISA REQUIRED FOR TRAVEL

PASSPORT REQUIRED-MUST BE VALID FOR 6 MONTHS BEYOND RETURN DATE

Please be sure to read these notes and review and verify all travel documents prior to confirming your travel arrangements.

Link to UO Travel Policy:  http://ba.uoregon.edu/faculty/transportation-faculty

Give the travel office a call if you have any questions.

Thank you,
Laurie Jacoby, CTC
Travel Manager
Business Affairs Office
University of Oregon
lajacoby at uoregon.edu<mailto:lajacoby at uoregon.edu>
541-346-3158 - Voice
541-346-8078 - Travel Fax

-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://lists-prod.uoregon.edu/pipermail/travelnews/attachments/20130925/d36954e6/attachment.html>