West Virginia Code of State Rules › Agency 148 - Administration › Title 148 - LEGISLATIVE RULE DEPARTMENT OF ADMINISTRATION › Series 148-ADM - Travel Regulations › Section 148-ADM-4 - Transportation

Current through Register Vol. XLI, No. 28, July 12, 2024
4.1
Air
				Transportation
4.1.1
Commercial
				Airlines
4.1.1.1 Allowable
				reimbursement for commercial airline travel shall include the actual expense or
				cost for the least expensive logical fare via the most direct route, or a
				reasonable alternative route if it results in lower fare. Travelers may not
				specify a particular airline to accumulate mileage or promotional plans, such
				as frequent flyer programs, if it results in a higher airfare. See Section
				11.
4.1.1.2 Travelers are expected
				to make advance bookings through the contracted travel service vendor to secure
				the least expensive airfare possible. Reimbursement for tickets where
				reservations were not made through the contracted travel services vendor
				requires authorization from the Travel Management Office before reimbursement
				will be made.. Reimbursement may be made to the traveler in advance for airfare
				purchased between 45 and 180 days before the trip begins.
4.1.1.3 In order to receive reimbursement,
				the traveler must submit the original invoice from the travel service vendor.
				If airfare is reimbursed before the trip, it must be referenced on the
				traveler's final expense account. Refundable or unused airline tickets shall be
				returned immediately to the ticket issuer for proper credit/refund.
4.1.1.4 Commercial airline tickets may be
				direct billed to the spending unit and paid before the travel if allowed by the
				spending units' administrative policies and procedures. The traveler must
				attach a copy of the travel agency's itinerary or other proof of travel to the
				expense account settlement.
4.1.1.5
				If a change in the cost of airfare is incurred, the charge is reimbursable if
				the traveler is directed by the appropriate spending unit officer to change her
				or his travel plans, or if other extenuating circumstances arise. Increased or
				extra charges incurred due to the traveler's negligence will be considered a
				personal expense of the traveler and shall not be reimbursed.
4.1.1.6 Deliberately causing increased costs
				or delays to obtain personal gratuities, such as denied boarding compensation,
				frequent flier points or mileage, or similar benefits, is prohibited.
				Conversion of airline tickets for personal benefit, such as downgrading
				tickets, returning unused tickets for cash, credit, or personal airline
				tickets, or similar actions, is also prohibited. Any credits, rebates or
				refunds resulting from these actions must be returned to the state of West
				Virginia. See Section 11.
4.1.1.7
				Charge for paper tickets: All major airlines now charge a fee to issue paper
				flight coupons in situations where an e-ticket is available. E-tickets are the
				industry standard and are issued automatically unless the traveler specifically
				requests a paper ticket. The e-ticket will be sufficient for traveling and
				reimbursement. If a paper ticket is requested, the service charge will not be
				reimbursed. If travelers experience problems with e-tickets when exchanging due
				to flight cancellations or delays, particularly when changing airlines, the
				travel service vendor is required to assist and provide proper
				documentation.