Selecting Airfare

Selecting Airfare: What You Need to Know 

Knowing which airfare to select for business travel can be confusing, so we’ve put together this resource to help guide your decision-making. 

Before making any travel arrangements, be sure to familiarize yourself with the University Travel Procedural Statement and related travel booking guidance. Consider the total cost of the trip including baggage fees, ancillary charges, travel timing, and route options in addition to the cost of the airfare. The university’s managed travel program has negotiated additional savings through our partner airlines that should be considered when booking. 

Partner Airlines for University Travel 

The university’s managed travel program works with select airlines to offer negotiated discounts, enhanced account management, and additional services to assist with university traveler needs. Because of these of these enhanced offerings, these airlines are listed in Concur as “Preferred” and “Most Preferred” carriers.  

Below you will find specific information on the types of fares available from our preferred airlines as well as other potential savings available from each carrier.  

When traveling for university business, employees can also earn reward points or miles with their bookings. If you are enrolled in these programs, add your membership details in your Concur profile before booking airfare to ensure the booking credit is applied. Flights booked using personal rewards like miles or vouchers cannot be reimbursed if used for university travel-related expenses. 

Partner Airline	Preferred	Discounted Fares	Free Bags	Flight Credits
Southwest Airlines				Credits never expire, May be transferrable
United (and partner) Airlines			Details	Valid for one year from purchase date, Transferrable
Delta (and partner) Airlines			Details	Valid for one year from purchase date, Transferrable
Alaska Airlines			Details	Valid for one year from purchase date, Transferrable
American (and partner) Airlines			Details	Valid for one year from purchase date, Transferrable
Frontier Airlines			Details	Valid for one year from purchase date, NOT Transferrable

Most Preferred Airline - Southwest 

Southwest is the university's most preferred carrier due to its strong partnership resulting in maximum cost-saving benefits. Discounts on airfare are available when booking through Concur or with a CBT agent. Southwest offers two free checked bags and unused ticket credits never expire, which ensures your department won’t lose funds if a trip is canceled. Some credits are also transferrable to other travelers. 

Ticket types: 

• Wanna Get Away: Ideal fare for employee travel. If a flight is canceled, the credit is retained by the university and can be used for future travel. Wanna Get Away fares also include same-day standby. 
• Wanna Get Away Plus: Recommended fare for non-employee/guest travel. If canceled, the credits can be transferred to another traveler. Wanna Get Away Plus fares include a same-day confirmed change or same-day standby. 

Additional Considerations When Booking Airfare 

Seat Assignment Costs 

Seat assignment purchases are optional and should only be made if approved by department exception. If the seat assignment purchase is over $50, the department exception approval must be documented in the subsequent expense report. Additional information and requirements for upgrade exceptions can be found in the Travel Procedural Statement under Seat Assignments/Upgrades. 

Basic Economy/Saver Fares 

Basic economy fares sometimes offer lower fare prices but are not recommend for university travelers as they come with significant restrictions: 

• Seat selection: Not allowed in advance. 
• Baggage: Limited to one carry-on and one personal item. 
• Changes/cancellations: Limited or no flexibility, no credits for cancellations. 
• Other services: No upgrades or priority services. 
• Rewards programs: May not be eligible/honored. 

When booking in Concur, Basic Economy fares will sometimes be visible. Be sure you do not select this fare type without first reviewing all restrictions and alternate options carefully. The university travel program cannot override the restrictions imposed on this fare class.