CSUN Air Travel Procedures

AIR TRAVEL

Scheduled Airline Transportation

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Reimbursement:

Claims for the lowest fare available on the regular published tariffs for scheduled airlines on the date the flight originates will be allowed. Claims for higher fares may be allowed if accompanied by a full explanation of the necessity of the higher fare.

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Contract Airlines:

Air travel between the contracted city-pairs must be via the contract airlines, unless there are significant factors making the use of contract airlines impractical. Examples of such factors include:

1.	A requirement to fly on short notice and space is not available on the contract airline.
2.	The contractor's flight schedule would require overnight lodging.
3.	An employee misses a flight and would have a substantial delay until the contractor's next flight.
4.	In planning a trip, the contractor's flight schedule will not meet requirements or will create a substantial loss of time.

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What if another airline offers a rate lower than the contract airline?

You must still use the contract airline for the contracted city-pairs, as the State will honor its contract. If a contractor offers a lower rate, however, the State will receive the lower rate if the conditions for that rate are met. You should ask the contractor about the availability of lower fares when making a reservation.

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Where can I get vouchers for travel between city-pairs?

Through the Travel Coordinator, (Accounts Payable AP702). A Request for Approval of Travel must be on file for you to receive vouchers. You must provide your billing code number when making a reservation.

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Can I use a contractor airlines discounted ticket for a flight with non-contract airlines?

If a flight with a contractor is missed or canceled, and there will be a substantial delay before the next flight, you may, if acceptable to a non-contract airline, use the contract airline ticket plus cash to acquire and leave on a earlier flight.

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If an airline assesses a charge for changing my intinery, can I be reimbursed for that charge?

Yes, as long as the changes were made in response to business needs.

Privately Owned Aircraft

(You may obtain prior approval from the President to use private owned aircraft on State business. If you are to act as pilot, you must satisfy the requirements of the Insurance Officer, Department of General Services, as to liability insurance coverage).
•	Reimbursement:
	You will be reimbursed at the rate of $0.50 per statute mile.
•	How will mileage be computed?
	Distance will be computed based on the shortest air route from origin to destination, using airways whenever possible. Please clearly mark on your Travel Expense Claim Form, the Air Distance. An exception will be granted if alternate routing is taken due to hazardous flying conditions. If the trip is limited to State business, and the Air Distance cannot accurately be computed, the President may authorize reimbursement for the actual cost of renting a plane.
•	Rented Aircraft:
	Reimbursement for actual and necessary costs of renting the aircraft, substantiated by voucher/receipt. Reimbursement will be authorized only for the size and type of aircraft necessary to complete the assignment.
•	Landing & Parking Fees:
	Actual and necessary expenses for landing and parking fees will be reimbursed when supported by voucher/receipts. However, fees at the location where the privately owned aircraft is normally stored will not be reimbursed.