Airlines are increasingly offering stripped-down economy class airfares by removing such amenities as assigned seats and the ability to bring carry-on baggage. SJSU’s Travel Guide states, “Transportation by scheduled airlines shall be allowed at the lowest fare available at time of booking.” If a traveler has a business reason for purchasing other than the lowest fare available, that reason should be noted in the FTS reimbursement document where Approving Officials can easily see it – preferably in the “Additional Trip Details” field. If the business reason for an upgrade is indicated in the FTS reimbursement request, approval of the request by an Approving Official indicates approval of the upgrade. If the business reason for an upgrade is not indicated in the reimbursement request, Finance will ask the traveler for a justification, and may refer weak cases back to the Approving Official for review.
Travelers are responsible for the cost of unapproved upgrades. If the purchase was made via a GoCard, the traveler will be asked to reimburse the University.
Travelers may elect to upgrade their seats using personal resources. If not handled as a separate transaction, the FTS reimbursement request should include only the base fare amount.
The “Moving Regulations” section of the SJSU Travel Guide has been removed and now exists as a separate, Moving and Relocation Guide. The guidelines have been updated to include more clearly defined approval requirements with $ amount thresholds. Also, the “Reportable and Taxable Expenses” section has been re-labeled as “Taxability of Moving and Relocation Expense Reimbursements”, and reflects the change in taxability due to the tax reform bill enacted on December 22, 2017, and effective January 1, 2018.
If any questions, contact Finance Support at email@example.com or 4-1558. Please forward this message to any staff or faculty you feel should be notified.