Air travel is recommended when the cost of an employee’s time is an important factor or when travel time by other methods would increase the cost to the university. Travelers are to choose the most practical and economical mode of transportation, and are to generally travel the most direct route. Consideration should be given to the total cost to the university, the time of the traveler, and the impact on the productivity of the traveler.
Using Concur and our contracted services through Collegiate Travel Planners (CTP) Travel Agency, FSU employees must book airfare directly through the travel module of Concur. Transactions, receipts, and itineraries will be synced with the user's profile to allow for ease of access to information before, during, and after travel. Users must verify their FSU email address in their Concur profile. *Benefits include 24/7 support for reservations or ticket changes, assistance booking large or group travel, and with unexpected travel difficulties or delays.
*Collegiate Travel Planners(CTP) - Note: Service fees and additional charges may apply
Fly America Act (49 U.S.C. 40118)
The Fly America Act requires that all federally funded travel use a U.S. flag carrier or U.S. flag carrier service provided under a code-share agreement, except under specific situations. The U.S. has entered into several air transport agreements that allow federal funded transportation services for travel to use foreign air carriers under certain circumstances. These “Open Skies Agreements” can be viewed on the U.S. General Services Administration’s website.
Commercial Transportation
The university reimburses nonrefundable commercial tickets for economy/coach accommodations. Business Class travel or its equivalent is reimbursable for all segments of trips with at least one segment lasting longer than eight (8) hours. Upgraded seats are the responsibility of the traveler, unless required for ADA purposes. Please ensure the Office of Human Resources has your request for Reasonable Accommodation on file before traveling.
The university's Travel Card is the preferred method of payment.
Private Aircraft Use Guidelines
The following requirements and restrictions apply to the use of private aircraft.
Definitions
Accompanying Travelers: Individuals who, for the purpose of conducting FSU official business, are accompanying any permitted passengers.
Authorized Approvers: Authorized approvers include the following individuals:
- University – The University President, Senior Vice President for Finance and Administration, or Vice President for Athletics
- Direct Support Organizations (“DSOs”) – The University President or DSO President(s)
Eligible Passengers: FSU and DSO officers, employees, directors, trustees, contractors, students, and other personnel who are flying on FSU or DSO official business.
Private Aircraft: Any owned, leased, or chartered aircraft on behalf of FSU and/or its DSOs.
A. Justification for Use
Private aircraft flights may be initiated and routed only for purposes of conducting FSU or DSO official business. Private aircraft may be used to carry eligible passengers and accompanying travelers only in one of the following instances:
- The destination is not served by commercial carriers.
- The use of private aircraft is the most cost-effective travel arrangement.
- The time required to use a commercial carrier interferes with passenger obligations.
- Emergencies necessitate the use of private aircraft.
- In any case, an authorized approver has approved the flight (after considering its purpose, this policy, its route and destination, and the passenger list).
B. Eligible Passengers
1. FSU or DSO officers, employees, directors, trustees, contractors, students and other personnel who are flying on FSU or DSO official business that
- are not engaged in a “prohibited activity” (as defined in part D of this document) and
- are listed on the flight manifest approved by an authorized approver.
2. Individuals who, for the purpose of conducting FSU or DSO official business,
- are accompanied by any person in #1 (such as, without limitation, a spouse or domestic partner of an officer or trustee who is expected to attend an event on behalf of, to benefit from, or to help represent FSU or a DSO).
- are not engaged in a “prohibited activity;”
- are listed on the flight manifest approved by an authorized approver.
3. Other individuals who
- are approved by an authorized approver under an exception satisfying this policy;
- are not engaged in a “prohibited activity;”
- are listed on the flight manifest approved by an authorized approver.
C. Priority Use
The University President, and anyone designated by the President in a particular instance to conduct first priority business for FSU or a DSO, shall have priority use of the aircraft. The Vice President for Athletics and anyone designated by the Vice President for Athletics in a particular instance to conduct first priority business for FSU or a DSO shall also have priority use of the aircraft. The Senior Vice President for Finance and Administration will confer as necessary to prioritize use of the aircraft based on the need to satisfy the priorities of the university and DSOs.
D. Prohibited Activities
Improper uses include:
- Normal, regular commuting between an individual’s home or other residence and any of FSU’s campuses.
- Flights initiated for any personal purpose that does not serve the official business of the organization, unless approved under an exception to serve in the best interest of the university.
Any flight or flight-related activity constituting or involving a violation of any law or FSU regulation, policy, or procedure.
E. Travel Request
The cost of private aircraft should be included with all other incurred and/or anticipated travel costs as part of the pre-approval request. All travel costs should be properly accounted for in the travel request unless otherwise specified.
F. Documentation
Documented authorized approval is required to obtain in advance of making a private aircraft reservation and must accompany all private aircraft use.
