Air - Charter

Note: Even if you are not required to present a receipt, you must detail each item of expense on the Travel Expense Voucher, Travel Expense Envelope, or blank sheet of paper.

What is the allowable level of expense?

  • Ticket cost should not exceed cost of standard economy air fare between departure and destination point (6-Citation/Regulation "Office of Management and Budget Circular A21, Section J48©; FAR section 31.205-46(e)."
  • Must be a commercial service; the aircraft must be flown at all times by the professional pilot provided by the service.

How do I make my travel arrangements?

  • Contact Risk Management Dept. for approval before making arrangements
  • U of C Preferred Travel Agencies
  • Independent Travel Agent
  • Contact airline directly

How do I pay for the travel expense?

  • Credit card or cash

What level of audit will my Account Reviewer provide?

  • Expense does not exceed budget limitations
  • The expense is appropriate for the account
  • Documentation and expense amount complies with policy and your unit's specific restrictions
  • Requested reimbursement does not exceed coach fare

What documentation do I need to be reimbursed?

  • Original passenger receipt or invoice, if flight expense is $75 or more.
  • Obtain coach air fare quote either by accessing the designated travel agency or by contacting another travel agency and submit quote for comparison to amount requested
  • Also provide a brief note explaining why charter aircraft was required