Air travel reservations must be made through Milne Travel. Air travel reservations
must NOT be made directly through the airlines. You should tell the Milne Travel
representative that you are with Norwich University.
Travel agents have been advised to offer electronic tickets where eligible and
will inform you of all necessary travel information.
All air travel must be in coach class. Employees are expected to use the lowest logical airfare available. The travel agent usually determines this based on certain parameters outlined in the "Lowest Airfare Definition" section of this policy. First and business class is acceptable when it does NOT cost more than the lowest available coach fare.
Upgrades at the expense of the University are NOT permitted. Upgrades are allowed
at the traveler's personal expense (paid for by use of personal frequent flier
mileage or personal credit card). Upgrades must NOT be charged on the corporate
credit card.
An upgrade is allowed if the ticket cost does NOT exceed the lowest logical
airfare
The traveler/travel coordinator will book the lowest logical airfare. The travel coordinator will review the reservation with the traveler prior to ticketing.
The following types of low fare alternatives will be considered in determining the lowest logical airfare:
Traveling employees may retain frequent flyer program benefits. However, participation in these programs must not influence flight selection that would result in incremental cost to the University beyond the lowest available airfare, as defined in this policy.
Prepaid tickets are paid for in advance at one location and picked up by the traveler directly from the airline without having to present payment. The airlines charge a fee for this service, currently $75. Prepaid tickets are used mostly for last-minute travel or if the purchaser and the traveler are in different locations. Travelers are strongly discouraged from using Prepaid Tickets. Prepaid Tickets may be used only in the following circumstances:
Airlines occasionally offer free tickets or cash allowances to compensate travelers for delays and inconveniences due to overbooking, flight cancellations, changes of equipment, etc. Travelers may volunteer for denied boarding compensation only if:
Should an airline delay necessitate an overnight stay, the traveler must first attempt to secure complimentary lodging from the airline. If unsuccessful, the traveler should contact Milne Travel for assistance. (See Emergency Travel Assistance for additional information).
When a trip is canceled after the ticket has been issued, the traveler should turn the unused ticket in to Milne Travel. In the case of electronic ticketing the traveler should contact Milne to process the transaction. Unused airline tickets or flight coupons must never be discarded or destroyed as these documents may have a cash value. Unused tickets must NOT be sent to the airlines. Travelers must NOT include unused tickets with their expense reports.
Travelers using an electronic ticket do not need to worry about lost or stolen tickets. If you are issued a conventional airline ticket and this is lost or stolen please contact Milne Travel immediately.
Air travel costs should be paid using a credit card. Most frequent travelers have been issued a corporate credit card and should use this card when booking travel. If you have not been issued a corporate credit card you may use either your personal credit card (and get reimbursed) or utilize the corporate card used by the Purchasing Department.