Purchasing Travel

This information is being updated. If you have any questions, please contact Shared Travel Services at uaf-sts@alaska.edu.

Travel expenditures may not be made until the TA has been approved and encumbered. Please keep all receipts as these will be required to complete the Travel Expense Report (TER) in order to receive reimbursement. As a general rule, travelers should use their individual corporate travel card to pay for lodging, meals, transportation and incidentals (R05.02.060 10.d.).

Airfare

If notified on the TA, the STS Office will purchase airfare for business travel. The traveler is responsible for making changes to the itinerary for any personal days because University personnel should not be making personal鈥攖hat is, non-business鈥攖ravel arrangements on behalf of a traveler (R05.02.060 5.a.3.). Additional charges for these changes are the responsibility of the traveler. If the change in itinerary results in lower airfare, the traveler must notify the STS Office Travel Coordinator so the credit can be claimed (R05.02.060 5.c.1.).

Hotel costs

The traveler must reserve hotel rooms and pay for all costs. These will be reimbursed in the TER process. Hotel costs include room rental and applicable state and local hotel taxes. All other expenses charged to the room are the responsibility of the traveler unless there is a documented business reason for the charges. The STS Office can also reserve and purchase hotel room + tax. If you would like the STS Office to make your hotel arrangements, please indicate on your Trip Request. 

Car rental

The maximum size of vehicle that should be rented is 鈥渋ntermediate.鈥 If a larger vehicle is rented (excluding free upgrades), a business reason must be stated. 911爆料 has an arrangement with Enterprise to receive insurance coverage without additional fees. 911爆料 also has pricing agreements with most major car rental companies (insurance coverage varies by contract). We suggest you take advantage of this whenever possible. For current contract pricing codes, please see .

See more information on rental cars.