Spring-Break-008

Air Travel

Group Travel:

Valparaiso University’s corporate travel business partners is World Travel for all University-related group travel. By coordinating travel arrangements through this agency the University has established an efficient purchase and payment method. Please contact Procurement if you should have concerns about how to handle group travel or unusual travel circumstances.

  • Contact World Travel at 219-464-9555 or email Carolyn Grund at cgrund@world travelunlimited.com for travel arrangements. Identify yourself as a Valparaiso University traveler and give the name of your department. Provide the agency with your air travel requirements. When possible, be flexible by giving a variety of departure and arrival options to secure the lowest fare.
  • The agency will notify departments of travel itinerary and cost.
  • Departments will enter purchase requisition into Colleague and purchase order will be issued to the agency. Procurement will provide the agency a purchase order number. The agency must have the purchase order number before a reservation is booked. To avoid possible price increases or other charges, enter purchase requisitions in Colleague or call Procurement as soon as reservations are requested.
  • Departments that have a high volume of travel needs should consider issuing a blanket purchase order for all travel during a semester/year. Each time travel arrangements are made; the agency should be given the blanket purchase order number. This eliminates a purchase requisition/purchase order for each individual travel situation. The supervisor should monitor the blanket purchase order activity.
  • Tickets are delivered by e-mail with receipt and copy of itinerary.

Individual Travel:

  • Use an internet provider (Preferably directly with airline)
  • Select flights based upon your schedule requirements. You should select the most financially responsible flight options within reason (take into consideration the length of travel time, number of connections, and respected airlines)
  • Purchase flight with a Valparaiso University P-Card.
  • Upload the confirmation page indicating confirmation number, itinerary, total cost and proof of payment to Works.

Domestic and International Travel

  • Class of Service: Only economy class will be reimbursed while traveling for University business.
  • Private Aircraft: The University does not provide reimbursement for travel in private aircraft for University business unless authorized by the appropriate vice-president.
  • Passports/Visas/Tourists Cards: Passports/visas/tourist cards are typically personal in nature and are not the responsibility of Valparaiso University. However, passports required for University business travel may be purchase with a p-card at the discretion of the appropriate supervisor.

Accounting Procedures

  • Flight Reimbursement
    • Group Travel: World Travel will bill Valparaiso University for all flight arrangements made through the purchase order system, and Accounts Payable will handle the payment.
    • Individual Travel: For flights arranged by the employee or department, the airfare must be purchased on a Valparaiso University purchasing card.
  • Unused Tickets: Refunds for unused tickets must be sent to the Finance Office. Provide details including information regarding the unused ticket and the general ledger account number from which the original purchase was made. Non-refundable credits must be used when making future University business related travel arrangements.
  • Changes/Reissues: Any fees charged for business-related flight changes will be reimbursed to the employee if documentation is included in a properly completed Travel Expense Report.

Personal Travel with Business Travel

Valparaiso University will allow combinations of personal/business travel if the rate proportionately decreases the cost incurred by the University. The travel agencies will offer the traveler the optional cost of the Saturday stay-over fare.  The cost comparison must take into account the airfare savings compared to the additional cost for lodging, meals and rental car.

Airline Club Memberships

Airline club memberships are the responsibility of the employee. Valparaiso University will not reimburse for membership costs unless related to ongoing University business and approved by the supervisor.

TSA Precheck Fee

TSA Precheck Fee is the responsibility of the employee. Valparaiso University will not reimburse for TSA Precheck Fees.

Frequent Flyer Program

Valparaiso University permits its employees to retain their frequent flyer miles earned on University business travel.

Guest Travel

Valparaiso University will not reimburse the travel costs of a personal guest. It is the responsibility of the employee to document reimbursable business expenses and to keep a record of such expenses apart from those incurred by the guest.

Business Guest Travel

From time to time, the University hosts individuals or groups for a variety of reasons. The individual or group is encouraged to make travel arrangements through the University’s approved travel agencies. The hosting department is responsible for purchase requisitions and/or expense reimbursement requests.

Number of Employees on Same Flight

The President, Provost and Vice President for Finance and Administration of Valparaiso University are not permitted to travel on the same flight.

Contact Information

Anthony Travel

(group travel arrangements)
219.631.7080