Supply Chain Management

The cost of airfare should be the lowest available commensurate with the requirements and itinerary of the trip.

NOTE: If you choose to drive to a destination normally traveled to via air, the more economical option will be reimbursed.

AggieExpense

Use whenever possible. Recommended tool for making airline reservations.
All trips purchased through AggieExpense are automatically registered.
The expense will import directly into AggieExpense as a Preferred Booking Program expense for trip expense reporting.
See the online instructions for making airline reservations in AggieExpense.

An online travel booking portal developed for UC travelers to plan and book their travel. ConnexUC offers the Preferred Booking Program (also known as "CTS") for direct billing, reducing out of pocket expenses and providing convenient, flexible options for making reservations online or through a full service travel agent. ConnexUC also allows UC to capture all UC travel expenditures and provides discount rates for airfare, hotel accommodations and car rentals.

ConnexUC is accessed through the Company Notes section of AggieExpense.

Reference the ConnexUC page for more details.

Travel Card

UC Davis employees should apply for a UC Davis Travel Card if they will be incurring travel and/or entertainment expenses on behalf of the UC. Employees with a Travel card must make airline reservations using the AggieExpense Travel Reservation module or a ConnexUC agency, whenever possible. If reservations are made through any other airline or agency, the ticket purchased must adhere to travel policy G-28.

Trips booked outside of AggieExpense must be registered with UC Away.

Personal Credit Card

Although personal funds may be used when purchasing airfare for official University business through AggieExpense, a ConnexUC agency, or through an airline directly, this is not the officially recommended practice. Airfare purchased using personal funds will not be reimbursed until after the trip end date. The use of the university Travel Card is the recommended practice.

Beware of Basic Economy

United, American and Delta have versions of a no-frills, highly restrictive airfare called “Basic Economy.” The average savings are usually just under $20 and since these fares are now available in all domestic U.S. markets, travelers should consider the restrictions carefully before booking. Some Basic Economy restrictions include:

NO option to pick a seat, even for a fee – seats will be assigned at check-in;
NO boarding priority, regardless of airline status or UC perks – “Basic Economy” travelers board last;
NO carry-on bags allowed AND a possible fee of $25 if bag is too big to fit under the seat;
NO flexibility to change or cancel the flight

In order to protect UC travelers, these restrictive tickets are not available in AggieExpense.

Reconciling Airfare in AggieExpense

Airfare should be reconciled within 45 days of the trip's end date.
Paid receipts are required and must show the amount paid, the departure dates, locations, and class of service.
If using the Preferred Booking Program, airfare should be reconciled in advance of the trip.
See the AggieExpense reconciliation report instructions.

Airfare Expense Types

Airfare
Paid receipts are always required.

Airfare is used to reconcile out of pocket and Travel card airline ticket purchase.

Tickets purchased using the Preferred Booking Program account will automatically use expense type: Direct Billing Imported Expense.
Airfare, Additional Fees
1. Baggage - paid receipt is required if over $75
2. Ticket Change Fee - provide a comment, paid receipt is required
3. On Board Internet Access - for business use only
4. Seat Selection/Reservation - provide a comment; paid receipt is required
5. Upgrade - provide a comment and indicate upgrade on airline ticket for proper approvals and exception routing; paid receipt is required
6. Priority Access - provide a comment; paid receipt is required if over $75
7. Other - provide a comment; paid receipt is required if over $75

Refer to the Creating an Expense Report page for further instruction.

Foreign Air Travel

Review our webpage on the Fly America Act prior to booking Foreign airfare.

UC Davis Global Affairs provides travel and security resources for UC Davis travelers. Visit the UC Davis Global Affairs Program site for more information.

NOTE: Travelers leaving California must complete the Travel Insurance Form, unless their travel arrangements have been made through AggieExpense, then the insurance process is automated.

Questions? Email the Help Desk.