Airfare Reimbursement Details

  • Standard economy class fare is recommended as the baseline. This applies to all travel (domestic or international, or any combination thereof) regardless of the purpose or fund source.
  • Please note: seat selection fees, and airfare insurance (regardless of class of travel) are not reimbursable.
  • When a traveler prefers to use a higher class than the one authorized for reimbursement, the traveler must pay the incremental cost of the airfare. A documented cost comparison must be attached to the Travel Authorization and Expense Report, and this cost comparison must be saved at the time of booking the airfare, as rates cannot be pulled once travel dates have passed. The most economical route is what will be reimbursed.
  • Please note: Southwest Airlines is in the process of updating their fare types and you may notice different options. “Basic” is the most economical fare category and is what will be reimbursed through flights on January 26, 2026.
  • If travelers choose to book upgraded fare types such as “Choice”, the traveler is responsible for saving a cost comparison at the time of booking and claiming the amount for “Basic” rather than “Choice”.
  • If “Basic” is unavailable at time of booking and “Choice” must be selected, the traveler is responsible for saving documentation at time of booking proving that “Basic” was not an option for their flight route on their dates of travel, and in that case “Choice” fare may be reimbursed.