Air or Train Travel Booked by the Traveler
Travelers are often able to secure lower airfares on their own than the contract agent can provide. In these cases, reimbursement for the airfare can be made after the trip has taken place. A justification must be furnished showing that there is a cost savings as compared to the Business Travel Account (BTA) price.
To ensure that they are getting the best price for their airfare, travelers should research various methods of securing similarly scheduled airline tickets to ascertain reasonable rates before contacting one of the contract travel agents.
An important note for employees booking air travel: Employees often ask to be reimbursed from a bill/invoice. Unfortunately, this does not provide proof of payment, or proof that the travel actually took place. In order to be reimbursed for air or train travel expense, the traveler must turn in a receipt of payment showing a zero outstanding balance or the amount of payment made along with the passenger’s portion of the airline or train ticket or an e-ticket. A word of caution: It can be difficult to obtain a receipt from the online ticketing service.
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