10-11: Air travel

Effective: January 15, 2024
Revised: October 21, 2025
Approved by: Van Christensen
References: Utah Code 63A-3-107, Administrative Code R25-7.

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Purpose

This policy outlines conditions for booking commercial airfare and changing reservations. It outlines reimbursement guidelines for TSA PreCheck fees and explains that loyalty points and vouchers or credits related to involuntary changes belong to the traveler. This policy also explains that flight reservations for the state plane must be made through the Division of Aeronautics.

Travelers must follow this policy even if the travel costs are reimbursable by the federal government or another organization.

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Definitions

Concur – Software used by the state to manage travel, reimbursements, and p-card transactions.

Designee – The person who has written permission from the executive director to act on their behalf.

Executive director – The executive leader of an agency.

Lodge card – A state-operated account that is designated for the purchase of airfare and State Travel Office booking fees.

Reimbursement – Money paid to compensate travelers for money spent while traveling on official business.

Reimbursement request – The general term for requesting payment for travel expenses. In Concur, the state’s travel software, travelers add their expenses to a report. Travelers who can’t use Concur use form FI 51: Travel reimbursement request.

Traveler – Any person traveling on official state business for an agency or political subdivision. This definition includes employees, non-employees, board members, elected officials, vendors, volunteers, grant recipients, and award beneficiaries. 

Travel request – The general term for asking permission to travel for state business. In Concur, the state’s travel software, travelers add their expected expenses to a request. Travelers who can’t use Concur use form FI 5: Travel request.

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Policy

A – Travelers must book airfare through Concur or the State Travel Office

1 – Travelers must book commercial airfare through the contracted travel agency by using the booking tool in Concur or the State Travel Office.

2 – Travelers must book flights from contracted airlines that are labeled as a preferred vendor unless:

• the airline can’t meet the business needs of the traveler; or
• another airline has a lower fare.

3 – Travelers must book economy or main cabin fares.

4 – Travelers should take a connecting flight instead of a non-stop flight if:

• the cost savings are $300 or more; and
• the connecting flight adds less than 2 hours to the total flight time.

5 – Travelers should make reservations at least 21 days in advance to obtain the lowest possible fares.

6 – Travelers may stay at their destination over a weekend if it reduces the total cost of the trip. For example, the airfare savings are more than the cost of lodging and meals for the additional days.

7 – Travelers should book refundable fares if plans are likely to change or be canceled.

8 – Travelers should book non-refundable fares if:

• the trip dates and times are fixed and there is a low probability of a change in plans; or
• travelers fly frequently and there is a high probability the unused funds will be used for future travel within the expiration period.

B – Travelers must use the lodge card

1 – All airline tickets and booking fees must be charged to the lodge card.

C – Travelers may change flight reservations

1 – Travelers may change commercial flight reservations if the change is:

• approved in writing by the division director or agency equivalent of the division director; and
• made through the Concur or State Travel Office.

1a – The traveler must explain why the change is necessary.

1b – The traveler must attach evidence of the approval to their reimbursement request.

2 – If a change fee is $75 or less, a traveler can change a flight the day of departure without getting approval or contacting the State Travel Office. 

3 – Travelers must not voluntarily change flights when flights are overbooked due to potential issues with risk management.

D – Reimbursement for air travel expenses

1 –  Even though travelers are not reimbursed for airfare, they must attach the flight itinerary that documents the airfare costs to their reimbursement request in Concur to reconcile the lodge card expense. 

1a – Travelers may reconcile these expenses within 60 days of the trip end date or purchase date. 

2 – Travelers may be reimbursed for:

• mileage driving to and from the airport (see travel policy 10-9-D);
• airport parking (see travel policy 10-14-A2);
• airplane Wi-Fi;
• baggage fees; and
• TSA precheck fees.

2a – TSA precheck fees must be approved by the executive director or designee.

3 – Travelers who choose to book flights for state business using their own reward points, personal credits, or personal vouchers instead of the lodge card are not reimbursed the cost of the flight.

4 – Travelers are not reimbursed for priority seating or seat upgrade charges, except for rare circumstances.

4a – A request for priority seating or a seat upgrade must be approved in writing by the executive director or designee before the traveler departs. In the request, the traveler must explain why the seat upgrade is necessary.

E – Travelers may book the state-owned aircraft 

1 – Travel on a state-owned aircraft is primarily for state officials, state employees, or other individuals conducting state business. 

2 – Travelers must make a reservation for the state plane through the UDOT Division of Aeronautics.

3 – The UDOT Division of Aeronautics bills the agency directly for the use of state-owned aircraft.

F – Flight vouchers, credits, and loyalty programs 

1 – Vouchers and credits given to travelers for involuntary flight changes are considered the property of the traveler.

2 – Loyalty programs like airline frequent flyer programs, which give travelers discounts or incentives are considered the property of the traveler. For example, travelers may earn SkyMiles for airfare purchased by the state.

G – Required documentation must be attached to reimbursement requests 

1 – See travel policy 10-6-C to learn what documents must be attached to the traveler’s reimbursement request.