NMSU Senior VP for Admin and Finance E&E – Travel Enhancement Project 1 Travel Enhancement Project Proposed Airfare Changes – Summary Note: Travel expenses reimbursed by externally sponsored awards (grants or contracts) may be subject to more restrictive reimbursement regulations. In such cases, a traveler’s unit may use unrestricted funds to reimburse the traveler for the difference 1. Airfare Cost, including earning and using incentives (such as frequent flyer miles) Current process: The lowest-priced flight available that meets the business need and does not provide any “cash-like value incentives” to the traveler should be selected (BPM). Proposed process: The University will pay the cost of commercial airline travel, including luggage fees, at the lowest available rate that meets the business need. Travelers may always upgrade accommodations at their personal expense. All incentives earned by the individual while on business may be retained by the traveler. However, the method and routing of travel must not be arranged solely to take advantage of such incentives. The use of incentives for University business is not reimbursable by the University, as these are not actual out-of-pocket expenses incurred by the traveler (similar to UNM). 2. Payment - Allow purchase of airline tickets with the NMSU Procurement Card (PCard) in addition to the reimbursement process Current process: Employees may opt to purchase tickets for air travel in one of two ways: 1) By taking advantage of credit arrangements established with local travel agencies. The employee must furnish a valid NMSU index and the agency bills NMSU for the travel cost; or 2) By utilizing personal funds to pay for the flight and submitting a reimbursement request. Proposed process: Allowing the use of PCard for the purchase of air travel has the following benefits: In cases where an employee is not able to incur an out-of-pocket expense or where departmental policy is that a direct charge be done, flights can be booked by travelers directly. Employees will not incur an out-of-pocket expense and have to wait for reimbursement when traveling on behalf of NMSU Eliminates the use of approved travel agency services for direct charges. This will reduce the amount of money spent on travel agent fees, reduce the reconciliation effort required by utilizing an intermediary for payment, and increase financial controls.