Alternate Travel Vendors
The University encourages business travelers to use UK Travel for their travel arrangements; however, they may choose to use an Alternate Travel Vendor instead. An alternate vendor is any vendor other than AAA Corporate Travel Services on-campus, Trip Manager (UK's online booking tool), Avant Travel, or the Travel Authority (i.e., Expedia, Travelocity, Orbitz, airline Web sites). When a ticket is purchased through alternate vendor, documentation from Trip Manager™ is required to substantiate that a favorable airfare was received from the alternate vendor.
- Payment Options - Business airline tickets arranged through an alternate travel vendor must be purchased with a personal credit card (expenses reimbursed through a Travel Voucher after travel is completed). Business hotel (room & tax) and rental car charges for arrangements made through an alternate travel vendor may be paid for: (1) with the University Procurement Card, or (2) with a personal credit card (expenses reimbursed through a Travel Voucher after travel is completed).
- Cost Comparison from Trip Manager™ - To substantiate that a favorable airline ticket price was received from an alternate travel vendor, a cost comparison from UK's online reservation system, Trip Manager™, must also be submitted with the Travel Voucher. The cost comparison from Trip Manager™ must show a listing of airfares for the same dates of travel, the same travel destinations, and the same approximate times of departure as shown on the ticket purchased from the alternate travel vendor. The cost comparison must be the first page of available schedules from Trip Manager, and must be printed on the same day as the ticket is purchased from an alternate travel vendor. You may need to make a printer adjustment to allow a date stamp and page number to appear on the cost comparison.
- Alternate Travel Agency/Web Site Fees - To be determined by selected agency; however, reimbursement will be limited to the lead agency’s (AAA) fees as follows: $30 for domestic electronic airline ticket, $40 for international electronic airline ticket (paper ticket fees are slightly higher).