I. Purpose
The following guidelines are designed toguide you through the procedures for purchasing study abroad airfare. The cost of airfare for students and program leaders should be similar.
II. Evaluating Costs
Approximately three months before the start of the study abroad program, the study abroad advisor will use web search to determine the price range of roundtrip airfare from a major airport (typically Houston, Austin or Dallas) to the destination for the program dates. Program leader(s) should discuss any special circumstances (see section V) known at this time. With all this information, the advisor and program leader will work together to determine a budget and select from the following options.
III. Student options
The students’ international airfare is not included in the program cost, so students purchase their tickets individually. In most cases, group reservations can be secured, but students will purchase the tickets individually.
OPTION #1: Students purchase airfare on their own with instructions to arrive at a specific location on specified date/time. Students are responsible for making sure they arrive at the appropriate place on time. The study abroad advisor, in coordination with the faculty leader, can provide recommended flights if some students wish to travel together. Students provide a copy of final itinerary to the program advisor through the study abroad portal.
OPTION #2: If the program has more than 10 students traveling on the same itinerary, the study abroad advisor can set up a group reservation through a travel agency. The advisor provides the travel agent’s contact information to students who pay for their tickets directly through the agency. Students who want a different itineraryshould work with the study abroad advisor and travel agent to plan a separate itinerary. Specific rules on group flights vary by airline, so information on purchasing deadlines, minimum number of tickets, and available deviations is not known until flights are selected.
Regardless of the option chosen above, the program leader may choose to fly with the students or meet them at a specific destination.
NOTE: In-country flights may be purchased for the group as part of the study abroad program fee. Consult with your study abroad advisor if you have this need.
IV. Program Leader options
Please note that the faculty are expected to have completed their travel request through Concur before the airfare is purchased.
The program budget includes an economy class ticket for each of the program leaders identified on an approved program proposal. This cost is based on the advisor’s web search with consideration of a student group flight (if one exists) and reasonable considerations such as layovers and the program itinerary.
OPTION #1 (preferred): The study abroad advisor will work with the faculty member to confirm a ticket on the group flight or identify a flight that corresponds to the program dates and locations within the budgeted amount. Once the flights are agreed upon, the Study Abroad Programs Office confirms and pays for the ticket directly.
OPTION #2: Program leadersmay purchase the ticket using their TAMU department travel card. The cost of the ticket should be discussed with the study abroad liaison beforemaking the purchase to ensure the charge is within the limits of the program’s budget. The cost of the airfare (up to the budgeted amount) will be transferred to the study abroad program account within Concur. A copy of the airline ticketshould be emailed to the study abroad advisor when purchased to facilitate the payment reconciliation in Concur.
OPTION #3: Program leaders may purchase the ticket with a personal credit card and be reimbursed for the cost (up to the budgeted amount) following return from the program. A copy of the airline ticketand credit card statement (as proof of payment for reimbursement) should be emailed to the study abroad advisor when purchased.
An allowance of up to $200 per program leader will be providedfor the cost of round trip transportation to a major airport (typically Houston, Austin or Dallas) in Texas. This allowance should easily cover the cost of Groundshuttle or one-way rental cars and fuel. Your study abroad advisor can help arrange for a one way car rental to the airport.
V. Special Circumstances
Every reasonable consideration will be made to accommodate special requests when purchasing airline tickets; remember that any additional costs are borne by the students on the program. Some examples of special requests include: faculty departing for the program from a different location than Texas, faculty extending their stay in country for other university business, research, or personal activities, and medical accommodations. Please discuss these circumstances with your program advisor IN ADVANCE of making any purchases.
Please understand that any additional costs above the budgeted amount that are not directly related to the study abroad program cannot be borne by student fees and should be covered by other departmental or personal funds.
Medical conditions resulting in additional costs to the program should be documented in an email or memo from the academic department to the Study Abroad Programs Office. A sample can be provided upon request.
Other Applicable TAMU Rules: 25.02.01.M1 Foreign Travel / 26.02.99.M1.01
Procedures for Field Trip Fee Approval and Collection
These internal guidelines will be re-evaluated each year and revised as needed and appropriate. Suggestions or items for consideration should be sent to Jane Flaherty, Director, Study Abroad Programs Office, at .
C:\Users\eweers\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\SZXDRH1V\Faculty Airfare Guidelines 2013 - ew comments.docx Page 1 of 2