Comparison Airfare Guide
WHEN a Comparison Airfare is Required
- A traveler combines personal time with a business trip.
- Personal time is defined as arriving earlier or departing later than reasonable for the business purpose of a trip. If there is a business justification for arriving early or departing later than reasonable, this should be documented and approved prior to travel.
WHY a Comparison Airfare is Required
The University of Washington is a publicly funded institute and is required to ensure that tax payer dollars are used economically and only for state business.
Comparison – PRIOR to Trip
- Traveler will search, print and retain a comparison airfare at time of booking. A comparison airfare shows what flight the traveler would have taken if they did not include personal time.
- Comparison airfare must show the cabin class, travel date, and travel time.
- One way flight comparisons are allowed as long as each leg has an itemized cost. If purchasing a roundtrip flight (and each leg does not show an itemized dollar amount), the comparison airfare should be a roundtrip flight.
- If another traveler from UW is taking the same trip with no personal time, their travel itinerary can be used as the comparison airfare.
- If booking with a travel agent, the agent can provide a comparison airfare for documentation.
Alternative Comparison Airfare Procedures – AFTER Trip
- These procedures should only be used if a comparison was not obtained at time of purchase.
- Ensure the comparison airfare utilizes dates as far in advance as the tickets were booked.
- One way flight comparisons are allowed as long as each leg has an itemized cost. If a roundtrip flight was originally purchased (and each leg does not show an itemized dollar amount), the comparison airfare should be a roundtrip flight.
- UW will reimburse the lower between actual cost or comparison airfare.
AFTER Travel
- Include the following in the reimbursement packet:
- The printed copy of the comparison airfare itinerary.
- The actual airfare ticket that included the personal portion.
- UW will reimburse the lower between actual cost or comparison airfare.