Airfare, How to Pay

Payment method:

The preferred method for purchasing airline tickets is to use a University-issued Purchasing Card (P-card).
Other allowable methods include:

  • Direct bill to AAA of the Carolinas
  • Submit a Travel Reimbursement and Expense Report form

Note: Refer to University Policy 601.8, “Appropriate Use of University Funds” to confirm if this is a permissible use of funds for your area.

Rationale and other considerations:

The cost of commercial airline tickets (coach rate) is allowable when purchased for the purpose of traveling on University business. Because the P-card allows for an improved approval and prepayment process, it is the preferred purchasing method for buying airline tickets.

If the employee is combining business and personal activities in the same trip, only the expense related to the business portion of the trip is allowable. Please refer to the University Travel Manual for additional information.

How to do it:

  1. Complete a Travel Authorization form and obtain supervisor approval (additional special fund approval may be required, such as Grants & Contracts Administration or Treasury Services).
  2. Upon approval of the Travel Authorization form, the traveler or their designee may then purchase their airline tickets (coach rate) using a P-card. When using the P-card for travel expenses, follow the guidelines and processes identified in the Travel Manual (link provided below).
Policies Procedures Forms/Links Training and Reference Materials
University Policy 602.7, Travel Authorization and Reimbursement

OSBM Budget Manual (Refer to Section 5 for Travel Policies)
IRS Travel, Entertainment, Gift, and Car Expenses Publication (Publication 463)

University Policy 601.8, Appropriate Use of University Funds

Purchasing Card Manual

Travel Manual

Travel Forms Package

Know Before You Go: General Guide for Travelers

Expense Account Codes

Contact for additional questions:

Email the travel inbox at, or refer to the list of contacts on the Disbursements-Travel webpage.

Last Updated: November 10, 2014