Appendix A: Air Travel
1. Preferred travel partners.
a. Harvard strongly encourages travelers to book airline tickets through one of Harvard’s preferred travel
agencies and to use our preferred airlines where possible.
To learn more about Harvard’s travel agency
partners and exclusive travel discounts, visit the Harvard Travel Services website,
at http://www.travel.harvard.edu/cgi-bin/travel/booking/index.php
.
b. US Airways Shuttle Program – USAirways Shuttle travel - The most cost effective way to purchase your
shuttle tickets is through the ShuttlePro program. This is the only time you are encouraged to go outside
of our preferred travel agencies. The ShuttlePro program allows you to purchase your tickets at a
USAirways Shuttle kiosk at the discounted Harvard fare. In order to participate in this program you must
register. For directions, go
to: http://www.travel.harvard.edu/travel/documents/ShuttleProRegistrationInstructionR1.pdf
2. Fare guidelines
a. Generally, travelers are expected to book the lowest-priced, non-stop airfare available. First class air
travel is not allowed. Business class, where offered on a three-cabin flight, is acceptable in limited
circumstances when the non-stop flight time exceeds six hours. Under extenuating circumstances, such as
documented medical reasons, business class or first class service may be reimbursable where it is normally
prohibited, provided the expense is approved by the traveler’s Financial Dean.
Duration of single non-stop flight is
six (6) hours or less
Duration of single non-stop flight
is more than six (6) hours
Domestic Air Travel inside the
contiguous 48 United States
Lowest-priced non-stop economy
class airfare only
Lowest-priced non-stop economy
class airfare only
Air Travel Involving Canada, Mexico,
Alaska, Hawaii, or U.S. Territories
and Possessions when flying to,
from, or within these locations
Lowest-priced non-stop economy
class airfare only
business class (where offered on
a three-cabin flight), if permitted
by local policy and budget
International Air Travel with
destination and/or origin
outside the United States and its
territories and possessions
If charged to federal funds: lowest-
priced non-stop economy class
airfare
If charged to other funds: Lowest-
priced non-stop business class
Lowest -priced non-stop business-
class, (where offered on a three-
cabin flight) if permitted by local
policy, budget, and sponsor (if
charged to sponsored funds)
b. Ticket upgrades: Some airlines charge fees for preferred seating and similar options. Where necessary
and permitted by local policies and budget, reasonable costs for these items are reimbursable. However,
these costs cannot be charged to federally sponsored awards. In these cases, other University funds must
be used for reimbursement.
c. Airline frequent flyer programs
i. Free tickets: Harvard CANNOT reimburse travelers for tickets purchased with frequent-flyer
miles. Monetary compensation provided to an employee in exchange for a free ticket is
considered additional income. Harvard will reimburse fees associated with issuing a frequent-
flyer ticket, such as taxes and agency or airlines services fees. Travelers must always select the
lowest-priced flight available regardless of personal frequent-flyer memberships.
ii. Upgrades: travelers may use personal, frequent-flyer-program miles to upgrade tickets provided
there is no additional cost to the University. Note all free upgrades on the expense-
reimbursement report to avoid confusion when auditing.
iii. Airline policies: Harvard travelers are expected to observe airline policies regarding booking of
flights, including restrictions on purchase of a roundtrip ticket for one-way travel.
3. Federal funding restrictions. Federal regulations require Harvard travelers using federal funds to travel on
U.S. Flag Carriers domestically, when departing from the U.S. and where available abroad, even if less costly
Travel Policy – Appendix A Page 1 of 3