Prepaid Airfare for Employees
Module: Accounts Payable
Business Process #: AP - 3
Purpose of Process: To request a purchase and prepayment of an employee airline ticket that has been ticketed through a travel agency.
| Step | Individual | Activity |
| 1 | Traveler | Employee has an approved travel authorization. |
| 2 | Traveler | Employee contacts travel agency to begin process of selecting appropriate flight. |
| 3 | Traveler | Once appropriate flight is determined, traveling employee faxes approved travel authorization to local travel agency. |
| 4 | Travel Agency | Once approved travel authorization is received by the travel agency, the ticket is issued. |
| 5 | Travel Agency | Sends any necessary itinerary and receipts to employee directly once ticket is issued. |
| 6 | Traveler | Employee should make note of invoice/prepayment amount. This amount will need to be entered on expense report as a prepaid amount at the completion of the travel. |
| 7 | Travel Agency | Sends to Accounts Payable invoice and copy of travel authorization as proof of authorization for ticket. |
| 8 | Accounts Payable |
Receives invoice and copy of travel authorization. (NOTE: Travel Authorizations will be reviewed for appropriateness and approval authority. The Office of the Controller may seek additional clarification as required and take corrective action as necessary.) |
| 9 | Accounts Payable | Enters voucher to issue check to vendor for airline tickets. |
| 10 | Traveler | Must enter an expense type for a prepaid airline ticket on Expense Report when report is submitted for payment of other expenses. Employee should record actual amount as invoiced on airfare itinerary/invoice. Employee should submit a copy of this itinerary/invoice with expense report documentation. |
The travel authorization must contain the following information in order for the travel agency to issue a ticket:
• Date – this is the date the form is completed and should not exceed the date of the travel.
• Division/Department – the UWG department for which the traveler resides or department that will provide funding for the travel.
• Full Traveler Name – name of the traveler to whom the ticket should be issued.
• Employee/Student ID – Identification number of the individual travelling.
• Depart Date – Date the individual is on travel status for the university.
• Return Date – Date the individual is to return is no longer on travel status.
• City – destination for the purpose of the travel authorization.
• State - destination for the purpose of the travel authorization.
• Country – Required for foreign travel - destination for the purpose of the travel authorization.
• Travel Purpose – Reason to incur the travel expense.
• Estimated Cost Airfare or other common carrier – Represents a maximum price to be allowed for the cost of the transportation.
• Fund/Dept Id/ Program/Class/Project – account for UWG from which will charge will reside.
• Approving Official – The name and signature of the individual approving the use of funds. The traveler and the approving official can not be the same individual.
• Director, Sponsored Projects – Required in the event the PROJECT field is completed.
