Airline Tickets:

Purchasing Tickets

Using State of Colorado Approved Travel Agencies:

Flight Authorization numbers are required and can be requested with an approved travel request form for confirming flights

  1. Obtain a quote from one of the above approved State of Colorado travel agencies.
  2. Complete the Travel Request form. Include the airfare in the transportation cost. All approving signatures and budget codes will be required before a flight authorization number will be given out.
  3. Submit the completed Travel Request with attached training/conference details and copy of the flight itinerary to the Travel Compliance officer, in the Finance/Accounting Dept. located in Richardson Hall, 3rd Floor, Room 3-307.

Once you have been given a Flight Authorization number, confirm the reservation with the travel agency, with this number.

Internet Airfare Purchases

Travelers may purchase using a personal credit card. However, the expense cannot be reimbursed until after the trip is completed. An itemized receipt or proof of payment must be attached to the expense report.

All travel shall be completed using the most economical means available to satisfactorily accomplish university business. It is the expectation that travelers/arrangers will book coach or economy class, unless an allowable exception exists and has been documented with the department. Upgrades (including extended leg-room upgrades) and Business/First Class travel are considered exceptions and are allowable, with justification, for the reasons listed below.
The following exceptions must be approved and documented within the department prior to ticket issuance. In addition, the department must email a copy of the certified statement (medical waiver) to the Travel Office.

  • Accommodation is required for a disability/special need. Medical disability must be certified annually in a written statement by a competent medical authority. If the disability is a lifelong condition, then a one-time certification statement is allowed.
  • Upgraded ticket is the same price or less than the available coach class ticket.
  • Upgraded tickets produce overall cost savings by avoiding additional lodging/other expenses, or by avoiding loss in business productivity time while awaiting coach class accommodations or due to restrictions of coach class accommodations.
  • Note: Seat assignment fees for coach or economy class seats, when required to ensure a seat on the plane, require only verbal department approval if up to $50 (one-way). If such fees are over $50 (one-way), approval must be documented within the department. Premium add-on costs on airline tickets are not allowed, unless pre-approval is received.

Fly America Act

Airfare paid with federal funds must comply with the Fly America Act.
The international pre-approval process ensures that the University can consistently and thoroughly assess the risks and benefits of international trips with regards to the safety of University travelers.
For information about the destination country (including travel warnings), passport information, and more, see the US Department of State Travel site.

Travel by non-employees:

  • Non-Adams State employee travelers are generally search candidates, guest speakers or other individuals who are not Adams State employees and are not being paid as independent contractors.
  • The department is encouraged to book airfare online OR work directly with the State of Colorado approved Travel Management Services with a prior approved Travel Request. Upon the conclusion of the trip, non-employee expense reimbursement is requested. These charges are governed by the same rules that apply to employee travel-related expenses. The department is encouraged to take advantage of State contract airfares and work with approved travel agencies, however, non-employees can make their own travel arrangements.
  • Non-employee travel expenses must be covered through a Purchase Requisition associated with the scope of work. The same travel policies and procedures for Adams State employees must be followed.