Buying Airfare Out-of-Pocket

You can book a flight and pay for it out of your own pocket. This applies to buying from airlines directly or using aggregate websites such as Orbitz, Expedia, Kayak, etc.

However, there are a few things to be aware of in order for your booking to qualify. Please pay attention to the following rules in order to ensure you will get reimbursed.

Airfare Purchasing Rules

1. You must wait until AFTER your trip is over to be reimbursed. If this will be an issue or present a financial burden to you, please use the central billing option instead.
   
   

2. You MUST have proof of purchase (a detailed receipt with proof of the card you used to pay).

   1. Receipts must have a minimum amount of detail on them: (1) flight route, (2) total cost, (3) fare class - must be economy, (4) proof of payment, (5) method of payment

   2. See Receipts for more information on (4) and (5) above.
      
      

3. UT will only reimburse an Economy-class ticket; no add-ons or upgrades!

   1. The only exception is Southwest Airline’s Early-Bird Check-in; that is reimbursable.
      
      

4.  If you check any baggage, UT will only reimburse 1 checked bag. They will not reimburse excess baggage charges for personal belongings.

   1. If you have more than one checked bag due to checking equipment/research-related items which are vital to your business purpose, we will need an explanation to request an exemption.
      
      

5. Extra fees for Flight Protection, Cancellation Plans, or other similar add-ons are NOT reimbursable.
   
   

6. Travel insurance is only reimbursable when mandatory (It is only mandatory for students who will be traveling internationally.) In all other cases, travel insurance is not reimbursable.

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