Travel Services (TRA)
POLICY 14
Effective Date: 03/01/1998
Last Modified Date: 07/16/1998
General Information
Airline travel clubs provide business equipment and facilities which allow University employees an efficient and effective means to conduct business while in travel status. The need for a membership should be carefully reviewed by the traveler's supervisor to determine that the University's interests are best served by providing work facilities for an individual employee at an airline travel club.
Funding Source
Memberships may be paid from institutional trust funds and special funds if the exclusive purpose is to conduct University business, in accordance with departmental policy, and if consistent with the purpose of the trust or special fund. Membership dues for University employees for airline travel clubs for business purposes are permitted under the following conditions:
- The purpose of the membership is to obtain access to computer facilities, fax machines, desk space, or telephones to conduct University business while in travel status.
- If frequent flyer miles are an allowable method of payment of dues, then "miles" obtained from an individual's business travel must be used to fund the membership dues.
- Each membership term cannot exceed one year unless a longer term is deemed more cost effective.
- Documentation submitted with the on-line Check Request payment form must include a description from the airline of the services provided along with the terms and conditions of the membership for preaudit purposes to ensure that the membership arrangement is consistent with other University policies.
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