Job prospects generally are better in regional and low-cost carriers than in major airlines, where competition for many jobs is keen; a unique benefit—free or reduced-fare transportation for airline employees and their immediate families—attracts many jobseekers.
Employees traveling on official business should obtain airfares that result in the lowest cost to the Institute consistent with their scheduling requirements.
These special rates can only be accessed via the web booking tool, Concur, or by contacting Travel Incorporated at The special contract rates may be used by employees traveling on official state business.
Independent contractors and non-employee students, guests, and visitors may use the contract if they are traveling on Institute business. Restrictions on Class Business Class airfare using state funds or other fund types unless specifically restrictedis only permissible in accordance with state policy for international and U.
First Class travel is only permitted, if approved, in the following circumstances: There is no other space available on the needed flight supporting documentation from a travel agency must be included with the travel reimbursement request. It is the responsibility of institution officials to obtain necessary medical certifications for any employee that requires special air travel arrangements due to a medical condition.
Information should also be obtained specifying the expected length of time such condition would have an impact on travel needs.
Supporting documentation must be retained within the department. The Commissioner of Public Safety certifies that specific air travel arrangements are necessary for security reasons. Airline Frequent Flyer Programs Traveling employees may retain frequent flyer program benefits.
However, participation in these programs must not influence flight selection which would result in incremental cost to the Institute beyond the lowest available airfare, as defined in this policy.
Georgia Tech will allow the use of state funds for international flights where the portion of the flight that is non-stop exceeds 10 hours. Pre-trip approval for the additional expense is required via the Travel Authority. This does not include any time spent between flights during a connection.
GTRI is required to adhere to Federal Travel Regulations which prohibit Business class airfares for trips less than 14 hrs, Please consult your unit Business Officer to determine if your project or funds source will allow business class travel.
Detail regarding the anticipated flight length should be included in the detailed description field on the TA. Written approval from the sponsor should be included when submitting the expense report. GT Foundation Business class airfare for international flights that are pre-approved by the appropriate unit officer in accordance with Georgia Tech travel authorization policy may be processed through the Institute Accounts Payable from Foundation funds available to the school or department.
Direct billing is available through Travel Incorporated. GTRC Business class airfare for international flights that are pre-approved by the appropriate unit officer in accordance with Georgia Tech travel authorization policy may be processed directly through the Institute Accounts Payable using GTRC sponsored projects that specially permit the use of business class airfare for international travel.
Awards sponsored by federal or state entities or pass through funds from these entities rarely permit travel expenses that are not in accordance with institutional policy and therefore cannot be used to support this type of expense. The expense report should be used for reimbursement with appropriate receipts and signed approvals.
Airfare can be direct billed to the Institute through the existing program with Travel Incorporated. Requests to be reimbursed prior to the trip must include the following documentation: Direct Billing of Airfare for Employees The Institute has entered into an agreement with Travel Incorporated to arrange for the prepayment of air travel for faculty and staff.
Travelers may also utilize the web booking tool, Concur, to direct bill airfare. Approval to direct bill must be obtained prior to ordering any airline ticket, either through Travel Incorporated or Concur.
Contact Travel Incorporated by phone at or by fax at Approval to travel must be obtained prior to ordering any airline ticket. Refunds Refunds for airline tickets must not be accepted by employees unless they have personally paid for the tickets.
Refunds for tickets issued by Travel Incorporated and charged to the Institute must be refunded directly to Georgia Tech by Travel Incorporated via the direct bill. A credit will be applied to the original project used to purchase the ticket. AP will deposit the funds back into the appropriate project.
Private Aircraft The use of aircraft owned, rented, or operated by a traveler on Institute business is strongly discouraged. If it is determined that the use of this type of aircraft is advantageous to the Institute, an explanation must be noted in the comments section of the expense report.
The use of private aircraft is subject to prior approval by the Dean, Director, or Department Head and must be specifically noted on the Travel Authorization Form.
Transportation expenses for the use of private aircraft will be at the mileage reimbursement rate determined by the U. New rates are not applied based solely on GSA updates.
Lodging and meal expenses en route will not be reimbursed if the expenses are a direct result of the decision to take a personal aircraft, rather than commercial aircraft. Additionally, baggage fees, change fees, etc.
Fly America Act All federally funded travel must comply with the U. The Fly America Act mandates the use of U. This includes United States federal employees, their dependents, consultant, contractors, and others.It is the responsibility of institution officials to obtain necessary medical certifications for any employee that requires special air travel arrangements due to a medical condition.
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