Business Travel
How to Buy
The University of Pittsburgh has a list of approved travel agents who offer a full range of travel services. Through these agencies you can purchase airfares, make hotel and car rental reservations, and plan group travel.
Travelers may use any credit card they choose to pay for travel services received and seek reimbursement when the journey is complete. Diners Club and PNC Visa travel credit cards are available to all full-time faculty and staff who choose to apply for them. In addition, limited travel advance monies are also available.
Air Travel
When traveling on University business, travel policy directs you to purchase airfares through an approved travel agent using a Business Travel Request . The travel agent will accept the Business Travel Request as payment and the agent will bill the University for the airfare you purchased.
It is expected that economy/coach class airfare be used on flights with a duration of six hours or less. For flights that are longer than six hours, business class may be purchased. First class airfares are not permissible.
Web Fares
On the rare occasion when airfares offered through an airline’s Web site are less expensive than the fares offered by a travel agent, it is possible for you to be reimbursed for the Web site airfare, but only if the Web fare is less than the agent’s airfare. In order to receive reimbursement, the traveler must attach an original ticket receipt to their Travel and Business Expense Report (an electronic version of this form is available on FormFlow) when it is submitted to Payment Processing (CL 3000) as well as a memo addressed to Payment Processing briefly stating the fare quoted by the travel agent and the Web fare purchased. In addition, the reimbursement can only take place after the journey is complete.
Lodging/Hotels
When overnight accommodations are required, limit your room selection to a standard single room. Make hotel reservations through a University approved travel agent whenever practically possible. The travel agents offer hotel discounts that are only available when making reservations through the travel agencies. If you must contact the hotel directly, it is advisable to take advantage of hotel discounts offered to the University.
Travelers are to pay for their lodging expenses upon check-out and request reimbursement by submitting a Travel and Business Expense Report (an electronic version of this form is available on FormFlow) through Payment Processing (CL 3000). An original receipt provided by the hotel must be attached to the expense report.
Pittsburgh Hotels
A select group of Pittsburgh hotels offer discounts to the University and have agreed to bill the University when requested to do so.
Hotel Chains
When contacting a hotel directly, it is advisable to take advantage of discounts offered to the University.
Car Rentals
Choose midsized cars when renting a vehicle for University business unless three or more people are traveling—in which case a larger vehicle may be necessary. Car rental reservations should be made through a University approved travel agent.
Be certain to decline all optional rental insurance offered by the car rental company. Optional insurance charges are not reimbursable unless you are directed by the Office of Risk Management to accept the optional rental insurance, e.g., rentals originating in foreign areas (contact the Office of Risk Management for guidance). Fill up the fuel tank before returning the rental vehicle. Rental company fuel costs are exorbitant.
University Rental Fleet
If your business trip originates in Pittsburgh, use a University fleet vehicle instead of renting from a commercial rental company or using your personal vehicle.
Car rental discounts are available to all University of Pittsburgh employees for business and personal use.
If you rent a vehicle for University business and are involved in an accident, contact the Office of Risk Management (412-624-0621) immediately.