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. In addition, limited travel advance monies are also available.

Air Travel

It is expected that economy/coach class airfare be used. For international flights that are longer than six hours, business class may be purchased. First class airfares are not permissible.

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 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 discounts are available to all University of Pittsburgh employees for business and personal use.

Domestic: Be certain to decline all optional rental insurance offered by the car rental company. Optional insurance charges are not reimbursable. Fill up the fuel tank before returning the rental vehicle. Rental company fuel costs are exorbitant.

International: Travelers renting or leasing vehicles for University business in any country other than the United States, Canada, the territories and possessions of the United States, and Puerto Rico are to Purchase insurance offered by the rental or lease agent in that country.

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.

If you rent a vehicle for University business and are involved in an accident, you must report within 24-48 hours via the Office of Risk Management on-line vehicle accident report form.

 

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