- Air travel, hotel reservations, and car rentals for domestic travel are no longer required to be made using the UT Contracted travel agencies or Concur
- However, TMS recommends travelers book their travel through a travel agent or Concur to take advantage of the many benefits a professional travel agency can provide
- For international travel, the prohibition on university-sanctioned travel for business or study has been extended through December 31, 2021. International travel exceptions will be processed by deans or vice presidents and by Texas Global.
You can book airplane flights any of the following ways:
- Use the Concur online booking tool. You must register before using this online reservation tool.
- Submit a reservation request form to one of the university’s contracted travel agencies
- Contact one of the university’s contracted travel agencies and enjoy the benefits a professional travel agency can provide, including 24-hour support.
- Other online travel reservation systems do not allow the university to direct billed and require documentation for reimbursement: For online booking, Concur provides the best value to the university.
The state and UT System have contracts with certain airlines that give travelers reduced fees, discounts and refunds. The following information explains the difference between buying state-contract airfares and non-state-contract airfares.
Note: Southwest Airlines is a UT non-exclusive primary preferred airline.
View State of Texas Contract Airfares
Economy vs. First / Business-Class
The standard rule is that all airfare purchases must be economy class, but there are a few exceptions. For information about these exceptions, see the First / Business Class Approval Request.
State Contract Airfares
- View State of Texas contract airfares and rules on the Texas Comptroller’s website.
- Available only through Concur and the university’s contracted travel agencies
- Fully refundable and some non-refundable fares available
- Changes allowed after ticketing with no airline change fee
- Most contracted flights are currently offered on either American Airlines or Jet Blue
- These fares are not available to the public and are not for personal use
Airline Published Airfares
- Available to the general public
- Each airline sets its own rules for refundable and non-refundable tickets (i.e., ticketing deadlines, change fees, how unused funds can be reused, etc.)
- The majority of airlines do not allow the transfer of unused funds to another traveler — this makes it very risky to purchase non-refundable airline airfares for prospective employees and official visitors
- Many airfares require reservations to be ticketed within 24 hours
- Available only through Internet travel websites
- The university’s contracted travel agencies cannot assist with problems
- Cannot be direct billed and requires documentation for reimbursement
- Travelers using online tools other than Concur should include the following statement on their purchase invoice submitted to the Accounting and Financial Management for reimbursement: Online selection is the best value as consistent with institutional priorities.