Friends, Food, and Festivity!

Dear Campus Community,

As a result of the government shutdown, the FAA has determined that it will begin reducing air traffic at select airports. Airlines will phase in the cuts at the direction of the FAA, eliminating 4% of flights at 40 airports as of today and working up to 10%, BWI is one of those airports. 

Many community members have reached out to Business Services to ask, if they make other travel arrangements, due to the disruption in air service, will this be reimbursed even though this may not be the least expensive mode of transportation?

The circumstances causing our community members to choose alternate, and in many cases more expensive, modes of transportation are beyond our control.  As you are making your alternate plans, be assured that as long as your Division leadership approves the changes and the increase in expense, we will support you in getting them reimbursed.

The leadership team will continue to monitor travel expenses during this period of uncertainty and disruption.  If the increased cost of travel becomes unsustainable, additional guidance and/or restrictions may be necessary.

We would advise you to consider:

• Is the travel necessary, although not preferred, can the business purpose be accomplished from campus?
• Can the business purpose be postponed? 
• Has the business meeting or event schedule changed due to the travel disruptions?
• Does the cost/benefit of the travel still make sense?

Here are some FAQ's to guide you as you consider alternate travel arrangements:

• Do I need to get a new pre approval if I change my mode of transportation?

If time permits it would be best practice to get a new pre approval. However, in many cases time is of the essence and processing a new pre approval may not be practical.  In these cases, we advise that the traveler send an email to their approver advising them of the change and the additional cost, prior to booking.  A simple one word "approved" email response, will be sufficient as a pre approval.

•  Can I upgrade my seating if it's the only option available to me in order to facilitate my travel?

If upgrades that would normally be outside of policy are the only options available, discuss it with your travel approver and make sure they are aware of the financial impact.  Follow the above guidance regarding preapprovals in this case.

• What if I'm away from campus trying to get home and I can't reasonably contact my approver?

If you are away from campus and trying to get home, feel confident that we are going to support your efforts to get home.  If you booked your travel through Altour our travel management partner, we suggest you contact them and they can assist you in your alternate arrangements.  Phone: 800-333-2115

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