Faculty Handbook

Airline reservations

Study abroad program leaders may book and direct-bill their airfare to the Office of Study Abroad any time prior to departure through Passageways Travel (formerly Spartan Travel), Anderson Travel, or STA Travel.  It is your responsibility to schedule your own flight arrangements, which should be done as early as possible. 

You may view and purchase airfares from Expedia, Orbitz, Travelocity, Southwest Airlines, and other airline Web sites via MSU’s cluster agencies accessible through MSU’s Travel Web site at www.ctlr.msu.edu/COTravel/.   You can direct bill business-related airline tickets booked through these Web sites and search virtually all options by going to only one Web site.  Using either Anderson’s or Passageway’s Web site reduces the fee and still provides 24-hour travel agency support which is not available when booking directly through the various Web sites. 

When booking your flight, please note you are allowed up to three days more than the actual program dates for set-up and breakdown.  These days may fall before and/or after the program and must be included in the program budget.  If you plan to add non-program-related travel onto your flight, OSA will reimburse you for the estimated cost of only the program-related roundtrip ticket.  Due to our large volume, OSA must rely on program leaders to show judiciary responsibility.  Even if your initial itinerary is approved by OSA, you cannot use program fund for personal travel.  If your non-program travel is approved by another unit, we will share the cost.

Should you choose not to direct bill, you may receive a travel advance at any time that will reimburse you for only your airfare, as long as you have attended an Emergency Preparedness Seminar.  Please contact Belinda Singleton (singlet6@msu.edu) once you have proof of payment if you would like to be reimbursed prior to your normal travel advance (see below).

In all cases, the passenger receipt and paid invoice statement from the travel agency must be submitted when program expenses are reconciled after your return to campus. It is wise to keep boarding passes, and if you check in electronically at the airport ticket counter or through your computer, request a receipt.