Travel via Flight  

Airfare Booking and Reimbursement Guidelines

Employees are expected to obtain the lowest available airfare that reasonably accommodates their schedule, destination, and personal safety.

  • Flight Search Documentation: Please retain a copy of your flight search, including cost comparisons, and attach it to your expense report for reimbursement purposes.
  • Booking Method: It is recommended to book flights directly through the airline. While the use of a travel agent is acceptable, third-party booking websites (e.g., Expedia, Travelocity, Orbitz) are discouraged.
  • Baggage Fees: Reimbursement is allowed for one checked bag for both departing and returning flights.
  • Fare Class: Only economy or main cabin airfare will be reimbursed.
  • Booking Timeline: In accordance with the State Travel Policy, airfare may not be booked more than 30 days prior to the travel date.
    • To request an exception, submit a business justification for early booking to travel@valdosta.edu
  • Advance Reimbursement: Airfare expenses may be reimbursed prior to the date of travel.
    • If travel is canceled after reimbursement, the full cost of the airfare must be refunded to Valdosta State University (VSU).
  • Airport: Valdosta Airport is considered the home airport for those departing from Valdosta. Flights from this airport are approved. 
    • When researching flights departing from nearby airports, please consider the additional costs of mileage, parking, etc. and how these expenses affect the total cost of travel.