PAP.3.4.010 Airline Travel

Employees are required to exercise the same care in incurring expenses that a prudent person would exercise if traveling on personal business when making official travel arrangements, and therefore, should consider the least expensive class of travel that meets their needs.

(a) Coach-class shall be used while on business travel consistent with Section PAP.3.1.080.

(b) Coach-class Seating Upgrades are not considered a new or higher class of accommodation since seating is still in the coach cabin. However, the use of these upgraded/preferred coach seating options is generally a traveler's personal choice and therefore is generally deemed to be at the traveler's personal expense. The supervisor of the traveler may in a permissible exercise of authority authorize and reimburse the additional seat choice fee in reasonable circumstances.

(c) First-class and Business-Class may be used only when specifically authorized/approved if the following applies:

(1) No coach-class accommodations are reasonably available. "Reasonably available" means available on an airline that is scheduled to leave within 24 hours of your proposed departure time, or scheduled to arrive within 24 hours of your proposed arrival time;

(2) When use of other than coach-class is necessary to accommodate a medical disability or other special need;

(3) Where the scheduled flight time, including stopovers and change of planes, is in excess of 14 hours;

(4) The use results in an overall cost savings to Tribe by avoiding additional subsistence costs, overtime, or lost productive time while awaiting coach-class accommodations.

(5) Medical conditions may require consideration for the employee who is directed to travel.

(6) Frequent Flyer Miles:

(A) Employees shall retain all benefits from frequent flyer mile programs.

(7) Compensation from Airline for voluntarily vacating seat and rescheduling:

(A) Employees may retain compensation provided by an airline for voluntarily vacating their seat and rescheduling to a later flight as long as it does not interfere with performing their official duties.

(B) Additional expenses incurred as a result of voluntarily vacating seat and rescheduling will not be reimbursed by the Tribe.

(C) If voluntarily vacating seat and rescheduling delays your travel during work hours, the Tribe will charge you for annual leave for the additional hours.

(8) Luggage:

(A) The Tribe will advance or reimburse for luggage fees, and similar expenses, documented through receipt; provided expense is consistent with Section PAP.3.1.080.

(B) Employees shall pack luggage to avoid overweight luggage fees and multiple and excess luggage fees.

(C) Consistent with Section PAP.3.1.080, the Tribe will generally only advance or reimburse for one checked bag if travel is for a duration that is less than one week. Tribe may advance or reimburse for more than one checked bag if approved by Program/Department Director.