Handling a Travel Expense - Air Class

The Air Class of an airline ticket significantly impacts whether the ticket is allowed for purchase when using Duke funds and those associated with federal sponsors. When processing any airline ticket, users must provide the air class. Based on the class and the funding source (Duke funds, federal funds, or other sponsored funds), additional documentation may be required.

Kristin Coombs
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7 steps
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24 seconds

Click [here](https://duke.hosted.panopto.com/Panopto/Pages/Viewer.aspx?id=f3798c05-2287-4d53-a5b0-b1b7013cc5b5) to watch this 3-minute and 3-second video demonstrating handling a travel expense -air class.

Working in a Travel expense report, in an **Expense**, an exception message appears\ for the airfare expense type indicating the Air Class is necessary. Select the box\ next to the expense and select **Edit** to open the **Expense Details**.

Selecting Coach/Economy Airfare - Example 1

In **Expense Details**, ensure all required fields (red exclamation mark and red asterisk) are complete. Select the appropriate **AirClass**. If Coach/Economy is selected, no additional approvals/information is required. Select **Save Expense**. Continue working with the expense report and attach the receipt as necessary.

Selecting Business Class Airfare OR First Class Airfare - Example 2

In **Expense Details**, ensure all required fields (red exclamation mark and red asterisk) are complete. Select the appropriate **Air Class**. If Business Class or First Class is selected, additional information is required, and a new box is displayed. In the **Federal Funds Used** field, select **Yes** or **No** based on the funding source used for this expense. If the funding source is federal, a new box displays. In the **Sponsor/Agency approval obtained, Documentation attached** field, select **Yes** or **No** to indicate if Duke received sponsor approval. If federal funds are not used, Duke policy requires management center approval.

Review this important information regarding approvals for business class travel. - Sponsor approval ***is required*** and ***must be attached*** to the expense report for a travel class other than coach/economy. - If sponsor approval is attached, management center approval is not necessary. - Management center approval is required for all non-federal funds or Duke funds per Duke policy. - If a user indicates federal funds are not being used and they are included in the report (at the expense or header level), an error message requiring correction displays.

Select **Add Receipt** or drag and drop files to attach the appropriate documentation to the expense (sponsor approval documentation, management center approval, as appropriate) and receipt(s).

Once all information is entered, ensure all required documentation is attached in\ the receipt section including the receipt supporting the expense, select **Save\ Expense**.

Continue working through each expense, paying attention to icons and exception messages, providing details, and attaching receipts, as required.

Please keep the following in mind when working with airfare: - Duke’s travel policy allows Coach/Economy rates for airline tickets for Domestic Travel and prohibits first or business class airfare. Any exceptions must receive prior management center approval, which must be attached to the expense report. For International Travel, economy and business class airfare is allowed. First Class travel is not permitted. Any exceptions must receive prior management center approval, which must be attached to the expense report. Please refer to Duke’s policies for Domestic and International Travel. - Travel paid for by federal funds is subject to federal sponsor guidance. Non-federally sponsored funds are subject to sponsor guidance, and appropriate documentation should always be attached. - Department and funding source approvers are responsible for thoroughly reviewing expense reports and ensuring the appropriate documentation is attached. When using sponsored funds, approvers should validate the expense meets allowability, allocability, and reasonableness requirements for the sponsored projects included in the report. Exceptions to sponsor policy or guidance must have prior approval from the sponsor. Sponsor approvals must be attached to the expense report. - If a user selects “No federal funds are being used” in the Federal Funds Used box, but the expense report includes a federal funding source in the allocation or the header record, Concur triggers an audit rule. Users must indicate that the report includes federal funds before completing the expense report.

Visit [concur.duke.edu/trainingfor](http://concur.duke.edu/trainingfor) a library of Quick Reference Guides and other\ resources.