Airline Upgrade Purchase Request Form

Airline Upgrade Purchase Request Form

Airfare purchased may not exceed the cost of the lowest logical airfare. The State of Texas and UT Austin allow six (6) exceptions for the purchase of First, Business, or Premium class of service or upgraded paid seat type. An exception must me made for each new reservation prior to the trip being purchased.

Requestor Name and Title*

Requestor Email*

The email provided will be notified once the request is approved.

CSU*

Please select your CSU from the drop down menu.

Select

Department*

Please provide your department name.

Traveler Name*

Please provide the traveler name as displayed in their travel profile or on the airline ticket.

Request for Travel Authorization (RTA)

An approved RTA is required.

Domestic or International

Select

Airline

Please provide the name of the airline if your trip is in process. If you do not have the name of the airline, then type in N/A.

Final Destination*

Please provide the name or airport city code. If the final destination is international, include the city and country or the airport city code.

Outbound Date*

What day will you depart for the trip?

Return Departure Date*

What day will you depart the final destination to return home?

Airfare Comparison

Please provide the cost of the lowest logical fare compared to the upgraded fare type you are seeking an exception for. *not required but we may ask for this information if not provided at time of submission

If you have additional comments to support this request, you can enter that here.

Exception Request Type*

What class of service or type of seat upgrade are you seeking an exception for?

First Class

Business Class

Premium Class

Premium Economy or upgraded seat type

EXCEPTION REASONS*

The 6 exceptions are allowable with TMS approval under the following conditions:

Traveler health issue must be requested for each trip and a letter from the doctor must be dated within the last year and uploaded with the submission. This option is only available for state and institutional funds.
If it is the only seat available, a justified business reason must be documented. This option is only available for state and institutional funds.
If it is the lowest available fare, TMS will seek documentation from Anthony Travel. If purchasing on your own, written documentation with screenshots will be required for back up. This options is only available for state and institutional funds.
If there is a fully executed contract or written agreement with the university allowing it, a copy of the documentation must be provided with your submission. This option is only available for institutional funds.
If a non-UT entity will reimburse fully for the airfare, written documentation must be provided with your submission. This option is only available for institutional funds.
If research grant allows it, a copy of the applicable section of the grant must be provided with your submission. This option is specific to grant accounts only.

Please read above requirements prior to making your submission:

Traveler has a health issue documented by a doctor.

It is the only seat available on the flight, and the traveler must be on that flight.

It is the lowest available airfare.

The traveler has a fully executed contract or written agreement with the university.

A non-UT entity will reimburse the department for the airfare.

Research grant allows it.

None of the above-further review required.

Health Issue Selection*

By checking this box, you understand that a doctor's letter must be submitted. If you have a letter on file with TMS due to an ongoing condition, it must be renewed annually. This allowable exception is only applicable with state and institutional fund accounts.

Doctor Note Update*

Please let us know if you will submit a doctor's note or if you already have one on file. Please note that doctor's note kept on file are valid for one year only. TMS may ask for a renewal after one year.

A doctor note will be submitted with this request.

A doctor note is already on file with TMS.

Contract/Written Agreement or Grant Documentation*

By checking this box, I agree to provide the section of the contract/written agreement that allows for the upgraded fare type and understand that the written agreement must be provided to TMS with each request. I acknowledge that this request is for institutional fund accounts only.

File Upload

Drag and drop files here or

Non-UT Entity Reimbursement Validation*

By checking this box, I agree to provide the written documentation from the non-UT entity advising they are fully reimbursing the applicable airfare and that this is on an institutional fund account.

Research Grant Validation*

By checking this box, I agree to provide a copy of the applicable section of the grant with this submission and will be using a grant account for this exception request.

None of the above-Need further review

**Complete only when None of the Above is selected.

Provide justification in detail as the the nature of the upgrade request since it doesn't fit the current exception criteria. TMS will review and send to the appropriate approver for further review.

Airfare validation*

If booking airfare with Anthony Travel, TMS will request documentation from the travel agent for documentation. If booking airfare on your own, you must submit a screenshot to support the selection and upload it with this submission.

Airfare will be booked by Anthony Travel.

Airfare will be booked on my own.

Submit for Approval*

Please check the email address below. Once you submit, the TMS staff will review and respond within 24hours with your approval. The approval email will be sent to the requestor and provided to the travel agency. Please maintain a copy of your approval email when received. It will need to be submitted with your supporting voucher documents after trip when submitting for other travel reimbursements.

tms@austin.utexas.edu

Send me a copy of my responses

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