Employee home

Home

Air Travel

AIR TRAVEL PROCEDURES

There are two options when requesting airline tickets:

  • Reimbursement – The traveler schedules the flight and pays their own airfare. The traveler requests reimbursement on their travel form after the trip is complete. Click here for further out-of-state travel reimbursement information
  • Pre-payment – Request approval on the GSCC Travel Request Form for pre-paid airfare and then request a purchase order for airfare with the travel vendor, Al-Bo Travel. Send approved PO, invoice, and a copy of the approved request form to AP for processing when ready.

NOTE:  A GSCC Travel Request Form must be completed and approved before travel purchase orders are requested and travel takes place. Employees or students traveling without approval are not reimbursed for expenses incurred during travel.

AIR TRAVEL PURCHASE ORDER PROCEDURE

  1. If possible, at least two (2) months before the travel date, the traveler should request pre-paid travel approval. To obtain an estimate of airfare, an inquiry call should be placed to a travel agency or airline. Please be aware that airline ticket prices are cheaper further from the date of departure, so estimates should be received and inflated for the GSCC Travel Request Form.
  2. AL-BO is listed on the College’s vendor file as vendor number A01351184 and can be contacted at (256) 891-0888. AL-BO will notify the traveler immediately should the ticket price change after receiving a quote. (AL-BO is the only travel agency that will accept a purchase order and payment after the flight is complete.) AL-BO requires payment within 30 days from the purchase order approval date.
  3. Once the approved GSCC Travel Request Form is received, a purchase requisition can be entered. The following steps should be followed:
    1. The traveler should once again call the travel agency or airline for current ticket prices to be used on the request for a purchase order.  The vendor should NOT print/create tickets until they receive an approved PO.
    2. The traveler forwards the approved travel request form to Purchasing.
    3. A purchase requisition is entered for airfare with travel vendor, Al-Bo Travel. Include the following information:
      • traveler’s name(s)
      • time & date of the flight(s), depart and return
      • flight number (s)
      • price of the flight
  4. Once the PO is approved, the travel agency or airline receives the approved purchase order and generates the tickets. The traveler receives the ticket information via email.
  5. The approved PO, invoice, and a copy of the approved request form are sent to AP for payment processing when ready.
  6. Upon the traveler’s return from the trip, the traveler is to forward to the Accounts Payable Office a boarding pass showing flight information or some document showing the flight did take place.