Planning & Administration

Comparison Airfare Guide

WHEN a Comparison Airfare is Required

  • A traveler combines personal time with a business trip.
  • Personal time is defined as arriving earlier or departing later than reasonable for the business purpose of a trip.  If there is a business justification for arriving early or departing later than reasonable, this should be documented and approved prior to travel.

WHY a Comparison Airfare is Required

The University of Washington is a publicly funded institute and is required to ensure that tax payer dollars are used economically and only for state business.

Comparison – PRIOR to Trip

  • Traveler will search, print and retain a comparison airfare at time of booking.  A comparison airfare shows what flight the traveler would have taken if they did not include personal time.
    • Comparison airfare must show the cabin class, travel date, and travel time.
    • One way flight comparisons are allowed as long as each leg has an itemized cost.  If purchasing a roundtrip flight (and each leg does not show an itemized dollar amount), the comparison airfare should be a roundtrip flight.
  • If another traveler from UW is taking the same trip with no personal time, their travel itinerary can be used as the comparison airfare.
  • If booking with a travel agent, the agent can provide a comparison airfare for documentation.

Alternative Comparison Airfare Procedures – AFTER Trip

  • These procedures should only be used if a comparison was not obtained at time of purchase.
  • Ensure the comparison airfare utilizes dates as far in advance as the tickets were booked.
  • One way flight comparisons are allowed as long as each leg has an itemized cost. If a roundtrip flight was originally purchased (and each leg does not show an itemized dollar amount), the comparison airfare should be a roundtrip flight.
  • UW will reimburse the lower between actual cost or comparison airfare.

AFTER Travel

  • Include the following in the reimbursement packet:
    • The printed copy of the comparison airfare itinerary.
    • The actual airfare ticket that included the personal portion.
  • UW will reimburse the lower between actual cost or comparison airfare.