Booking your flight

AIR TRAVEL Policy

Faculty leading freestanding programs should consult with the customized programs team prior to booking travel with the university travel agent, Anthony Travel or through Travel OnLion for travel to their program location.

Guidance on Booking Faculty Flights

• At this time, Penn State employees are not permitted to purchase airfare on personal credit cards; program leaders must with the EA customized programs team (EAcustomized@psu.edu) prior to coordinating their flights. In so doing, Education Abroad can directly pay for the flight and assure that it follows University and EA policies for travel. The program leader should not pay ‘out of pocket’ for the flight expense, which cannot be reimbursed until travel is complete, and in the case of unexpected cancelations, may not be refundable or reimbursable.

• Wait for an email from the customized programs team explaining the booking process. For summer programs, this email is typically sent in late February, immediately after the program commitment deadline for students, after the number of students are confirmed and the program is confirmed to run.

• The customized programs team does not arrange student group flights.

• Program leader flights should be booked to match the official program dates, with an agreed upon buffer of a maximum of four extra days (i.e., two days early for preparation and two days extra at the end for program wrap-up).

• Flight should be booked to depart from and return to your campus’ closest airport.

• Any deviation from the official program dates (+ max. 4 days) and/or your campus’ closest airport must be requested and approved by the EA customized programs team, and a flight comparison must be obtained from Anthony Travel on the same day as the booking.

• Any personal travel being undertaken before or after the program dates is at the faculty leader’s own expense and the difference in price, if any, (and applicable taxes for personal travel) will be charged to the program leader via the University financial reconciliation process.

• Anthony Travel agents are not able to pull itineraries with personal travel to compare different routes. Agents will assist in booking airfare that includes personal travel, as long as they are provided the exact itinerary desired.

• All program leader travel is expected to be by economy-class, and it is expected that leaders will book the most economical ticket with a reasonable travel schedule so as to reduce the financial burden on students. Sometimes, a medical concern or disability may warrant a different seating arrangement for a program leader. We remain committed to supporting all program leaders, and will work with you in advance of ticket purchase should you require special seating accommodations.