PAS TRAVEL GUIDELINES

The PAS Meeting attempts to keep travel costs as low as possible and uses Egencia to book all travel reservations for supported speakers. Your airline reservations must be secured through Egencia as directed below; they will be billed directly to PAS.

PAS TRAVEL INSTRUCTIONS

All supported speakers will be emailed a personalized link to book their flight. If you do not have an Egencia account through PAS, please contact Michelle Kravanek at michelle.kravanek@pasmeeting.org. If you received an email detailing information needed to open an account, please complete and return it as soon as possible.

Egencia is instructed to make available to you the lowest standard economy airfare, which may not include your preferred air carrier. The PAS Program Office has secured payment for your reservations, so there will be no need for reimbursement.

Standard economy travel arrangements must be secured through Egencia no less than 30 days prior to the start of the PAS Meeting. PAS Meeting reserves the right not to pay for self-purchased tickets.

A ticket purchased with less than a 30-day advance will be the responsibility of the individual.

Request for Tickets other than standard economy requires prior PAS Program Office approval; arrangements will be made to reimburse PAS for the difference in fare.

Changes to Airline Tickets:  Any changes made to a non-refundable ticket must be done prior to the departure date. The ticket holder is responsible for any service fees and/or applicable fare difference between the original and new ticket resulting from changes made to the initial reservation.

Cancellation of Airline Tickets: If a non-refundable airline ticket is cancelled, a new reservation must be made prior to the original departure date, with any applicable service fees paid at that time. Be sure to contact Egencia to make the new reservation.

AIRLINE ANCILLARY FEES

Checked Luggage: The airline fee associated with a single checked bag is reimbursable. The cost of a second checked bag, as well as fees for overweight or oversize checked luggage, is not reimbursable unless approved in advance based on the unique circumstances of the trip.

Preferred Seating: Many carriers now offer coach class seating options in preferred sections of the cabin that require an additional fee beyond the cost of the fare. These fees are not reimbursable unless there are no seats available on the required flight for which no additional fee is required.

Priority Boarding: These fees allow the passenger to board earlier than would be the case per the normal gate procedures of the airline. They can be offered during the check-in process or as part of a higher fare category. These fees are not reimbursable in any circumstance.

Trip Insurance: These fees are not reimbursable.

Additional Mileage Accrual: These fees allow the passenger to earn additional frequent flyer miles beyond what would normally be gained for a given flight. These charges are not reimbursable in any circumstance.

Day of Departure Flight Change: In many cases airlines now charge a fee for a confirmed change to any earlier flight to the same destination on the day of departure, even when done at the airport. Travelers are encouraged to work with airline gate personnel in this situation to avoid these charges.  These fees are not reimbursable unless an explanation showing the business necessity of the earlier flight is submitted with the expense report.

Airport Club Lounge Access and On-Board Amenities: (food, refreshments, and Wi-Fi) may be included as part of the incidental expenses.  Max for incidental expenses is $250 per PAS Speaker Support Policies.

Unable to attend PAS Meeting, After Airline Ticket Booked: The ticket now belongs to the individual for his/her future personal use. Individual must reimburse PAS for the cost of the airline ticket.

Train, Car, and Ground Transportation: When in lieu of airfare, train tickets or personal vehicle driving expenses (mileage and parking) are reimbursable but may not exceed the least expensive airfare. Mileage is reimbursed at the prevailing IRS mileage rate, and drivers are expected to carry the appropriate levels of automobile insurance.  Transportation such as taxi, ride services (Uber, Lyft), public transit, private sedan, limousine, or car services between the airport/hotel and the meeting venue are eligible under incidental reimbursement per PAS Speaker Support Policies.

Mileage reimbursement is available for travel to/from your home airport. A printout from mapping software that shows starting/ending addresses and total miles traveled is required as the “receipt.” Mileage reimbursement for trips other than to/from the destination or home airport (unless in lieu of airfare) are not reimbursable.