OFFICE OF INTRAMURAL, RECREATION, AND SPORT CLUBS

SPORT CLUB TRAVEL AIR LINES

Airline Tickets (for students, guest instructors, or teams)

Univeristy Purchase Tickets

Group Ticket Purchase

Personal Purchase Tickets

Contact the Assistant Chair, Intramural, Recreation, Sport Clubs for contact arrangements. Clubs are to work through the Sport Club Office to contract these services. You do not have the authorization to purchase tickets through this resources.

Certification of Travel Expenses
According to University Financial Policy 1202 regarding Travel, travel expenses must be certified as university business related expenses by the individual who is being reimbursed for the expenses. This certification requirement may be satisfied in several ways.

The University's designated travel agency (now American Express) at 888/332-4642. (Rosenbluth charges a transaction fee.) For airline discounts.

Procedures to Buy Airline Ticket

1. Sport Clubs may go on line to find flights that they choose to take to their destination
2. Sport Clubs must get the following information to the sports club office:
   Dates of travel
   Destination and Return
   Flight number(s)
   Name(s) of traveler(s)
3. Complete a special event profile form for each passenger. The Special Event Profile process should be used only for visitors, students and group travel whose tickets will be paid by the University.
4. Complete Expense Request Form and attach all documents.

Note: If you are advance purchasing Airline Tickets and hotel through the designated travel agent, please make both arrangements on your travel request, Expense Report - this is cheaper purchased together.

Student or Visitor Travel Confirmation: University's preferred travel agency issues tickets for the flight information provided by the traveler and emails an itinerary to the traveler.

Group or Team Travel

1. A Sport Club should designate a travel coordinator of the event to coordinate the ticketing process internally with the Sport Club office.
2. Persons attending the event whose tickets will be paid by the University are to be named within SECTION II on the profile.
3. A single Special Event Profile form should be used for each individual event.
4. Complete the Special Event Profile and forward to the Assistant Chair Intramural, Recreation, Sport Clubs..
5. At the department's discretion, the assigned travel coordinator may make all ticket reservations or each individual traveler may call directly.

Unused Tickets
Unused airline tickets or flight coupons have cash value to the University. Please do not discard or destroy any unused tickets. Unused tickets should be returned to the Sport Club Office, Rm 141.

1. Unused tickets that were issued by the University's preferred travel agency fall into four categories:
2. Changes in travel dates. If your trip is canceled but rescheduled for a future date, every effort will be made to use the original ticket. An airline imposed change/cancel fee may be assessed if the original ticket was purchased as a non-refundable ticket.
3. Voids. Tickets issued during the current week and returned in their entirety (completely unused) during the same week are considered voids. These will be processed as a no sale (no debit issued to a traveler's credit card or University account).
4. Refunds. Tickets not issued in the current week or any partially used ticket requires the issuance of a credit to the travelers / University account. Depending on the timing sequence it may take between 60 to 90 days before the credit appears on a billing statement. While tickets may state 'non-refundable', it is critical to contact the University's preferred travel agency for an accurate determination of the ticket's value. In many cases, the value of wholly unused tickets may be reapplied to the cost of future travel itineraries less any airline-imposed service processing fee and agency transaction fee.
5. Re-issue of non-refundable tickets. The University's preferred travel agency will use best efforts to exchange non-refundable tickets towards the value of new travel itineraries in accordance with the airline's rules and restrictions. When available, the University's preferred travel agency will apply the remaining value of any wholly, unused, non-refundable ticket (less any airline imposed change/cancel fee and agency transaction fee) toward the same traveler's new itinerary.
6. Because airline tickets are non-transferable, the University's preferred travel agency will use best effort to obtain a credit waiver in the amount of the original ticket (less any imposed change/cancel fee) from the validating carrier to be used by another University traveler of the same department.

Lost, Change, or Cancel Tickets
Immediately report any lost or stolen tickets, flight coupons, and request for change or cancellation of tickets to the Assistant Chair, Intramural, Recreation, Sport Clubs. All airline fees relative to changes on non-refundable tickets may apply.

Purchasing Tickets on your own with personal credit card
Clubs may choose this option but may only be reimbursed. See Reimbursement procedures.

Questions or comments?
Contact the University of Chicago Office of Intramural, Recreation, Sports Clubs.