Domestic Air Travel 

The standard domestic or North American airline accommodation is coach class utilizing special fares on nonstop and connecting flights.  If you choose to use first class you will need to obtain documentation of coach fare vs. first class and pay for the difference with your personal funds.

Travel reservations should be made as far in advance of the required departure date as possible to take advantage of discount airfares.  This usually requires booking 7 to 14 days in advance.  The more flexible your schedule, the easier it is for you to find the lowest fare. 

Participation in frequent flyer programs is encouraged.  All incentives are for your benefit and use.

International Air Travel

The standard accommodation on transoceanic flights is “lowest coach available fare.”  Airfare costs in excess of the lowest available commercial discount airfare are not allowable except when it causes undue hardship (i.e. physical limitations, scheduling challenges, etc.).  Allow adequate time to arrange the most cost effective airfare for your international destination.

The College’s Travel Insurance carrier does not provide coverage in “war risk” countries.  Risk Management should be contacted to verify that the country in which you are traveling is afforded coverage.

International SOS Program

Carleton recognizes that in this rapidly changing world, you may have apprehension about travel, security, and health. It is for these reasons that the College has contracted for international travel assistance and evacuation services from a company called International SOS.

An International SOS Assistance card for travel assistance and evacuation services is available from the Risk Manager in the Business Office.  Please obtain the insurance card before you leave on a foreign business related trip.  Ideally, prior to departure from the U.S., you should log on to the SOS site to create your personal on-line account with emergency contact information.  International SOS services are available at any time anywhere in the world and range from telephone advice and referrals to full-scale evacuation by air ambulance.

While traveling, individuals should continue to use their personal medical insurance.  In an emergency, if International SOS handles payment in order to expedite treatment, reimbursement arrangements will need to be made upon return to the US.  Whenever possible, request receipts for medical services received.

Surface Transportation Used in Lieu of Air Travel

Occasionally, you may choose to use your personal vehicle in lieu of air travel for a trip.  You are eligible for reimbursement up to the amount of the flight quote along with related costs such as expected travel to and from the airport, etc. 

Reimbursement documentation should include a coach flight quote from at least two weeks in advance of travel to estimate the flight cost.  Additional expense incurred as a result of driving (i.e. lodging, meals, parking, ect.) may not be eligible fore reimbursement.  The Use of Personal Vehicles form found on the Business Office website will help you document your travel decision.

If you choose to use your personal vehicle, your personal auto insurance would cover you in the event of an accident.

Travel Extended to Save Costs

Additional expenses associated with travel extended to save costs, e.g., a Saturday night stay for domestic travel, may be reimbursed when the cost of airfare would be less than the cost of airfare had the traveler not extended the trip.  Such expenses, which include lodging, car rental, and mileage, shall not exceed the amount the College would have paid had the traveler not extended the trip.   Please provide a worksheet showing the airfare with and without the Saturday night stay and the hotel/meal costs for the additional days to document the savings.  You can use the Extended Travel form found on the Business Office website to help you document your travel decision.

Airport Parking

Carleton employees can take advantage of discounted parking rates with EZ Air. EZ Air has a minimum requirement of three parking stays per month to stay active in our
corporate discount program.

EZ Air Park Location & Directions

Our corporate rate is $1.00 per day off our regular rate or currently $10.00 per 24 hour day and $60.00 per week (7th day is free). When our employees use the services, they only need to show the cashier upon checkout, their Carleton ID badge, or submit a business card or show some other proof of employment to get the discounted rate. Employees can take advantage of the EZ Air frequent parker program. They will stamp a card for each paid day of parking. Once the card is full with 10 stamps it can be turned in for a free day the next time they travel. Employees can use this discounted rate for business travel or for personal travel.

EZ Air is open 24 hours a day, 7 days a week, including holidays. EZ Air suggests arriving about 20-25 minutes before you want to be at the airport. Shuttles run every 5-10 minutes and it is an 8-12 minute ride to the airport.