Airline Billing Account

The Airline Billing Account is available to any and all individuals who are traveling on behalf of the university as long as a Travel Authorization is completed and returned to the Travel Services office in a timely manner. A completed Travel Authorization is one that is signed and embossed by the department's Transaction Authorization Card (TAC) holder, a business purpose for the trip is stated and a 26 digit account number is provided for payment purposes.

The Travel Authorization form authorizes a traveler's airline ticket be charged to an Airline Billing Account that resides at Penn's preferred agencies. On a monthly basis, these charges are journaled directly back to the department's 26 digit accounting string, thus eliminating the traveler having to incur the expense and get reimbursed.

Step One: How to Make the Reservation

1. Call one of the Penn preferred agencies
2. Identify yourself and provide them with your school or center name or 3 digit number
3. Supply the traveler's name, dates, times, destinations, hotel and car requirements
4. Provide the University 26-digit account number (if known at that time) to which the expense will be charged
5. Provide the name and fax number of the Budget Administrator (or TAC holder) who will be reviewing and approving this charge
6. Make a note of the agency you used and the counselor's name

Step Two: How to Get the Reservation Approved for Central Billing Purposes

Once the reservation is completed, the agent will fax the Travel Authorization along with a copy of the itinerary/invoice to the name of the Transaction Authorization Card (TAC) holder that has been provided by the person making the reservation.

Step Three: Receiving the Travel Authorization back in a timely manner for ticketing purposes.

The Transaction Authorization Card (TAC) holder will:

1. Review the reservation and the account number
2. Add the 26 digit account number if it is missing
3. Sign it and emboss it, and
4. Fax the form back to the agency handling the reservation.

Failure to return the Travel Authorization form in a timely manner may result in a higher fare.

Guidelines for Travel Authorizations

• Any business office receiving a Travel Authorization must return it ASAP. Fares are not guaranteed until ticketed.
• Travel Authorizations must reach the agencies by 4:00PM each day to be considered "received" on that day.
• The agencies rely on the information provided by the person making the reservation as to who is the correct Transaction Authorization Card (TAC) holder. If this information is incorrect and the authorization is delayed, any higher fare remains the responsibility of the department.
• Any business office that receives a Travel Authorization in error should contact the agency right away.
• Travel Authorizations faxed back to the  agencies must be signed, embossed and contain a 26-digit account number.

With regard to business class internationally and first class domestically, Travel Policy 2355 states:

Business or first class travel will not be reimbursed or allowed on the airline billing account unless approved by the head of the school or center (or their designated representative).