When traveling domestically to a single destination employees must use the I Travel on-line booking tool to make airline reservations by going to this link http://www.byui.edu/financial-services/travel/i-travel. Additional training about I Travel is available at http://www.byui.edu/financial-services/travel/i-travel/tutorial. When traveling to multiple destinations, internationally, with a group, for university guest reservations, or when traveling with non-university personnel contact the Travel Office to make arrangements. The Church and University have contracts for air that frequently provides the best available pricing. The traveler is responsible to contact the Travel Office to cancel airline reservations made using I Travel.
The traveler is expected to use the lowest available fare that reasonably meets the travel itinerary. If a traveler wants a flight that exceeds the cost of the lowest fare by more than $50, approval from the budget steward or his/her designee will be required by the travel agent. Additional fees will not be paid solely to acquire frequent flier miles for the traveler.
Making reservations requires a Travel Authorization and an account number. These charges are billed directly to BYU-Idaho. The number identifies which trip to charge when costs are paid by the University.
To obtain the best price, plan in advance and try to book tickets 2-3 weeks before the trip. Avoid changes. Changes to an itinerary can be very costly.
If changes need to be made while traveling, call the BYU-Idaho Travel Office. A travel agent will assist you to get the best price on the change. You can contact the Travel Office in an emergency at 208-313-5660. Any unused portion of an airline ticket should be reviewed with the Travel Office to track the unused ticket for future use.
Non-refundable vs. Refundable Tickets
I Travel tickets are non-refunable. Contact the Travel Office if you need a refundable ticket. In many instances, the cost of a refundable ticket can be up to twice the amount of a nonrefundable ticket. Unused tickets may be applied to future travel for a fee. Nonrefundable tickets cannot be returned for a refund. Notify the Travel Office if you have a ticket that is not used.
When arranging airline travel, please keep the following in mind:
- When airline reservations need to be changed, notify the Travel Office as soon as possible - before the original departing flight.
- The Travel Office agents can generally make itinerary changes for a change fee (usually between $100 and $150) when notified before the flight.
- If a flight is missed or the trip is canceled, the cost of the ticket(s) cannot be refunded. Return the ticket(s) to the Travel Office, and a credit toward a future flight will be issued by the airline in the name of the traveler less the change fee.