Air Travel

The travel agency will be responsible for making your air travel arrangements to ensure that the lowest logical airfare at the time of the reservation is obtained. It is very important that the travel agency chosen by the college is used as the dollars that are captured enable us to negotiate directly with the airlines for better fares. (See the Travel Directory Listing for representative's names and numbers.) Please understand that fares change constantly and the travel agency will endeavor to do what is in the best interest of Guilford College and the individual's travel plans. Reimbursement for all airline reservations will be provided only when the reservations are booked through the travel agency. All travelers are strongly encouraged to plan and book travel reservations as far in advance as possible. There can be significant savings in booking five to seven days in advance. This will enable you to take advantage of many non-advertised, non-restrictive, capacity controlled discounted fares.

Advise the travel consultant if you are attending a seminar, meeting or convention, etc. Special discounts may apply or may be obtained through the event.

In order to capture the most economical fare, travelers should consider arrangements with:

  • One connection per one way trip
  • Up to one hour connecting time with each connection
  • Optional flight times within one hour of either arrival or departure times
  • Alternate airports
  • Restricted tickets
  • Non-premium carriers
  • Saturday night stays

Travel Profile

It is strongly recommended that our frequent travelers complete a travel profile. This form has been designed to customize the reservation process for each traveler and guarantee that traveler's preferences are obtained.

Making Reservations

Reservations for all aspects of travel should be made through the travel agency. (See attached Travel Directory Listing for representative's names and numbers.) This will enable the monthly reports to accurately reflect the entire travel package. These are essential tools in negotiating lowest fares for airfare, discounted hotel and car rental requirements. To make reservations:

  • Contact the travel agency for rate information and flight options.
  • Forward the itinerary to obtain signature approval and Fund, Organization and Account information. Itinerary should be forwarded to the Purchasing Department by fax (316-2947) or hand delivery for a Purchase Order Number. Reservations are only held for 24 hours.
  • The Purchasing Department will submit the finalized paperwork with a PO number to the travel agency for ticketing. The travel agency will not ticket without an authorized Purchase Order Number. Itinerary should be submitted to Purchasing no later than 3:00 PM for same day ticketing. Purchasing will not be responsible for rate changes or cancellations due to rush ticketing.
  • Tickets will be delivered to the Purchasing Department and may be picked up before 4:00 PM. Tickets will be released only to the ticketed person or requisitioner unless advance notification has been made.
  • Tickets requiring delivery off site will be sent Federal Express from the Agency and invoiced to the authorizing departments account.
  • Counter and Electronic tickets are also available. Always review your tickets and itinerary to be certain it is correct.

Non-Refundable Tickets

Some airlines offer a substantial discount for purchasing tickets in advance or staying over a weekend. These non-refundable tickets generally require a Saturday night stay and payment at least seven to fourteen days in advance. This is acceptable if the traveler is willing to spend additional time at the destination and the variance of the hotel, meal, and ground transportation maintains a savings.

If you cancel a flight reservation for a non-refundable airline ticket, the ticket can usually be reissued at a later date for a fee. Return the unused ticket to the Purchasing Department so that it may be returned to the travel agency.

Lost Ticket Processing

In the event a traveler loses or misplaces an airline ticket; the following steps should be taken:

  • Report the loss immediately to the travel agency so that a replacement ticket can be issued.
  • The travel agency will send a Lost Ticket Application (LTA) to be completed and returned.
  • The travel agency will forward the application to the appropriate airline for investigation.

Airlines do not immediately refund lost tickets. It normally takes the airlines 90 to 120 days to determine the status of the ticket. Airlines will charge a fee to process the application. This amount will be deducted from the refund. If the ticket is found, it should be returned to the travel agency as soon as possible.

Seat Assignments

When requesting seat assignments, keep the following in mind:

  • Seats over wings are less susceptible to turbulence.
  • Seats in the tail section of the plane are more susceptible to turbulence.
  • Bulkhead seats provide extra legroom, do not have under seat storage space nor do they offer a good view of the movie screen.
  • Seats in the front of the bulkhead will not recline.
  • Use of exit row seats is restricted to travelers who are physically able to operate the emergency exit doors. Boarding passes for these seats can only be issued by the carrier at the time of gate check-in.
  • Middle seats provide larger under seat storage on some of the aircraft's.
  • Aisle seats provide easy access to overhead storage and to the restrooms; however, persons in these seats are often disturbed by passengers and flight attendants passing by.
  • The seats may not recline in the rows in front of the exit doors.

Airlines reserve the right to change the types of aircraft for any given flight without notice to passengers. Under these circumstances, seat assignments may be void, as seating is different for each type of aircraft. A floor plan of different aircraft is available through the travel agency. Please note that preferred seating, e.g. aisle seats over wings, are very popular requests. The earlier the reservation is made the better the likelihood you will receive you seating preference.

Boarding Passes

Boarding passes are normally issued for all tickets at the time of ticketing unless the reservations are confirmed more than thirty days prior to departure. In this event, the ticket will be delivered at the time of ticketing and the boarding passes will be issued and delivered as soon as permitted.

Overbooking of Flights and Denied Boarding

Airlines often overbook flights to compensate for the pattern of "no-shows". If the flight is overbooked, no one will be denied a seat until airline personnel first ask for volunteers willing to give up their reservation in exchange for payment of the airline's choosing. If there are not enough volunteers, the airlines will deny boarding to other travelers in accordance with its particular boarding priority. Airlines reserve the right to deny boarding to a passenger who is not at the gate for the final announcement.

With few exceptions, travelers denied boarding involuntarily are entitled to compensation. The complete rules for compensation and boarding priorities are available at all airport ticket counters and boarding locations.

Missing an Originating Flight

If a traveler misses an originating flight, the airline will consider that traveler a "no-show" and cancel the connecting and return flight reservations. The airline is under no obligation to confirm passage on an alternate flight when this occurs.

Upon missing a flight, the traveler should ask the travel agent or the carrier to book another departure and re-confirm the remainder of the trip.

"O.K." Means "Confirmed"

Unless you have "no-showed" a previous flight without canceling the reservation, and you arrive at the airline counter with your ticket to find that the airline shows no reservation for you, do not leave the counter. Check your ticket and if the status box shows "O.K." for the flight in question, the airline must accommodate you on that flight. If that is not possible, they must find a substitute flight for your and/or pay you "denied boarding compensation". If the problem persists, ask to speak to the supervisor or service manager. If your tickets read "O.K." you are confirmed.

Double Booking

When a traveler has more than one reservation on the same trip, that traveler is double booked. Airlines monitor their computer systems and will cancel all double-booked space. A carrier is under no obligation to call the travelers or the travel agency to advise of cancellation.

Wait listing is not considered double booking.

Pricing Guaranteed

Fares are only guaranteed when a ticket has been issued.

Cancellations & Refunds

To minimize airline cancellations and refunds, airline tickets are generally not issued until three business days prior to the scheduled travel dates, unless it is for a planned ahead fare. If you must cancel a reservation, please follow these guidelines:

  • Contact the travel agency as soon as possible.
  • Let the agent know the specific information regarding the canceled flight.
  • Forward the unused ticket back to the agency via the Purchasing Department.
  • Do not throw away or destroy any unused ticket.

Making Changes

Contact the travel agency as soon as possible upon discovering travel changes. Advise the agent that your call concerns changes to an existing reservation. Do not call the airlines direct to make changes. In the event that the agency is closed, use the 24-hour reservation number.

Group Travel

It is extremely advantageous to you and the college that you plan for group rates and allow the travel agency to be involved in the process. Many times they can offer suggestions, savings and travel experiences that are helpful. Meeting planner pre-site inspections, group hotel rates, group airline rates, recommendations for resort locations all come into play.

Frequent Flyer Points

Travelers may keep miles accumulated from college related travel. Selection of specific carriers for personal frequent flyer mileage is not allowed if the cost exceeds other airlines.

Non Premium Carrier

Non premium carriers may offer the traveler significant savings. These types of carriers are known for their low fares and late arrivals. If the traveler wishes to take advantage of these rates and can be flexible in case of late departures the traveler may use a non-premium carrier.

Internet Travel

Some internet web sites offer special travel deals that are not available to the agency or airlines. These deals must be booked with a personal credit card and are not refundable. If a flight is changed or cancelled the traveler is stuck with that ticket. It is advisable to check with the travel agency before ticketing to see if it can be ticketed through the agency to allow the traveler more flexibility.

Non-Stop Flight

A non-stop flight makes no stops between the origin and destination points.

Direct Flight

A direct flight requires no change of planes but does make at least one stop.

Personal/Vacation Travel

The travel agency is available to assist you with your vacation/personal travel needs. Your personal credit card will be needed to confirm reservations.

Baggage

Baggage regulations vary by carrier and destination. The average free baggage allowance for domestic travel per ticketed passenger is:

  • One piece weighing up to 70 pounds with total dimensions not to exceed 62 inches, adding length, width and height; and
  • One piece weighing up to 70 pounds, not to exceed 55 inches, adding length, width and height; and
  • One piece weighing up to 70 pounds, not to exceed 45 inches, adding length, width and height; and
  • A maximum of two pieces of carry on baggage may be carried on board, subject to space availability

Extra charges may apply for additional and oversized pieces. Allowance for sporting equipment varies. For international travel, the free baggage allowance and excess baggage charges vary with destination and carrier. These restrictions should be verified when making your reservations.

Lost Baggage

To avoid lost baggage:

  • Make sure each piece is identified with your name, address, and phone number inside and out.
  • Always allow yourself sufficient check-in time to ensure your checked baggage has time to be loaded onto your flight.

Each airline and airport has different baggage check-in time limits. If you are checking baggage, plan to arrive a minimum of thirty minutes before departure time.

In the event you do end up with misplaced baggage:

  • Contact the Baggage Service Agent immediately to report the missing bag(s) and file a claim. Do not leave the airport without filing a lost baggage claim.
  • The Baggage Service Agent will ask you for a description of your missing bag and you will be required to present your baggage claim ticket stub.
  • It is the responsibility of the airline delivering you to your final destination to locate and deliver your missing bag.
  • Once the airline has located your bag, you will be notified and arrangements will be made to have the baggage delivered to you by the airline.
  • If you should have a meeting prior to your bag's arrival, the traveler can request assistance. There are no written rules or regulations to support travelers in cases of this nature, but the airlines will often provide support if you ask.

Permanently Lost Baggage

Permanently lost baggage is a rare occurrence. Each airline has a different limit of liability for lost or damaged baggage and will strictly adhere to those limits, unless excess valuations are declared at the time of check-in.

As a rule, airlines are not responsible for jewelry, cash, or other valuable items placed in checked or unchecked baggage. These items, as well as any medications, should be carried personally by the traveler.

Damaged Luggage

If your luggage has suffered a significant amount of damage upon arrival at your destination, report the damage immediately tot he Baggage Services Agent and file a claim prior to leaving the airport. Claims filed several days after a trip is complete will generally not have successful results.