Airfare

• All airfare must be booked in Concur or by phone with Collegiate Travel Planners (CTP) using the FSU Airfare Card ending in 4398.
• All flight modifications must be made through CTP.
• Only non-refundable, main cabin, economy/coach class tickets are permitted.
• Do not add travel insurance or select seats during booking.
• All travel arrangements (flights, mileage, etc.) must be finalized before departure.
• For federal grant-funded travel, international airline tickets must be purchased through a U.S. carrier (e.g., Delta, American, United).
• Keep all receipts for baggage fees to receive reimbursement.
• Frequent Flyer information can be added to your Concur profile – if needed, contact Travel.
• Flight upgrades can be made (at traveler’s expense) with a personal card on the airline website after the original booking within Concur — ensure that an original receipt is saved prior to upgrading for Travel.

Vehicle Rentals

• Reserve rental cars through a contracted vendor (refer to the FSU Vehicle Rental Matrix) via Concur.
• If using a non-contracted vendor for a valid business reason:
  • Purchase collision and comprehensive coverage.
  • Do not purchase liability insurance (FSU is self-insured).
• Only compact cars are allowed unless otherwise justified.
• Retain the rental confirmation number and an itemized receipt.
• Keep all gas receipts for reimbursement.

Lodging

• Hotels should not exceed:
  • $175 per night for the room rate, or
  • $225 per night including taxes/fees (unless justification is provided).
• Book single occupancy rooms only.
• At check-in:
  • Use the T-Card for lodging expenses.
  • Provide the Florida tax-exempt certificate (if staying in Florida or at a Florida-headquartered hotel).
  • Use a personal card for any non-reimbursable charges.
• At check-out:
  • Review the itemized receipt for:
  • Correct traveler name and room type (receipts must be in your name)
  • No personal expenses listed
  • Removal of Florida taxes, if applicable
  • Confirmation of $0 balance due / payment in full

Travel Insurance

For travel that is properly approved/booked in Concur as University-related, FSU will provide international health, safety, and security insurance through Cultural Insurance Services International (CISI) at no cost to faculty/staff.

• International medical coverage ($250,000)
• Accidental death and dismemberment ($15,000)
• Emergency medical evacuation ($250,000)
• Emergency medical reunion ($5,000)
• Repatriation of mortal remains ($100,000)
• Comprehensive security evacuation – for various types of non-medical international evacuations including natural disasters, political unrest, and security concerns ($100,000)

More info: https://global.fsu.edu/about/faculty-staff-travel