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It requires travelers to obtain cost comparison documentation prior to purchasing travel, using university contracted suppliers or Concur tools, and to clearly separate business versus personal expenses. Guidance covers comparison types (airfare and mileage), timing for quotes, acceptable fare thresholds, purchasing and reimbursement options, and where supporting records must be attached for audit and expense processing.",{"@graph":63,"@context":118},[64,80,101],{"@type":65,"itemListElement":66},"BreadcrumbList",[67,71,74,77],{"item":68,"name":69,"@type":70,"position":9},"https://docshare.wps.com","Home","ListItem",{"item":72,"name":10,"@type":70,"position":73},"https://docshare.wps.com/template/",2,{"item":75,"name":36,"@type":70,"position":76},"https://docshare.wps.com/template/forms/",3,{"item":78,"name":59,"@type":70,"position":79},"https://docshare.wps.com/template/travel-cost-comparison-guide-how-to-compare-travel-expenses/338469/",4,{"url":78,"name":59,"@type":81,"image":82,"author":87,"headline":59,"publisher":90,"fileFormat":93,"inLanguage":57,"description":61,"dateModified":94,"datePublished":95,"encodingFormat":93,"isAccessibleForFree":96,"interactionStatistic":97},"DigitalDocument",{"url":83,"@type":84,"width":85,"height":86},"https://docshare.wps.com/thumbnails/travel-cost-comparison-guide-how-to-compare-travel-expenses/338469.png","ImageObject",442,249,{"name":88,"@type":89},"Emma Mercer","Person",{"url":68,"name":91,"@type":92},"DocShare","Organization","application/pdf","2026-09-28","2026-09-21",true,{"@type":98,"interactionType":99,"userInteractionCount":9},"InteractionCounter",{"@type":100},"ViewAction",{"@type":102,"mainEntity":103},"FAQPage",[104,110,114],{"name":105,"@type":106,"acceptedAnswer":107},"What is a cost comparison and why is it required before purchasing travel?","Question",{"text":108,"@type":109},"A cost comparison is documentation collected before purchasing travel expenses to demonstrate any variance in costs. It ensures business and personal expenses are clearly separated so no personal costs are paid or reimbursed by the university.","Answer",{"name":111,"@type":106,"acceptedAnswer":112},"When must airfare cost comparison quotes be pulled?",{"text":113,"@type":109},"Airfare cost comparison quotes must be pulled before the airfare purchase and should be obtained no more than 24 hours from the actual flight purchase date when reasonably possible.",{"name":115,"@type":106,"acceptedAnswer":116},"How should airfare be handled when combining business and personal travel?",{"text":117,"@type":109},"Business travel airfare must be purchased through the applicable university contracted travel agency. 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Documentation must demonstrate a clear separation of expenses to ensure that no personal expenses are paid or reimbursed by the university. Appropriate documentation includes the Travel Comparison Worksheet, along with airfare/vehicle quotes from contracted suppliers or their online tools.\u003Cbr>Documentation must be attached to the Spend Authorization when travel plans deviate from the standard mode of transportation established by the unit or when personal travel is being added to a business travel.\u003Cbr>Costs determined by the comparison that exceed the most economic option, create additional liability risks or that are not part of business travel will not be paid or reimbursed by the university. |\n| Select Comparison Type for Guidance: |\n| Personal Travel in Conjunction with Business Travel Cost Comparison (Airfare) Drive vs. Fly Cost Comparison\u003Cbr>Mileage vs. Rental Vehicle Cost Comparison |\n| Tools & Resources: |\n| Travel Website\u003Cbr>University Contracted Travel Agencies\u003Cbr>Concur Online Booking Tool\u003Cbr>University Contracted Rental Car Agencies\u003Cbr>Mileage Rate\u003Cbr>Travel Comparison Worksheet |\n\nPersonal Travel in Conjunction with Business Travel Cost Comparison (Airfare)  [Back to top]  \n\n| Where do I pull the Airfare Cost Comparison Quote? |\n| --- |\n| The airfare cost comparison quote should be pulled from the applicable University Contracted Travel Agency or the Concur Online Booking Tool:\u003Cbr>• Contact a full-service agent and request a quote that includes (1) the cost of business travel only and a separate quote that includes (2) the cost of business travel with the flight deviation that includes personal dates/locations.\u003Cbr>• Alternately, the traveler (or their arranger) can pull a quote in Concur that includes (1) the cost of business travel only and a separate quote that includes (2) the cost of business travel with the flight deviation that includes personal dates/locations.\u003Cbr>*The cost comparison quotes should include the date the quote was run and the lowest reasonable coach/economy fare in respect to both the business portion and the business/personal portion.  See steps to run quote and example. |\n| When should I pull the Cost Comparison Quote? |\n| A cost comparison quote must always be pulled before the airfare purchase and should be pulled no more than 24 hours (when reasonably possible) from the actual flight purchase date. |\n| How is Airfare paid for when it’s combined with business and personal travel? |\n| All business travel airfare for employees must be purchased through the applicable University Contracted Travel Agency. The following payment options may be considered when combining business and personal travel:\u003Cbr>• The Best Practice Standard is to purchase the combined business/personal airfare on a personal credit card and be reimbursed for the business airfare portion only (as supported by the quote and receipt); or\u003Cbr>• When the airline permits, airfare for combined business/personal travel can be purchased on the university’s airfare credit card with the University’s Contracted Travel Agency for the business portion, and the personal portion can be purchased on a personal credit card; or\u003Cbr>• The combined business/personal airfare can be fully purchased on the university’s credit card with the University’s Contracted Travel Agency, but the personal portion must be returned to the university by check within 7 business days of purchase. |\n| What Cost Comparison Documentation is required and where do I store it? |\n| Required Documentation:\u003Cbr>• Business Airfare Quote (from the University’s Contracted Travel Agency) demonstrating the cost for airfare based on","cbCaiogQux426L9O","https://ap.wps.com/l/cbCaiogQux426L9O","pdf",182119,"English","# Overview\n# Select Comparison Type for Guidance\n# Tools & Resources\n# Where do I pull the Airfare Cost Comparison Quote?\n# When should I pull the Cost Comparison Quote?\n# How is Airfare paid for when it’s combined with business and personal travel?\n# What Cost Comparison Documentation is required and where do I store it?\n# Steps to Run Airfare Cost Comparison Quotes","[{\"question\":\"What is a cost comparison and why is it required before purchasing travel?\",\"answer\":\"A cost comparison is documentation collected before purchasing travel expenses to demonstrate any variance in costs. It ensures business and personal expenses are clearly separated so no personal costs are paid or reimbursed by the university.\"},{\"question\":\"When must airfare cost comparison quotes be pulled?\",\"answer\":\"Airfare cost comparison quotes must be pulled before the airfare purchase and should be obtained no more than 24 hours from the actual flight purchase date when reasonably possible.\"},{\"question\":\"How should airfare be handled when combining business and personal travel?\",\"answer\":\"Business travel airfare must be purchased through the applicable university contracted travel agency. Options include paying the combined trip on a personal credit card and reimbursing only the business portion, splitting payments when the airline allows, or purchasing fully on the university card while returning the personal portion to the university by check within 7 business days.\"}]","Travel Cost Comparison Guide - How to Compare Travel Expenses | PDF",1790023750]