Selecting Airfare

Selecting Airfare: What You Need to Know 

Knowing which airfare to select for business travel can be confusing, so we’ve put together this resource to help guide your decision-making. 

Before making any travel arrangements, be sure to familiarize yourself with the University Travel Procedural Statement and related travel booking guidance. Consider the total cost of the trip including baggage fees, ancillary charges, travel timing, and route options in addition to the cost of the airfare. The university’s managed travel program has negotiated additional savings through our partner airlines that should be considered when booking. 

Partner Airlines for University Travel 

The university’s managed travel program works with select airlines to offer negotiated discounts, enhanced account management, and additional services to assist with university traveler needs. Because of these of these enhanced offerings, these airlines are listed in Concur as “Preferred” and “Most Preferred” carriers.  

Below you will find specific information on the types of fares available from our preferred airlines as well as other potential savings available from each carrier.  

When traveling for university business, employees can also earn reward points or miles with their bookings. If you are enrolled in these programs, add your membership details in your Concur profile before booking airfare to ensure the booking credit is applied. Flights booked using personal rewards like miles or vouchers cannot be reimbursed if used for university travel-related expenses. 

Partner Airline	Preferred	Discounted Fares	Free Bags	Flight Credits
Southwest Airlines			Details	Credits valid between 6 and 12 months, Transferable*
United (and partner) Airlines			Details	Valid for one year from purchase date, Transferable*
Delta (and partner) Airlines			Details	Valid for one year from purchase date, Transferable*
Alaska Airlines			Details	Valid for one year from purchase date, Transferable*
American (and partner) Airlines			Details	Valid for one year from purchase date, Transferable*
Frontier Airlines			Details	Valid for one year from purchase date, NOT Transferable

*See Basic Economy/Saver Fares below for restrictions.

Most Preferred Airline - Southwest 

Southwest is the university's most preferred carrier due to its strong partnership resulting in maximum cost-saving benefits. Discounts on airfare are available when booking through Concur or with a CBT agent. 

With recent changes to Southwest fare types, the information below should help guide you to the right fare for your needs:

• Basic: Most restrictive, free cancellation with 6-month flight credit but change requires upgrading the fare. Not recommended.
• Choice: More flexible, standard seat selection included, cancelled flights result in 12-month transferable flight credit. Recommended for CU travelers.
• Choice Preferred: Includes preferred or standard seat selection, priority boarding, and other services, fully refundable/transferable. Only allowable with department approved and documented upgrade.
• Choice Extra: Premium fare includes extra leg-room, two free checked bags, priority boarding, and is fully refundable/transferable. Only allowable with department approved and documented upgrade.

Basic Economy/Saver Fares 

Basic economy fares sometimes offer lower fare prices but are not recommended for university travelers as they come with significant restrictions: 

• Seat selection: Not allowed in advance. 
• Baggage: Limited to one carry-on and one personal item. 
• Changes/cancellations: Limited or no flexibility, no credits for cancellations. 
• Other services: No upgrades or priority services. 
• Rewards programs: May not be eligible/honored. 
• Credits: Generally not available, not transferable when available.

When booking in Concur, Basic Economy fares will sometimes be visible. Be sure you do not select this fare type without first reviewing all restrictions and alternate options carefully. The university travel program cannot override the restrictions imposed on this fare class.