F.A.Q.
Frequently Asked Travel Questions
We have listed some of the most frequently asked questions handled by the Travel Management Office.
A:Please check our webpage Air Travel for general air travel information.
Q:Do we have a program/discount with any airline?
A:we have a program with is American Airlines which allows “double dipping” providing points awarded to both the traveler and UM. Please use the UM number for all your reservations. We also have a program with Delta, called Delta Sky Miles, which also provides a mileage plan.
Q: Do we have discounted rates with Airlines ?
A: No, not at this time.
Q: Who is considered an Authorized Travel Agency?
A: Travel agencies with an existing Business Contract between their agency and the University of Miami Travel Department. CLICK HERE for list of Authorized Travel Agencies.
Q: How can I order a ticket from an Authorized travel Agency?
A: Select one of the Authorized Travel Agencies, and make your reservation with them. You will then need to fax them the “Ghost card Form” so they can charge your department.
Therefore Departments and travelers need to use the Travel Corporate Card to purchase airline tickets and other travel expenses. DO NOT WAIT - till the last minute to order your TRAVEL CORPORATE CARD.
Q: What is the difference between the “Ghost Card Form” and the Travel Advance Request Form (TARF)?
A: The Ghostcard Form is for booking your airline tickets only with the Authorized Travel Agencies. The form is online and allows you to type in your information instead of manually writing it in. This will help save time when filling out the form.
Ghost Card program is being phased out. Please contact Corporate Card Office to request the Travel Corporate Card as soon as possible.
Travel Advance Request Form (TARF) - Used as a form of cash or direct payment to hotels and are made available only in cases of: extended trips of more than fourteen (14) consecutive days; travel to locations where the American Express card is not accepted; foreign travel; student travel; nonexempt staff travel; travel by those who have applied for, but not yet received their corporate charge card; and unusual or special circumstances as approved by the appropriate fiscal officer or authorized account signer.
See Travel Policy - Section XVI
Q: What is an Electronic Ticket (e-ticket) and how is it reported on a Business Expense Reimbursement Form?
A: An Electronic Ticket is Air travel reserved with an airline for which no paper ticket is issued. The reservation and seat assignment are secured within the airline’s computer reservation system only. The traveler must request a receipt from the travel agent or airline at the time of the booking or check-in at the airport in order to properly report the trip.
Information and Rates are posted on the Car Rentals webpage.
If the question involves insurance, contact Risk Managementt 8-3163.
Q: What discounts are available through Car Rental companies?
A: Rate information can be found on the Travel website Car Rentals
We have contracts with Avis, Dollar and Enterprise. Each one has a page with all the information, the rates, and the contract.
Q: Does the negotiated car rental rates include insurance?
A: Yes, for Avis and Enterprise only.
The University utilizes the ‘State of Florida AVIS Contract’ rates and Enterprise which include the cost of insurance only for business related rentals.
Faculty and employees renting a vehicle for personal use are entitled to the contracted rates but must ensure insurance coverage since such coverage is provided contractually only for business related travel.
Q: What hotels have established discounts for University employees?
A detailed list can be found on the Travel website
CLICK HERE or our friendly URLwww.miami.edu/hotels
We have negotiated rates that offer significant discounts – but each hotel is different and some restrictions apply. Check the specific hotel on the webpage.
- We have a webpage for Local Hotels ( Miami Area) LOCAL HOTELS
- We have a webpage for DOMESTIC HOTELS – in the USA . We have contract with three hotel chains, some of the largest in the USA. Check specifically for details.
- We have a webpage for: INTERNATIONAL HOTELS – We have a contract with NH Hotels which represents 400 hotels worldwide.
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You must prepay with your credit card and will get reimbursed. For information on special arrangements to pay the hotels, check with Disbursements at 8-3564.
Q: Where are the hotels located?
A: For the Local hotels we have them classified on the webpage in the main areas around the University – also the estimated mileage is indicated for each one.
Q: Are these discounted rated only for business travel?
A: These rates are also available for employees on personal travel, Parents of students, patients at UM Hospitals and UHealth International.
Q: What are blackout dates?
A: There will be times that the negotiated rates are not available due to high occupancy, also called “blackout dates”. Blackout dates vary by hotel, check yours specifically.
See very important webpage on International Travel
For Faculty, Staff, and Student, insurance related questions contact Risk Management 8-6163
Q: In the event that I am in a foreign country and require special assistance what actions should I take?
A: Inform Risk Management before embarking on international travel. Print out 2 copies of the Chartis Card for any issues you may have during the trip. Click here for Chartis Card
Q: where can I get information on other payment forms, travel advances, use of other agencies, paying with personal credit cards, etc.
Any other questions related to payment forms, please check with Disbursements at 8-3564.
Q: What is the University’s standard mileage allowance for travel by private automobile?
A: Click here for updated info.
Q: What is the University of Miami’s Per Diem rate for meals?
A: Click here for complete information.
Q: What documentation do I need to attach to my Business Expense Reimbursement Form to ensure that my BERF is processed quickly & efficiently?
A: Please attach your boarding passes, a receipt that shows the amount paid, and your Travel Advance Request Form (if your trip was purchased via the University Direct Charge ‘Ghost Card’ program).
Q: I’m traveling on a Sponsored Account, what do I need to do?
A: Contact one of the three authorized Travel Agencies and request a fare that is compliant with the Fly America Act, which requires all travel on sponsored accounts be on an American domestic carrier. Ask your agent about Code sharing, a common travel industry practice, where airlines purchase seats on competitor flights. Airlines have allied with one another such as the American Airlines One-World Alliance which is a partnership with British Airways, Cathay, Iberian, LAN, and Quantas. This allows travelers to earn points on partnering airlines and expands domestic carrier’s presence to benefit the Fly America Act.
We have negotiated discounts with Super shuttle (excluding Miami) and Airport shuttle for transportation services to and from the airports. Airport Shuttles
Travel Policy governs all travel on UM business. Every traveler should read it and know their responsibilities. It is managed by the Disbursements Office.
July-12-2011