9.85.080 Procedure for travelers – General provisions.
(a) Class of Service.
(1) Travelers shall use the contracted travel management company to reserve air, rail, lodging, or car rental services or may reserve air, rail, lodging, or car rental services on their own.
(2) If a traveler elects to upgrade their level of service to include rewards, miles or credits, it will be considered a personal expense and is not reimbursable to the traveler.
(3) Any upgrades made using the WSSC P-Card must be reimbursed to WSSC.
(b) Air and Rail.
(1) Travelers shall obtain the lowest logical airfare or rail fare that meets the needs of their official business travel request.
(2) Travelers are expected to book airfare or rail services in advance of expected travel.
(c) Lodging.
(1) Travelers are expected to obtain a standard or equivalent room rate that is:
(i) Appropriate for the location; and
(ii) Meets the needs of their business travel request.
(2) Travelers are expected to book lodging services in advance of expected travel.
(d) Car Rentals.
(1) Travelers shall obtain a midsize or lower vehicle.
(2) Car rental for a vehicle larger than midsize is permissible if:
(i) Three or more individuals are traveling together;
(ii) The traveler is transporting sizeable equipment; or
(iii) There are other valid business needs that have been approved in advance.
(3) The traveler shall refuel the rental car prior to returning the car.
(4) WSSC will not reimburse refueling charges by the car rental company upon return of the car.
(5) Ride Share. Travelers shall obtain an economy class of rideshare services but are not required to use an economy class that requires the traveler to share a vehicle with another non-WSSC individual.
(e) International Travel.
(1) International travel may not be approved by a Division Manager.
(2) International travel shall be approved as an exception to the regulation in accordance with WSSC 9.85.050. (Document dated July 1, 2021; FIN-2018-2 § (h))