HRI Travel Policy – Airfare Guidance
In an effort to potentially reduce the cost of airfare, HRI would like to provide the following guidance on an additional option for obtaining airline tickets.
Travelers have always had two options when obtaining airline tickets, government rate tickets, which are fully refundable, and non-refundable tickets. In many instances, the cost differential between these two options is quite significant. Because of this, HRI would like to introduce the option of purchasing a non-refundable ticket along with the addition of travel insurance.
This new option:
Will be more costly than a non-refundable ticket, however, it may allow for a cost savings in comparison to the fully refundable government rate ticket.
Is open to all employees of HRI and NYS traveling in support of HRI funded programs.
Provides the NYS employee traveler an opportunity to purchase tickets in advance of B-1184 approval (HRI prior approval is still required).
Travel Insurance:
Is an allowable cost with HRI prior approval.
Must obtain additional “required to work” coverage.
Can be purchased on a non-refundable ticket when there is a cost savings versus a
governmental rate (fully refundable) ticket. For example if the cost of a governmental rate ticket is $500, the cost of a nonrefundable ticket is $400 and the cost of the insurance is less than $100, then this would be a cost savings.
Procedure for Traveler:
Obtain quotes for both fully refundable (governmental rate) and non-refundable tickets. HRI’s travel agent is Direct Travel and can be reached at (800) 245-8459.
Obtain a quote for travel insurance plus the additional “required to work” coverage from Allianz Travel Insurance (https://www.allianztravelinsurance.com/find-a-plan or 866-884- 3556). The “required to work” coverage is available as an add-on to the Classic Plan.
Submit all quotes along with your completed HR-10 form to the HRI Travel Unit for approval.
Once the purchase is approved by the HRI Travel Unit, the ticket and insurance can be
purchased.
Purchasing the ticket and insurance does not guarantee approval of travel by the
travelers’ supervisor, Center, Division, and/or B-1184.
If the travel is not approved by the supervisor, Center, Division, and/or B-1184, the traveler is responsible for cancelling the ticket prior to the travel date and obtaining the refund from insurance company as soon as possible.
Any insurance refund will be credited to the grant associated with the purchase.
