Fly America Act and Open Skies - Yale University · Is it appropriate to use foreign air-carriers...
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Transcript of Fly America Act and Open Skies - Yale University · Is it appropriate to use foreign air-carriers...
Is it appropriate to use foreign air-carriers for travel on a federal award?
Fly America Act and Open Skies:
1
Brown Bag Luncheon Series June 22, 2012
Presenters
SLIDE 2
John Maloney
Manager of Quality Assurance and Financial Compliance
Office of Grant and Contract Financial Administration
203-785-3077
Tracy R. Walters
Director
Office of Grant and Contract Financial Administration
203-737-8355
3
Travel on Federal Awards
University and Sponsor Policy
• Federal regulations require the customary standard commercial airfare (coach or equivalent), or the lowest commercial discount airfare to be charged to a federal sponsored award.
• The charging of business or first-class air travel is not permitted to a federally funded sponsored • except when coach or economy class is not reasonably adequate for
the traveler’s medical needs (such cases must be documented with a medical justification supplied by a primary care provider prior to confirming the reservation).
• The cost of the use of WiFi during an airline flight, pillows and blankets and preferred seating in coach cannot be charged to federally sponsored awards. In these cases, other University funds must be used for reimbursement.
• University Policy 3301 – www.yale.edu/ppdev/policy/3301/3301.pdf
• Travelers are required by 49 U.S.C. 40118, commonly referred to as the "Fly America Act," to use United States air carrier service for all air travel and cargo transportation services funded by the United States Government.
• Compliance with the Fly America Act is the responsibility of the traveler and department. Before making arrangements for air travel related to Yale business, find out: o where this travel is being funded and, when necessary, o ensure the booking is in accordance with the Fly America Act. If
you feel an exception is applicable, consult your business office or GCFA representative.
o To ensure compliance with the Fly America Act, travelers are encouraged to use the University’s preferred travel supplier Orbitz for Business by contacting them directly.
Travel on Federal Awards
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What you must know…
• Requires the use of a U.S. air carrier for all travel supported by federal funds unless:
o A U.S. air carrier is not available
o The trip qualifies for an exception as applicable under the Fly America Act
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The Fly America Act
Travel on Federal Awards
• For a complete listing of U.S. air carriers, refer to the following link:
http://www.nationsonline.org/oneworld/Airlines/airlines_north_america.htm
• Airtran Airways
• Alaska Airlines
• American Airlines
• Comair
• Continental Airlines
• Delta Airlines
• Frontier Airlines
• Funjet Air
• Go! Mokulele
• Great Lakes Aviation
• Hawaiian Airlines
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• JetBlue Airlines
• Mesa Airlines
• Midwest Airlines
• SkyWest Airlines
• Southwest Airlines
• Spirit Airlines
• Sun Country Airlines
• United Airlines
• USA 3000 Airlines
• US Airways
• Virgin America
Travel on Federal Awards
The Fly America Act (continued)
U.S. Air Carrier List
7
The Fly America Act (continued)
Travel on Federal Awards
• Requires the use of a U.S. air carrier even if:
o A foreign air carrier service is less expensive, or
o A foreign air service is preferred by the traveler, or
o A foreign air service is more convenient.
• Code-sharing agreements with foreign air carriers, whereby American carriers purchase or have the right to sell a block of tickets on a foreign carrier, comply with the Fly America Act Regulations. The ticket, or documentation for an electronic ticket, must identify the U.S. carrier's designator code and flight number.
Travel reimbursed from a federal grant or contract must be booked using a U.S. carrier except in the following circumstances:
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Exceptions to the Fly America Act
Travel on Federal Awards
• When the use of a U.S. carrier service would extend travel time (including delay at origin) by 24 hours or more.
• When a U.S. carrier does not offer nonstop or direct service between origin and destination.
NOTE: When applying an exception to the Fly America Act, documentation
supporting the exception should be retained at the time of booking and attached with
the travel reimbursement. Business office personnel should refer to the Fly America
Act Checklist and Waiver Form 3301 FR.06 to determine if an exception qualifies for
the waiver. A copy of the documented exception must be kept in the grant file.
NOTE: When applying an exception to the Fly America Act, documentation
supporting the exception should be retained at the time of booking and attached with
the travel reimbursement. Business office personnel should refer to the Fly America
Act Checklist and Waiver Form 3301 FR.06 to determine if an exception qualifies for
the waiver. A copy of the documented exception must be kept in the grant file.
9
Exceptions to the Fly America Act (Continued)
Travel on Federal Awards
A U.S. carrier must be used on every portion of the route where it provides service unless, when compared to using a foreign air carrier, such use would:
• Increase the number of aircraft changes outside the United States by two or more
• Extend travel time by at least six hours or more
• Require a connecting time of four hours or more at an overseas interchange point.
What is Open Skies?
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Open Skies –
When an agreement is in place between the United States (U.S.) government and the government of foreign country. Open Skies agreement(s) allow the use of a foreign carrier when that airline is a member state carrier, and transportation is between the U.S. and any point in the member state or between two points outside the U.S.
11
Exceptions to the Fly America Act (Continued)
Travel on Federal Awards
• Allows the use of non - U.S. air carriers for the following Member States when:
o Utilizing a European Union (EU) carrier
o Flying to Australia*
o Flying to Japan*
o Flying to Switzerland*
o Flying between two points outside the U.S.
• Does not apply to travel supported with Department of Defense (DOD) funds
* Restrictions Apply (see GSA City Pair Web Site)
(http://apps.fas.gsa.gov/citypairs/search/index.cfm?ft)
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Travel on Federal Awards
Open Skies
Austria – Austrian Airlines
Belgium – Brussels Airlines
Bulgaria – Bulgarian Airlines
Cyprus – Cyprus Airlines
Czech Republic – Czech Airlines
Denmark – Scandinavian Airlines System
Estonia – Estonian Air
Finland - Finnair
France – Air France
Germany – Air Berlin, Lutfhansa
Greece – Olympic Air
Hungary – Malev Hungarian Airlines
Iceland* - Icelandair
Ireland – Air Lingus
Italy – Alitalia
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Lativa – airBaltic
Lithuania – None under Open Skies
Luxembourg - Luxair
Malta – Air Malta
Netherlands – KLM Royal Dutch Airlines
Norway* - Scandinavian Airlines System
Poland – LOT Polish Airlines
Portugal – TAP Air Portugal
Romania - TAROM
Slovakia – None under Open Skies
Slovenia – None under Open Skies
Spain – Air Europa, Iberia, Spanair
Sweden - Scandinavian Airlines System
United Kingdom - bmi, British Airways, Virgin Atlantic
* Iceland and Norway are not members of the EU but are included in the EU Open
Skies agreement.
Travel on Federal Awards
European Union (EU) Carriers
Open Skies Member States
Australia
Qantas
Virgin Australia
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Travel on Federal Awards
Open Skies Member States
Switzerland
Swiss Air
Japan
Nippon Airways
Japan Airlines
(http://apps.fas.gsa.gov/citypairs/search/index.cfm?ft)
• OPEN SKIES RESTRICTION: If a City Pair contract is in place you are not allowed to travel on that country’s flag carrier.
• U.S. General Services Administration (GSA) City Pair Program o Defined as negotiated discount international fares available to U.S
government employees (the restriction applies even though the program is not available to grantees).
• Restricted Open Skies Countries
City Pair Verification Required
15
Travel on Federal Awards
Fly America and Open Skies Matrix
Intl = International
GSA City Pair Search Tool
16
• Identifies whether a city-pair fare is in effect
o GSA Website
http://apps.fss.gsa.gov/citypairs/search/
o Orbitz for Business Website https://www.orbitzforbusiness.net/Secure/OFBSignIn
• YALE TRAVEL WEB SITE AND TRAVEL POLICY
• YALE ONLINE EXPENSE MANAGEMENT SYSTEM
• INTERNATIONAL VISA SERVICES; log in with code 40634
• Yale Community Carbon Fund
• GSA CITY PAIR SEARCH TOOL
• VIDEO: Quick tutorial on rail booking
GSA City Pair Fare Search Tool
17
Link provided
within Orbitz
GSA Search Tool
18
Click on Enter Site
GSA Search Screen
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Choose a departure and arrival city
GSA Search
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Select Search
GSA Results with City-Pair Fare
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Search results indicate a City-Pair contract is in effect
GSA Results with City-Pair Fare
22
Clicking on origin airport provides carrier and fare
information
(YCA = unrestricted coach fare)
GSA Search
23
GSA Results with No City-Pair Fare
24
Booking Airline Reservations
Orbitz For Business
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• Orbitz asks questions specific to Open Skies that guides the traveler through the booking process.
o Travelers need to be aware but do not need to know all the specific details related to Open Skies.
• When questions are answered correctly, travelers do not have worry about selecting an air carrier that is not in compliance with Federal regulations.
o OFB will determine appropriate air carriers based on your trip’s cities of origin and destination
o Open skies air carriers have been uploaded into OFB
o OFB will inform you if a city-pair check is required
How Can Orbitz for Business (OFB) Help You with Fly America and Open Skies?
Booking Reservations
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•Log onto Orbitz for Business https://www.orbitzforbusiness.net/Secure/OFBSignIn
•Insert city names and dates of Travel
Traveling to foreign country with the exception of Australia, Japan, or Switzerland.
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Answer “A” (not government funded) will
return all carriers.
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Answer “B” (funded by DOD) will return US carriers only
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Answer “C” (government funded, but not
by DOD) will return US and EU carriers.
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These are the questions that will appear if you choose Australia, Japan or Switzerland as an origin or destination
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Answer “A” (not a federally funded trip) will return all carriers.
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Answer “B” (trip is funded by DOD) will return US carriers only.
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Answer “C” (federally funded but not by DOD, and have not checked for GSA city pair contracts) will return you to the search page, prompting you to check city pairs.
35
Attach a copy of the results screen to the expense report.
It is not relevant whether you are eligible to use the GSA contract price. If a city pair contract is in
place you are not allowed to travel on that country’s flag carrier.
36
Answer “D” (federally funded, but not by DOD and a city pair contract is in effect) will return US and
European Union carriers. Will exclude country's flag carriers.
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Answer “E” (federally funded, but not by DOD and a city pair contract is not in effect) will return US, European Union carriers, and will now include
country’s flag carriers.
38
Questions?
Fly America Act and Open Skies
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