Air Travel and Airfare Costs
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Airfare Costs
(b) Airfare costs in excess of the lowest priced airfare available to the contractor during normal business hours are unallowable except when such accommodations require circuitous routing, require travel during unreasonable hours, excessively prolong travel, result in increased cost that would offset transportation savings, are not reasonably adequate for the physical or medical needs of the traveler, or are not reasonably available to meet mission requirements.[1]
In order for airfare costs in excess of the lowest priced airfare available to be allowable, the applicable condition(s) and reasons for the higher airfare must be documented, and justified.
Contractor Owned, Leased, or Chartered Aircraft
(c)(1) “Cost of travel by contractor-owned, -leased, or -chartered aircraft,” as used in this paragraph, includes the cost of lease, charter, operation (including personnel), maintenance, depreciation, insurance, and other related costs.
(2) The costs of travel by contractor-owned, -leased, or -chartered aircraft are limited to the allowable airfare described in paragraph (b) of this subsection for the flight destination unless travel by such aircraft is specifically required by contract specification, term, or condition, or a higher amount is approved by the contracting officer. A higher amount may be agreed to when one or more of the circumstances for justifying higher than allowable airfare listed in paragraph (b) of this subsection are applicable, or when an advance agreement under paragraph (c)(3) of this subsection has been executed. In all cases, travel by contractor-owned, -leased, or -chartered aircraft must be fully documented and justified. For each contractor-owned, -leased, or -chartered aircraft used for any business purpose which is charged or allocated, directly or indirectly, to a Government contract, the contractor must maintain and make available manifest/logs for all flights on such company aircraft. As a minimum, the manifest/log shall indicate—
•(i) Date, time, and points of departure; •(ii) Destination, date, and time of arrival; •(iii) Name of each passenger and relationship to the contractor; •(iv) Authorization for trip; and •(v) Purpose of trip. (3) Where an advance agreement is proposed (see 31.109), consideration may be given to the following:
•(i) Whether scheduled commercial airlines or other suitable, less costly, travel facilities are available at reasonable times, with reasonable frequency, and serve the required destinations conveniently. •(ii) Whether increased flexibility in scheduling results in time savings and more effective use of personnel that would outweigh additional travel costs.[2]
Related Pages
FOR TRAVEL RELATED TO A SPECIFIC CONTRACT, THE FLY AMERICA ACT MAY APPLY. PLEASE SEE - Fly America Act
