Officials should make two key decisions when selecting a fare for travel: a) Fare class: All air travel should be the lowest practical fare in economy class unless there is a business case or entitlement to travel business class. Should a delegate approve business class travel where there is no entitlement, the reasons for travel in that class must be documented in each instance. b) Fare type: Where there is a high degree of certainty for required arrival or departure times, officials should assess all fares and consider restricted fare types. Where there is a possibility that a scheduled meeting will not proceed, or there is uncertainty around the time that a scheduled meeting may conclude, officials should consider whether the additional cost of flexible fares outweighs the cost of possible changes or cancellation fees. Officials should compare fare classes and types across airlines servicing the particular route required. Each leg (outbound and inbound) should be considered separately. Lowest Practical Fare Policy Booking Codes When booking official domestic air travel, officials must identify the reason a fare is selected using the LPF Policy booking codes at Table 1 below. These include a code when the lowest practical fare is not selected. Table 1 - Lowest Practical Fare Policy Booking Codes No Booking Code Map to LPF guidance 1 Lowest fare This is the cheapest available fare taking into account the 45 minute window (refer to paragraphs 12 to 14). 2 Unsuitable due to Where the fare selected is not the lowest fare because: time, routing, it is the most direct route; connection or ensures connections for further flights are met; or baggage charges takes into account excess baggage fees. 3 Approval / All air travel should be at the lowest practical fare in economy Entitlement to class unless there is a business case or entitlement to travel travel at higher fare outside these guidelines. class (e.g. business In these circumstances, officials are still required to obtain the class or premium lowest practical fare within the entitlement. economy) 4 Health issues Health issues for officers requiring certain facilities. A medical certificate should support use of this code. 5 Personal Impact on personal responsibilities such as family. responsibilities 6 Require flexibility to Where flexibility is required for air travel, travel bookers should change booking consider selecting a semi-flexible fare type instead of a fully flexible fare. 7 Outside of LPF Preference for particular aircraft or airlines, availability of access to airline lounges, accumulation of airline benefits such as reward Policy or loyalty points (including status credits). Booking considerations
Officials should make two key decisions when selecting a fare for travel: a) Fare class: All air travel should be the lowest practical fare in economy class unless there is a business case or entitlement to travel business class. Should a delegate approve business class travel where there is no entitlement, the reasons for travel in that class must be documented in each instance. b) Fare type: Where there is a high degree of certainty for required arrival or departure times, officials should assess all fares and consider restricted fare types. Where there is a possibility that a scheduled meeting will not proceed, or there is uncertainty around the time that a scheduled meeting may conclude, officials should consider whether the additional cost of flexible fares outweighs the cost of possible changes or cancellation fees. Officials should compare fare classes and types across airlines servicing the particular route required. Each leg (outbound and inbound) should be considered separately. Lowest Practical Fare Policy Booking Codes When booking official domestic air travel, officials must identify the reason a fare is selected using the LPF Policy booking codes at Table 1 below. These include a code when the lowest practical fare is not selected. Table 1 - Lowest Practical Fare Policy Booking Codes No Booking Code Map to LPF guidance 1 Lowest fare This is the cheapest available fare taking into account the 45 minute window (refer to paragraphs 12 to 14). 2 Unsuitable due to time, routing, connection or baggage charges Where the fare selected is not the lowest fare because: it is the most direct route; ensures connections for further flights are met; or takes into account excess baggage fees. 3 Approval / Entitlement to travel at higher fare class (e.g. business class or premium economy) All air travel should be at the lowest practical fare in economy class unless there is a business case or entitlement to travel outside these guidelines. In these circumstances, officials are still required to obtain the lowest practical fare within the entitlement. 4 Health issues Health issues for officers requiring certain facilities. A medical certificate should support use of this code. 5 Personal responsibilities Impact on personal responsibilities such as family. 6 Require flexibility to change booking Where flexibility is required for air travel, travel bookers should consider selecting a semi-flexible fare type instead of a fully flexible fare. 7 Outside of LPF Policy Preference for particular aircraft or airlines, availability of access to airline lounges, accumulation of airline benefits such as reward or loyalty points (including status credits). Booking considerations
FC-2012-04.docx