Book an air cabin class higher than allowed by policy (pay with personal card)

If your company policy allows it, you may be able to choose an air cabin class higher than the one your applicable travel policy allows. The option will only be displayed if:

• The air booking cabin class you selected is higher than the one allowed by the applicable travel policy

• The price of the fare in that higher cabin class exceeds the budget allowed for this type of flight (e.g., international) and by the applicable travel policy. 

If you are able to select a higher cabin class, the system will require you to pay the entire fare using a personal payment method. However, the Checkout page will display the in-policy amount and the additional amount owed (i.e., Out of pocket amount) due to the cabin upgrade. In addition, you will be required to select a checkbox acknowledging that you accept these additional costs. Once the booking is completed, you will be able to use the booking confirmation to submit an expense report to your company for the in-policy amount of the fare. 

Upgrading the cabin class via a personal payment method must be enabled by your company administrator. Otherwise, it will not appear as an option during checkout.

To make an air booking with a personal cabin upgrade

1. Login to the Online Booking Tool.

2. Search for flights to your destination. If you select a cabin class higher than your company's travel policy allows (and the fare for that cabin class exceeds the budget your policy allows), you will be presented with an Out of policy window in which two values will be displayed: 

   1. Company pays (the in-policy amount) and Personal upgrade cost (the amount in excess of what the policy allows due to the cabin upgrade). 

3. Click Skip suggestions to accept this selection. 

4. On the first Checkout page, verify that all the information is correct and click Next.

5. On the second Checkout page: 

   1. under Payment method, your personal payment method will automatically be selected. You must also select the checkbox that acknowledges that you accept responsibility for the additional charges for the cabin upgrade.

   2. under Total amount, the total amount owed will be shown. 

   3. under Personal upgrade summary, both the Policy-approved amount and the Personal upgrade cost will be shown. Your payment method will be charged for both amounts but you can submit a reimbursement request for the policy-approved amount. 

6. Click Book flight to complete the booking.