In this case you would have to put it in as an OOPE. How else is that airline ticket you charge on your personal card going make it into your expense report? Unless you get an awesome deal on an airline ticket, it's going to be over $25. You're going to have to supply some kind of receipt or boarding pass based on my experience inputting any expense over $25.

I'm talking present day expense system, not fox, not when we used to fax or comail reports in. Current reality.

As to the pre-purchase scenario, it that works, great. How long ago did you do that?

Yes, you put it in as an OOPE, no big deal. And you upload the receipt from the airline, not the boarding pass. The expense report system says, "Faxed/Scanned Boarding Pass or Ticket Receipt Received ," however I submitted a boarding pass once and it wasn't acceptable, they wanted the receipt.

The last time I did it was in May of this year. No problem. OOPE, receipt supplied, paid back. Never had an issue for this, there is nothing untoward or unethical about it. I would be happy to PM you that part of my expense report if you'd like to see it in print.

Nowhere in my post did I say you didn't need a receipt, only said the only time a boarding pass is required is if you use your personal card. Then went on to elaborate that I use the company iPad to document/upload directly into our expense system.

As to why...what if my company card is stolen or compromised. Could very easily find myself in a situation where using my personal card is required. Contract permits personal card use if necessary

You don't need the boarding pass. It is not required. Have you ever been asked for it? It is receipt or boarding pass required....however, good luck just sending in your boarding pass.

I agree with access to the company card being an issue. Sometimes I've had to purchase and just not had the company card available. Maybe my auditors just don't think I'm doing anything wrong (because I'm not), but it has not been a problem.

I think there was a time when supplying the boarding pass was required when using a personal card to prove that you didn't buy the ticket, get a receipt and then get a refund for the ticket on your card and not fly on the flight. Believe it or not, but we have had pilots cheat the company in the past.

I see the distinction now, Kronan. Thanks for the correction.

First off, I'm not accusing you of anything shady.

The only thing I'd like to point out with respect to the last several posts on this topic is that there are specific and binding directives in our CBA pertaining to this. IMO, the CBA carries more authority than something that might have been in the FAQs of the Fox expense report system (and no longer exists), an Insite report/FAQ or the interpretation of the "auditor du jour". I think everyone can agree that the legalistic nature of recent management-pilot disputes and the appearance of Appendix S are not portents of a willingness to let things slide (should one find themselves having to answer pointed questions).

So I submit the following:

8.A.6.a. A Company designated group or department shall be utilized for purchasing all deadhead tickets, except when:
i. the Company cannot purchase a ticket for a lower fare than the pilot can purchase himself; or
ii. the pilot must purchase the ticket himself to prevent delay to FedEx flight operations.

b. If a pilot does not purchase his deadhead ticket using the Company’s travel vendor, he shall use the Company issued Travel Card to purchase such ticket. In extenuating circumstances, a pilot may contact the Company to arrange a pre-paid ticket, or he may buy a deadhead ticket by other means, if necessary to prevent delay to FedEx flight operations (e.g., carrier won’t take the credit card, Travel Card unavailable)


8.C.4. Limitations on Deviation Expenses



The following limitations apply to deviation expenses:
a All deviation expenses shall be paid for using the Company issued Travel Card, unless:


i. the vendor will not accept the card; or
ii the vendor has rendered both authorized and unauthorized deviation expenses, and refuses to allow the pilot to pay for authorized expenses with the Company Card and for unauthorized expenses in another manner………




8.C.5. Reporting Procedures
a. Any time an expense is charged to a Company-issued Travel Card, a deviation ticket is purchased, or a deviation expense is incurred, an expense form shall be submitted, with appropriate original receipts (or electronic reproduction thereof). Boarding passes are required for tickets purchased with personal funds.

Purchasing a ticket months in advance that later happens to coincide with company approved travel using one's personal credit card is a pretty unique situation. I'm happy that worked out and the auditors didn't have a problem with it. I only post the above to point out that the practice appears to be contrary to the requirement that we purchase deviation tickets with the company travel card. I doubt anyone would interpret the situation as "extenuating circumstances" (like a lost card). It's also possible that a regular practice of using one's own credit card for large purchases like airline tickets might be construed as an attempt to earn additional benefits via whatever program the card offers.

The CBA is also equally specific that boarding passes are required in that situation. I interpret that passage as an additional requirement to a receipt since it's specifically addressing purchasing the ticket with personal funds (for the reasons Walrus mentioned).

Again, I'm not trying to make any accusations. I doubt most of us have read and retained the contract cover to cover, so I'm just trying to point out what our actual written guidance says. Folks (especially our new arrivals who might be reading) can use that info as they see fit.

Don't worry, Alderdriver, I didn't think you were accusing me of anything shady. It's all good:D.

I also wouldn't want to give out any bad information to newhires, I was just saying how this worked in practice. I have found it helpful in the past to call the auditors and ask questions. There are some things that are still in the contract that probably haven't been looked at or updated for years.

I'm not sure how one could use the company card to purchase tickets months in advance. I guess when you had to associate a ticket, and couldn't, you could have them deduct it from your pay, and then resubmit it later....but that sounds like a confusing hassle. And sometimes you can save thousands by purchasing the ticket in advance.

I suggest if someone wants to get a ticket in advance and has a question about it, to email their auditor and get the guidance in writing. I would hate for someone to be on the hook to pay back a ticket.

Calling is one thing..... getting someone to answer is a totally different story. :D Although, I think in the case of asking for guidance on such matters, an email that can be saved and provided as support for actions taken is probably wiser than a phone conversation, IMO.

I think that's the problem..... the CBA and current procedures don't really allow for that option.

Due to an expected DH and limited seats, I just tried to get GT to buy me a ticket early (with no trips assigned yet) and they wouldn't do it. They have been directed not to allow it. So, preemptively buying a ticket for an unknown but expected future trip seems like it falls into the same category.

While some folks may have the seniority to plan that far in advance, I think we're talking about a small minority. Even so, using the travel card to purchase a ticket months out, tying up company funds on a non-refundable purchase for a trip that one may or may not fly due to the vagaries of bidding, sick, training bumps or revisions doesn't really seem like it would fly. Using a personal card to do the same thing clearly doesn't fall into the extenuating circumstances category, IMO.

If you can get written guidance indicating this option exists, I'm sure the minority would appreciate it. Personally, I'll believe when I see it.

I don't think you need seniority to plan in advance. You just try to bid or pickup a trip the month in the timeframe that will make it legal to cover your airline fare. Hopefully you will have the bank. It doesn't always work out, of course, and then the ticket comes from your own funds. I'm sure there are commuters that are way more versed in this, as you can save so much money purchasing advance super saver tickets. I doubt the company is adverse to people saving them thousands of dollars:eek: