STATE OF OREGON
TRAVEL CONTRACT RELEASE
Traveler:
Date:
Agency/Department
Contact:
Phone:
Fax:
Agency/Department
:
Account
Number
Email:
Airfare Itinerary:
Foreign
Domestic
Azumano/Away Travel Quote:
2. Other Travel Vendor Quote:
Agent:
Agent:
Quoted
price:
Quoted price:
Airline:
Airline:
Quote
Date:
Quote Date:
Comments:
Instructions - MUST BE DONE BEFORE TICKETS ARE PURCHASED:
1. First, get quote from Azumano/Away Travel.
2. Obtain quote from other travel vendor - be sure to quote the same itinerary -do NOT purchase ticket.
3. Send release form to Azumano/Away Travel to either meet the lowest quote or authorize release.
4. With a signed release, the tickets may be purchased.
5. A copy of the approved release must be submitted for reimbursement or payment to non-contract agent.
MANDATORY CONTRACT USAGE AND EXCEPTIONS:
State agencies shall use the contracted travel agency (Azumano/Away Travel) to obtain
ALL
airfare purchased with state funds. This includes Grants and Contracts. However, there will be occasions where it is not practical to use Azumano/Away Travel to make arrangements. These situations will be dealt with on a case-by-case basis.
TRAVEL EXCEPTION REQUEST PROCEDURE is as follows:
A. The department must contact Azumano Travel for an initial quotation.
B. If the department finds a lower price or better arrangements for the same itinerary through another source, they may request a release.
DO NOT PURCHASE
a ticket prior to approval. Azumano/Away Travel has the option to match the offer and make the same arrangements or to release the department to purchase the ticket as submitted on the release form.
C. Submit release form to Azumano/Away Travel. They will process and return the form to the traveler.
PROCESS FOR REIMBURSEMENT:
An approved Travel Contract Release Form must be submitted to the Travel Office with a pay document (i.e., Travel Reimbursement, Purchase Order, Invoice Voucher) for airfare not purchased through contracted travel agency (Azumano/Away Travel).