NOTE: Google Chrome MUST be used to access the GURU website and for completing and/or downloading fill-and-print forms. Firefox, Internet Explorer, and/or Microsoft Edge do not support all features required for PDF fill-and-print form functionality. Substitutes for an approved University official form (created using a different browser or scanned copies) will be returned with the request to use the Chrome version of the form.
All air travel funded by the federal government are required to use a "U.S. flag" air carrier service (see complete list of certified U.S. flag air carriers). This requirement applies to:
You cannot cross the U.S. border to use a foreign airline to avoid being subject to the Fly America Act. If your travel does not comply with the Fly America Act, the government will not reimbursement your airline ticket costs. See the U.S. General Services Administration Fly America Act for complete details.
The Fly America Act Waiver Checklist form must be completed PRIOR TO BOOKING all Outside of the Continental United States (OCONUS) air travel on non-U.S. flag carriers which is funded, in whole or part, by the U.S. government, or will be claimed as a cost under a federal award. If non-U.S. air carriers are used on federally funded travel, a waiver of the Fly America Act must be documented through completion and approval of this form. The approved form must be included as part of the documentation for the applicable SAP Concur report.
There are two distinct types of OCONUS travel:
Employees are responsible for assuring compliance with the Fly America Act for all federally-funded OCONUS travel. The following are options for booking OCONUS travel and completing the Fly America Act Waiver Checklist:
If OCONUS travel requires use of airlines other than U.S. Flag Carriers, then this waiver checklist is REQUIRED. If a waiver cannot be documented, than the cost of the airfare must be paid on non-federal funds.
The Open Skies Agreement is one of the items on the checklist. Open Skies Agreements are bilateral or multilateral agreements between the U.S. Government and the government of foreign countries that allow travelers to use foreign air carriers from these countries for government-funded OCONUS travel (see the Open Skies Agreements subsection of the Fly America Act. Therefore, use of Open Skies Agreement Must be documented through use of this checklist. The basics of the Open Skies Agreement are outlined below:
If you are flying from the USA to an OCONUS Domestic or OCONUS Foreign Country on federal fund AND travel is funded by the Secretary of Defense (DOD) or Secretary of a military department such as the Air Force, Army or Navy - You are NOT permitted to take advantage of the Open Skies Agreement. You must fly on a U.S. flag airline unless you qualify for an exemption as documented on the Fly American Act Waiver Checklist.
If NOT, you may qualify under the Open Skies Agreement. The US General Service Administration (GSA) provides information for federal travelers which may be helpful to assure compliance under the Open Skies Agreement. Please note that only the agreements listed on the GSA website qualify for the Fly America Act exception. Other Open Skies Agreements listed on the State Department website do not qualify as an exception.
See the General Ledger Accounts and Payment Decision Matrix for appropriate GL to use. Options include:
This form has fill-and-print form fields and digital ID (signature) fields enabled. The PDF version has instructions provided for the type and/or format of information to be included within the fill-and-print form fields. Hovering the computer mouse over any form field within the PDF will display these instructions. See Converting Web-based Documents to PDF Documents for details. See Applying Digital ID on PDFs for instructions on adding signatures.
To view a printed version of these instruction, click exhibit link below:
No form may be used that substitutes for an approved official University form without prior review and approval by the steward of the form/central office, as facilitated by the Office of Systems and Procedures (designated representative of the Associate Vice President for Budget and Finance). Policy FN17 Required Use of Approved University Forms Appearing in the General University Reference Utility (GURU) requires that all form templates must be vetted and approved prior to being published on the GURU website and all such documents having gone through said established approval process must be password protected.
GURU PDF forms are designed for use with Adobe Acrobat Reader or Adobe Acrobat Pro. Each browser (Chrome, Firefox, Internet Explorer, Microsoft Edge, etc) has a built-in PDF viewer making it the default PDF viewer without asking users. These built-in viewers do not necessarily support all features required for PDF forms. Similarly, many calculations are not supported by other stand-alone PDF readers (for examples, Nuance). It has been brought to the attention of the Office of Systems and Procedures that PDF forms do not function appropriately when accessed using Firefox and/or Microsoft Edge. In order to access any of the forms on GURU and have the fill-and-print functionality work properly, the end-user must access the GURU website using Google Chrome.
The latest version of Adobe Acrobat Reader is available for free. Contact your IT support staff person for downloading assistance, if/as needed. If Adobe Acrobat Pro better suits your needs, contact your IT support staff person for purchasing and installation assistance.
Clicking the form download icon on any form instruction page on GURU will open a web-based version of the form. While it appears to have fill-and-print fields available, not all functionality may be available for use (i.e. digital ID fields). With some exceptions (see exceptions below), it will be necessary to convert these web-based documents to PDF documents (see Converting Web-based Documents to PDF documents section).
There are two (2) options available to download the form:
Option 1 - To create a PDF for this document (and this document only):
Option 2 - Change system settings to always open documents with Adobe:
There may be times when it is necessary to combine multiple PDF documents into a single document for submission. In those instances, complete the following steps:
Repeat this process for each document that will be combined (each file name must be different from the previous)
This form has the Digital ID (applying an electronic signature to the document) process enabled.
NOTE: Once a digital ID has been applied to a document, it is considered an "approved" document and it is not possible to make any revisions to the form. DO NOT apply any digital IDs until the document has been completed and is ready to be approved.
Complete all fill-and-print form fields before completing the signature process:
NOTE: The traveler must supply either a hand-written signature or apply their digital ID. Proxied signatures are NOT permitted.
If travel is arranged by a Travel Agent, the Fly America Act Waiver Checklist Form requires a travel agent signature. Please complete the following process for obtaining the signature:
This form has the "Clear Form" Bookmarks enabled. To clear ALL form field entries:
If you encounter any difficulties, contact the GURU support staff by submitting a Technical Support Form request.
|SAP Concur expense report
|General Funds = End of fiscal year +7 years
Restricted Funds = End of grant/contract (close date) +7 years
|Electronic document and data = delete and empty recycle bin
|Copies created during the digital ID process and
Once verification of successful upload into SAP Concur
|End of fiscal year +1 year
|Paper document = Secure Bin disposal or shred
Electronic document and data = delete and empty recycle bin
*Transitory Copies are University Records that have temporary value and, as a result, may be destroyed after they are no longer needed. In no event shall be retained longer than the official copy of the University Records as delineated on the Records Retention Schedule.
The form is uploaded as supporting documentation to the SAP Concur expense report when the airfare is charged.
For questions, additional detail, or to request changes to this form, contact the Business Area Financial Officer.