• Use Google Flights to search for flights (times and prices.) Search Southwest.com separately, as it is not on Google Flights.
  • When you find the flights you want, book directly through the airline's website (NOT through a third party site, like Expedia.)
  • The traveler should indicate what airports they want to fly in/out of. If a city has multiple airports, examine options at all airports, and discuss all options with the traveler. 
  • If the traveler has already identified specific flights, do a quick price comparison on the web, confirm the current price/availability with the traveler, and then book the suggested flights. 
  • Confirm if the traveler has a known traveler number or airline membership numbers.  
  • Always include the traveler’s cell phone number on flight reservations.   
  • Consideration should be given to the airline’s flexibility to change the ticket/reservation, should the need arise.  
    • If a traveler changes a flight for their own convenience, they must cover the cost. If it is for a company reason (e.g. interview time is changed, project meeting is cancelled, etc.), the company or the project should cover the cost. 
    • Southwest Airline: no change fee (policy) 
    • Alaskan Airlines: changing policy
    • American Airline: changing policy 
    • United Airline: changing policy 
    • Delta Airline: changing policy
  • Consideration should be given to the convenience of travelling to the airports. Be aware of the travel distance between the departure airport & home and arrival airport & work location
    • Confirm with the traveler which airport is most convenient for arrival and departure. If flights are not available at that location, confirm with the traveler before purchasing a flight.  
  • Considerations should be given to the flight time. 
    • Try to limit layover time (one hour minimum, three-hour maximum; time is money, but missed connections are problematic). 
    • Red eye – Toole Design may pay for business class upgrades.  Requires PM and Director approval.
  • Consider purchasing one-way tickets vs. roundtrip tickets: some airlines, like Southwest, do not offer round trip discounts. It is more flexible to book one-way fares on these carriers.  
  • Never purchase travel insurance. 
  • If the traveler’s email is used as the primary email for the reservation, then the person booking the flight will need to request that the traveler forward a copy of the flight confirmation. Flight confirmations are also receipts and must be emailed to Accounts Payable with the same file name convention as all receipts.
  • Per company policy all for these flights are Basic Economy (or that airlines equivalent) and generally have very restrictive policies about cancellations and/or changes (which vary greatly depending on the airline). Please keep this in mind when selecting flights.