Flight Booking Guidelines
When booking flights, start by searching Google Flights for flight times and prices. Search Southwest.com separately, as Southwest does not appear on Google Flights.
Flights should be booked directly through the airline’s website, not through third-party sites such as Expedia.
Before booking, confirm the following with the traveler:
Preferred departure and arrival airports
Most convenient airport options, especially if the city has multiple airports
Traveler’s cell phone number
Known Traveler Number, if applicable
Airline membership or frequent flyer numbers
If the traveler has already identified specific flights, complete a quick web price comparison and confirm the current price and availability before booking.
When selecting flights, consider:
Total cost
Flight times
Airport convenience and distance from home/work location
Layover length, ideally between 1–3 hours
Airline flexibility for changes or cancellations
Whether one-way tickets may be more flexible or cost-effective than roundtrip tickets
Per company policy, flights should be booked as Basic Economy or the airline’s equivalent, unless an approved exception applies. These fares often have restrictive cancellation and change policies, so travelers should be aware before confirming.
For red-eye flights, Toole Design may pay for a business class upgrade, but this requires PM and Director approval.
Flight changes should be handled as follows:
If the change is for the traveler’s convenience, the traveler is responsible for the cost.
If the change is due to a company or project need, the company or project should cover the cost.
Do not purchase travel insurance.
Flight confirmations also serve as receipts and must be emailed to Accounts Payable using the standard receipt file naming convention. If the traveler’s email is used as the primary email on the reservation, ask them to forward the confirmation.
Updated 5/21/25: Toole Design does not pay for or reimburse checked bags.