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Business Travel Glossary

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AA - Automobile Association

Actual flying time - The actual time that an aircraft is in the air - does not include time on the ground (waiting in line for take-off, for example).

ADCOL or ADCOLL - The abbreviated form for additional collection. Used by computer reservations systems, airports, and travel agencies. ADCOL is used to collect additional fees. For example, paying to upgrade a ticket from economy to business class would require an ADCOL.

ADT - Approved departure time

Airline designator - The code designated by IATA to represent the name of an airline (UA is United Airlines, QF is Qantas, etc.).

Airport codes - Three letter codes used to identify airports (ex. YVR is Vancouver, Canada; EWR is Newark, New Jersey, etc.).

Act of God (AOG) - Also known as a 'force majeure'. This encompasses the situations where airlines are not legally responsible to provide lodging, transport, or other expenses that travelers may incur as a result of an AOG. Inclement weather, civil disruptions, and other unanticipated events may be classified as an AOG. May also be used when an aircraft is on the ground and urgently needs maintenance of some sort when it is supposed to be in the air.

Advance Purchase Excursion Fare (APEX) - Usually refers to international fares that have been discounted.

Adjoining Room - A hotel room that is next to another with connecting doors.

ADT - Atlantic Daylight Time; Alaska Daylight Time.

Advance Purchase Requirement - An airfare that must be purchased a certain number of days prior to departure, usually 7, 14, or 21 days, for the best fare. Airlines usually offer lower rates when tickets are purchased in advance.

Air mile - A distance of approx. 6076 feet.

Airport access fee - A fee paid by car rental companies to the airport authority for the use of shuttle vehicles, etc. - usually passed on to the consumer.

Airport check-in counter - A location in the air terminal designated for passenger and baggage check-in.

Airport transfer - A transport service to/from an airport to a hotel, etc., normally prepaid as part of a package, but available separately as well.

Amendment - A change in name, descriptive data, number of pages in a current passport and validity.

American plan - A meal plan offered by hotels that includes three meals per guest for each day stayed at the hotel.

Application forms - Required forms to be completed and signed when applying for a passport or visa. If a form is not filled out correctly, the application may be denied.

ARC - Required forms to be completed and signed when applying for a passport or visa. If a form is not filled out correctly, the application may be denied.

ARNK - The abbreviated form of 'Arrival Not Known' pronounced arunk. This acronym is used in computer reservations systems to indicate a portion of an air travel itinerary that does not involve a flight. Example: A passenger travels from Boston to Madrid. He makes his way to Barcelona by train. He flies back to Boston from Barcelona. The portion from Madrid to Barcelona would be an ARNK.

ATA - The abbreviated form for actual time of arrival for a flight.

ATC - The abbreviated form for air traffic control.

Add-on - An optional tour, excursion, etc., usually at extra cost, added to travel arrangements.

Authentication - Documents issued in one country, which need to be used in another country, must be "authenticated" or "legalized" before they can be recognized as valid in the foreign country. This is a process in which various seals are placed on the document. Such documents range from powers of attorney, affidavits, birth, death and marriages records, incorporation papers, deeds, patent applications, home studies and other legal papers.

Availability - The actual inventory of seats available to be sold at a certain fare. Even though a fare is presented as "available" between two cities does NOT mean seats at that rate are available.

Average coach airfare - The average of unrestricted "Y" class fares offered by airlines as quoted by the contracted travel agency.

Average Rate - Some hotels charge different rates for weekday and weekends; this rate is an average cost for the entire total reservation.


Back-to-back ticketing - Considered an illegal practice by the airlines. When a passenger does not meet the requirements of a discounted ticket (usually the Saturday night stay requirement), and is traveling more than once to a destination, a passenger may purchase two tickets. For one ticket, the city of origin is the starting and ending point of the ticket. For the other, the destination city serves as the starting point of the ticket. Airlines that discover back-to-back ticketing may issue a warning; confiscate the ticket; assess a fee; etc.

Baggage allowance - Amount of luggage a passenger may transport without having to pay extra charges. Each air carrier determines this allowance.

Base fare - The basic price of an airline ticket before any taxes, surcharges, airport fees, etc. are added on.

Bereavement fare - A discounted fare offered to family members traveling because of an imminent death or death in the family. Most airlines that offer bereavement fares will require information about the situation.

Blackout dates - Also known as blackout periods. These are the dates on which certain fares or certain types of tickets are not permitted. Blackout dates can also extend to issues like baggage or cargo restrictions. For example, there may be winter blackout dates on a specific aircraft, not permitting animals to be accepted in the cargo hold. Blackout dates often apply during peak travel periods or over holiday travel periods.

Birth certificate - The official document stating a person's date of birth, place of birth and parentage.

Blocked space - Seats, rooms, and/or cabins held on airlines, in hotels, or aboard ships. Usually held speculatively and made available at reduced rates.

Boarding pass - A receipt with a seat number issued when a traveler checks-in for their flight. A ticket is not valid unless a boarding pass has been issued.

Bonded - Protected or guaranteed by a bond, usually referring to the protection of passenger's funds.

Bulk fare - A fare only available when buying blocks of airline seats; usually lower than published fares.

Bulkhead seats - Located near the front of each airplane section, these popular seats offer more legroom but no under-seat storage.

Bumping - The airline practice of denying boarding to confirmed passengers who hold tickets on a specific flight due to an oversold situation. The carrier will ask for volunteers to take later flights and will normally provide some sort of compensation in the form of vouchers or tickets for future travel. Rules for when compensation must be provided are complicated; ask the ticket agent for a copy of that carrier's rules, as each has their own set of guidelines.

Business class - The class of service between first and coach, most commonly offered on international flights as a popular alternative to the more expensive first class.


Cancellation fee/cancellation penalty - The amount charged when a traveler cancels a reservation.

Cancellation policy - When making any travel reservation, the passenger should ask what the rules are about canceling, and the conditions required to receive a refund.

Carrier - Generic term for any company that transports passengers and/or freight.

Carry-on - Currently there are no uniformly enforced airline restrictions concerning carry-on luggage. Most carriers state that the bag must fit in the overhead bin or under the seat. The usual maximum measurements are said to be 22 X 14 X 9 inches. At most airports, there are bag checking "frames" where the carry-on can be inserted to see if it meets the requirements.

CDW/LDW - Acronyms for collision damage waiver and loss damage waiver. When renting a car, the option of adding (and paying for) collision and loss insurance will be offered. These may be covered by the driver's personal auto insurance and their charge card. The driver should find this out before reserving the rental car. CDW/LDW is not a reimbursable expense unless renting a vehicle in a foreign country.

Change fee - Fees collected by the airlines when a passenger makes changes to a restricted or penalty ticket; usually $150 or $200 for a non-refundable ticket.

Change of equipment - When a flight, with a single flight number, lands and changes the type of airplane used before continuing on to its destination.

Check-in - Lodging arrival date.

Check-out - Lodging departure date.

Circle trip - Any trip that involves more than a single destination, but which returns to the initial point of departure.

City pair - The departure and arrival cities on an airline booking.

Coach - The "economy" section of an aircraft which typically has many different fares for the same flight.

Commercial lodging establishment - A motel, hotel, inn, apartment, house, or similar entity that furnishes lodging to the public for pay.

Commercial transportation company - An entity that offers transportation of people or goods to the public for pay.

Commission cap - The limit placed on commissions paid to travel agents for the sale of air tickets, regardless of their price; designed to allow airlines to increase their profits at the expense of their primary distribution system - the travel agents.

Commuter carrier - An air carrier that operates smaller aircrafts and provides service to airports that cannot support large jet equipment.

Concierge - A hotel employee who provides additional advice, recommendations, and other services to guests, such as restaurant reservations.

Concourse - The area in an airline terminal where the gates are located. Many airports have multiple concourses.

Conference designated lodging - The hotel where the conference is being held or the hotel(s) specified in the conference brochure. Accommodation at alternate hotels in the conference's immediate vicinity may be considered as conference designated lodging when no vacancies exist at the recommended hotel(s), and an explanation is attached.

Confirmation - The acceptance and acknowledgment of a reservation by a travel supplier.

Confirmation number - The code assigned to a travel itinerary that identifies the passenger and gives the customer service representative an easy way to locate the traveler's reservation.

Connecting flight - An air transportation arrangement that requires passengers to change planes before reaching their final destination.

Consolidator - A business that sells airline tickets in bulk, usually at some savings, but with many restrictions.

Consulate - A division within a foreign government's representation that has a specific purpose, one is the issuance of visas.

Consulate fees - The fee paid to the embassy or consulate of the country of destination in order to have the visa issued. Fees can range from no fees to several hundreds of dollars.

Continental United States - The District of Columbia and all states of the United States other than Alaska and Hawaii.

Computerized Reservation System (CRS) - An interactive electronic system used to store and retrieve information and conduct transactions related to travel.

CST - Central Standard Time


Debark - To exit from an airplane or passenger ship.

Denied-boarding compensation - The payment and/or voucher given to those bumped from a flight, See "Bumping".

Deportation - Forcing a person to leave a country by official order.

Deregulation - Removal or relaxing of barriers to travel, such as restrictions on the nature of outbound travel, amount of money taken out of the country, visa requirements and costs, as well as air service agreements.

Destination - The final place to which a person or thing travels to or is sent.

Direct access - Refers to a travel agent's ability to access an airlines database to get true last-seat availability and correct pricing.

Direct Flight - A single flight from origin to destination with one or more stops but does not require a passenger to change planes. Also known as a through flight.

Disability - A physical or mental impairment of a person that substantially limits one or more of the person's major life activities.

Disclaimer - A legal document that advises clients that a travel agent acts only as a middleman in the sale of travel products; any liability ultimately lies with the supplier, i.e. airline, hotel, car rental company, tour operator, railway, etc.

Domestic fare - A fare charged for travel within a country.

Double (DBL) occupancy - A hotel room that can accommodate up to two people; may contain one or two beds.

Double occupancy rate - The rate for a room that can accommodate two people. The rate is quoted for the room and not per person.

Drop charge - An additional fee that is often charged by a car rental company when the customer rents a car in one location and returns it to another location.

Duty free - Goods on which no duty or tax must be paid.


Economy class - Also known as tourist or coach class.

Electronic Ticket - A "paperless" airline ticket allowing one to check in and fly with a proper photo ID. A ticket is actually a paper passenger receipt. E-tickets cannot be lost or used by anyone else, so they are safer than paper tickets.

Embark - To board a plane or cruise ship.

Employee - Any individual who is compensated through the university payroll system.

EST - Eastern Standard Time

Estimated Flying Time - Any individual who is compensated through the university payroll system.

ETA - Estimated time of arrival.

ETD - Estimated time of departure.

Eurailpass - Any individual who is compensated through the university payroll system.

European plan - Any individual who is compensated through the university payroll system.

Excess baggage - Luggage that exceeds an airline's weight allowance. The passenger may be charged an additional fee.

Excursion - A side trip from a main destination, usually optional and at an additional cost.

Execution of passport applications - The procedure performed by passport agents, designated clerks of courts, or designated postal officials who check the authenticity of documents submitted for a passport and who witness the identity of the applicant as being the legitimate bearer of the passport. Execution of a passport application may not be executed by a notary public.


Family plan - Offered by most lodging providers, allows children to stay in the same room as parents, at no additional charge. Age requirements vary between lodging providers.

Fare basis (code) - The code or codes on which the price of an airline ticket is based. Some itineraries contain many different codes. Most will indicate whether a fare is refundable. If one fare code contained in a ticket is nonrefundable, then the entire ticket becomes nonrefundable.

Fare rules - To distinguish one fare level from another, the airlines assign special purchasing rules and restrictions. Generally, the lower the fare, the more restrictions a fare has (such as a 21-day advance purchase, a Saturday night stay, or travel on a certain day of the week).

Federal Aviation Administration (FAA) - The government agency responsible for the regulation of civil aviation in the United States; functions include airline security regulation and enforcement, air traffic control, aircraft maintenance, and pilot licensing.

First class - Most larger aircraft have a first class section in the front of the plane with more room and upgraded cabin service, meals, etc.

Fly-drive package - A travel package featuring airfare, rental car, and perhaps lodging. The package is usually less expensive than booking each separately.

Foreign travel - Travel to any destination outside the US or US territories.

Frequent flier program - A membership program offered directly to the traveler by the air carrier enabling members to accumulate miles (points) and redeem them according to the terms and conditions of the air carrier.

Funnel flight - A flight, such as on a regional or commuter carrier that "feeds" larger planes that continue on to other destinations.


Gate - The area in an airport where passengers board a plane.

Gateway city - A city that operates as an arrival or departure point for international flights.

Global Distribution System (GDS) - Automated reservation system that synchronizes travel agency bookings with that of airline, hotel, and car rental reservation systems.

Global Positioning System (GPS) - System of satellites that allows miniature radio receivers on earth to pinpoint one's location. Most cruise ships make use of this system to navigate the world's oceans.

Government rate - Discounts for government employees; requires identification.

Guaranteed Reservation - A lodging reservation held for a passenger's late arrival, usually secured by a charge card obligation to pay even if the traveler never arrives at the hotel.


Hard-copy - A printed version of a document, such as an airline ticket or hotel voucher.

Hidden-city ticketing - A ticket from A to C with a stop in B. The passenger gets off at B, which was the intended destination. The ticket is purchased because the fare from A to C is LESS than A to B. A travel agent can be seriously penalized for selling hidden city tickets.

Hub - An airport or city in which an airline has a major presence and many flights to other destinations. As an example, Delta has a hub in Atlanta. Many carriers use the hub-and-spoke system to maximize profits by keeping the aircraft in the air as much as possible. There are many flights to and from the hub.


International Air Transport Association (IATA) - An international trade organization of airlines which assign 3-letter Airport codes and 2-letter Airline Designators commonly used worldwide. They also regulate the shipping of dangerous goods and publish a globally accepted field source reference for airlines shipping hazardous materials.

International Airlines Travel Agent Network (IATAN) - An industry association designed to represent the interests of their member companies. IATAN and IATA are the bodies responsible for the standard international codes for airlines, airports, hotels, cities and car rental firms.

Institute of Certified Travel Agents (ICTA) - Located in Wellesley, Mass, it has provided education to the travel agent community exclusively since 1960.

In transit - Enroute; in the process of traveling.

Incidental expense - Necessary and reasonable expenses incurred while traveling on business. Does not include expenses for meals, lodging, or transportation; personal expenses; tips or gratuities.

In-flight service - Entertainment, meals, beverages and miscellaneous items available during a flight.

Instate travel - Travel within Illinois.

Interline connection - A flight on one airline that connects to a flight on another carrier - these tickets are usually more expensive than flying all on one carrier but may be the only way to get to a destination in some cases.

International driver's license - Proof that drivers hold a valid driving license in their country. It is not always necessary to have one since many countries recognize each other's licenses.

Internet fare (also called a web fare) - Typically a highly restricted fare the airline carriers offer only on the Internet for a limited time. The traveler should review the restrictions before purchasing.

Itinerary - Detailed travel arrangements such as airline flight information, departure and arrival dates; destination, hotel and tour information, etc. The itinerary should have the traveler's name on it.


Jet lag - Fatigue, due to travel across many time zones.

Jurisdiction - The states whose residents have a particular consulate responsible for the issuance of visas.


Kilometer - A measure of distance used in almost all other countries, at about 5/8 mile.

King room - A sleeping room with a king-size bed.

KPH (kilometers per hour) - Land speed measurement in most other countries. 60 kph equals approx. 36 miles per hour.


Land arrangements - All the details for the land portion of a trip (hotel, car, tours, sightseeing, etc.)

Land only - A rate that does NOT include airfare; usually includes most other land-based charges such as accommodations, transfers, taxes, and perhaps other optional items like theme park tickets, rental car, etc.

Last-seat availability - The ability of a travel agent to purchase, literally, the " last seat" on a particular flight.

Late booking fee - A fee for travel arrangements made with minimal advance notice prior to the travel date. Normally it covers express delivery of documents and other last-minute arrangements that may have to be made by a tour operator.

Layover - The amount of time a connecting passenger has between flights, before reaching their final destination.

LDW (Loss Damage Waiver) - Additional optional insurance pertaining to car rentals, covering theft and vandalism in addition to accident damage.

Leg - One segment of a journey, normally referring to an air itinerary, such as the "outbound leg" or the "return leg".

Legalizations - A process in which various seals are placed on documents issued in the U.S. so they will be recognized as legal documents in other countries.

Leisure travel - Travel for personal reasons as opposed to a business purpose.

Length of stay - The duration of days, weeks, or months permitted in a country as designated by the visa issued.

Limited mileage allowance - The number of miles included in the car rental rate before additional per mile charges are accessed.

Load factor - The percentage of available space on an aircraft or other form of transportation that has been sold to date.

Lodging expense - A charge imposed by a provider of lodging as consideration for providing the lodging.

Long haul flight - Air travel exceeding seven hours in duration.

Lowest available fare - The lowest airfare available for purchase at the time of search - may or may not change within minutes, hours, or days.

Lowest fare - The lowest published airfare between two cities - seats may NOT be available at that fare as the airlines usually have a limited number of those seats on any given flight.


Maximum stay - The maximum time the traveler may stay at a destination to qualify for a specific airfare. Normally most fares have a 30-day limit, but some are less. Usually, the longer the stay, the higher the fare.

Medium haul travel - Air travel between 3 and 7 hours duration.

Mileage charge - A per mile charge for each mile a rental car is driven beyond the established mileage allowance for the rental rate.

Minimum connect time - The minimum time required between connecting flights. At least an hour is recommended for domestic travel.

Minimum stay - A minimum day requirement to receive a special discounted rate (Example: two days or over a Saturday night).

Modified American Plan (MAP) - A lodging package that includes two daily meals, usually breakfast plus lunch or dinner, in the price for a night's stay.

MST - Mountain Standard Time.

Multi-leg trip - Journey from point A to point B to point C, and back to point A.

Multiple airport city - A term used to describe a city or metropolitan area that has more than one major, commercial airport. (Examples: Chicago O'Hare and Chicago Midway or New York JFK and New York LaGuardia).


NM - Nautical mile

No show - A person who does not show up for a flight, hotel, or rental car booking.

Non-refundable tickets - Airline tickets may not be returned for cash or credit but may be changed or exchanged for future travel for a fee.

Non-stop - A flight that does not stop between the point of departure and destination.

Non-transferable - An airline ticket that cannot be used by anyone else.

Number of entries - The number of times the passport bearer may enter and reenter the country of destination on one visa.


Occupancy rate - The number of times the passport bearer may enter and reenter the country of destination on one visa.

Occupancy tax - The tax levied by many cities on a hotel stay. In addition to local taxes, there may be a set tax per room or per person added to the hotel bill.

Offline connection - A change of aircraft also involving a change of air carriers.

Off peak - A time period or season when less travel occurs. Fares are usually lower during these times.

One way ticket - A flight that departs from one location and arrives at another location, without returning to the point of departure.

Online stops - A stopover to a final destination that is in a continuous direction to the main route.

Open jaw - An airline ticket in which a traveler returns from a city other than the one in which they arrived or in which the final destination is not the same as the original departure city. The trip between these two cities is made over land, sea or with a separately booked flight.

Open return - An airline ticket with no return date specified. Rarely done these days, usually quite expensive and not permitted with most discounted fares.

Operator - A company providing transportation or travel related services (airline, cruise line, railway, hotel, car rental company, etc.).

Option date - The absolute last day on which a reservation must receive a deposit or cancellation will result.

Origin - The point at which a trip begins.

Outbound - The departure leg of a journey.

Overbooking - The practice of selling more airline seats than are available on a specific flight, to make up for no-shows. Requires passengers to be "bumped", not always voluntarily. The practice of selling more airline seats than are available on a specific flight, to make up for no-shows. Requires passengers to be "bumped", not always voluntarily.

Override - Extra commission that travel agents sometimes receive, usually for selling a certain amount of a supplier's product.


Passenger Facility Charge (PFC) - A per passenger airport tax authorized by the US Congress for upgrading and expanding local airport facilities. Currently, the tax can amount to no more than $3 for any one airport and no more than $12 for any single itinerary.

Passenger Name Record (PNR) - The official name of a reservation in a computer reservation system (CRS).

Passport - A government issued travel document in booklet form attesting to the identity and nationality of the bearer to protect the citizen or non-citizen when traveling abroad. A passport must be signed before it is considered valid.

Passport photos - Required in order to apply for a passport. Must be two inches by two inch and taken within the last 3 months. The background must be white. A passport photo can be either black/white or color.

Passport/visa service - A service that will take a traveler's passport and hand carry it, if necessary, to the appropriate embassy in order to expedite a visa. It may be expensive if the traveler waits until the last minute to obtain a travel visa.

Penalty - A fee charged for canceling or changing a reservation.

Per diem - A set allowance amount for meals, lodging, or incidental travel related expenses.

Personal effects coverage - Additional optional car rental insurance covering loss of personal property from the rented vehicle.

Point-to-point - Refers to the fares between two cities without additional segments or any continuation.

Porter - A hotel or rail employee who assists guests with luggage, etc. also referred to as a "skycap".

PPDO - Per person, double occupancy. Most tours and cruises are quoted this way; the average cost to stay in a particular location per day.

Prepaid ticket advice - A form used when purchasing an air ticket to be picked up and used by someone else at another airport. E-tickets have reduced the need for this.

Prepayment policy - Specific rules regarding the payment of room and tax charges for a hotel reservation prior to a traveler's arrival.

Proof of citizenship - A government issued document that establishes the traveler's nationality to the satisfaction of a foreign government. It may be an original or certified copy of a birth certificate, or a passport.

Proof of identity - A government issued document that establishes a traveler's identity. Proof of identity may be a driver's license, birth certificate, or a passport.

Proof of nationality - A legal document attesting to the nationality of the bearer. All countries accept a valid passport.

Prop - Propeller driven aircraft.

PST - Pacific Standard Time.

Published fare - An airfare listed in the carrier's tariff; non-discounted tickets based on exchange rates, so they may fluctuate until final payment.


Quad - A sleeping room suitable for four people, usually containing two double or two queen-size beds.


Rack rate - Standard advertised rate for a room or suite; if the traveler requests a lower rate, he/she can often receive it.

Rate desk - The office of an air carrier that calculates fares for passengers and travel agents.

Rate info - The daily room rate charged by a lodging provider.

Reconfirm - To double check a reservation for accuracy.

Record locator - The confirmation number assigned to a reservation in an airline's computer system.

Red-eye flight - Usually an overnight flight that arrives early in the morning.

Refundable fare - Refundable tickets can be returned for a refund to the traveler's charge card or may allow changes to be made without paying a penalty.

Regional carriers - Airlines serving specified areas or regions of the country.

Reissue - The generation of a new ticket in exchange for another, due to a change of plans, dates, flights, etc. May involve additional fare, penalties and fees.

Rented or public conveyance - A motor vehicle, train, or aircraft that an employee rents or pays a fee to use on a short-term basis.

Restricted fares - Special fares available only for specified times of the day or days of the week.

Restricted travel dates - Specific period during which specials fares or rates apply.

Rollaway - A cot or other bedding that can be added to a hotel room to accommodate another guest; usually at an extra charge.

Room tax - State or local tax charged on hotel stays.

Round trip - A journey from point A to point B then back to point A.


Saturday night stay - An airline requirement that the traveler must stay over a Saturday night during a trip to obtain the lowest fare.

Scheduled carrier - An airline that operates on a regular, published schedule.

Segment - A "leg" or part of a journey, usually in reference to an air itinerary. One take-off and landing during air travel constitutes a "segment".

Short haul travel - Air travel of less than 4 hours in duration.

Sleeper - A sleeping compartment aboard a train.

Special services - An airline term that designates a passenger who has special requests, such as requiring assistance boarding or departing the aircraft, or special meal requirements.

Stopover - A planned stay over in a city for a day or more, while in route to another destination.

Student visa - Permission issued to a student to enter a country, normally for attending school there.

Suite - A hotel room with more than one room, or sometimes a single room with distinct sleeping and living areas and often a kitchenette.

Super saver - A highly discounted rate; often includes specific requirements.

Surface sector - When a traveler travels independently between two flight points on route to their final destination.  A main feature to consider when booking round the world flights.


Tariff - A schedule of prices/fares.

Through passenger - A passenger who is not disembarking at a particular stop while on route to a final destination.

Ticket - When completed and validated, the electronic ticket or paper ticket becomes a contract for transportation between a carrier and a passenger.

Ticket stock - Blank airline tickets.

Touchdowns - A flight that lands to re-fuel or let passengers on and off. Travelers are not required to change planes.

Transit - A traveler passing through one country for the sole purpose of getting to another country.

Travel advance - Money loaned to employees (including student employees) for domestic travel of 7 or more consecutive days, international travel, or group travel.

Travel advisory - A travel warning issued by the U.S. Department of State, indicating special caution should be taken in a country due to political unrest, natural disaster, or another special situation.

Travel protection - A combination of travel insurance benefits and emergency hotline services, designed to give the traveler protection for his/her travel investment, health and belongings while traveling.

Travel status - When an employee is required by his/her supervisor to leave the headquarters on official business. The employee is eligible for reimbursement of travel expenses.


UI Ride - An intercampus shuttle service connecting Urbana-Champaign and Chicago to provide an affordable, efficient, and convenient mode of transportation for faculty, staff, and students.

Unlimited mileage - A rental car rate that allows the renter to drive an unlimited number of miles without mileage charges being added to the rate.

Unrestricted fare - An airfare without special purchase requirements.


Vaccination certificates - Official documents with vaccination records for presentation to health officials when traveling abroad.

Validity of a passport - The time period from the issuance date to the expiration date.

Validity of a visa - The time period from the visa issuance date to the visa expiration date as shown on the visa.

Value Added Tax (VAT) - A tax on the final consumption of certain goods and services. The VAT levied by most European countries on a variety of business services utilized by companies can be reclaimed. Most business expenses qualify for VAT refunds from hotel accommodation, subsistence and car hire to larger non-travel expenses including conference, exhibitions and training.

Visa - Permission to apply to enter a foreign country. Usually, a document or stamp affixed to a page in a passport allowing entry into a country for a specific purpose and a finite amount of time.

Visa photos - Photos required to identify the bearer of a visa application.

Visa service - A service that can expedite the processing of a visa. A fee is charged that varies depending on the nature of the service needed. Visas are usually stamped onto the pages of a valid passport and are issued for varying reasons and periods of time. Not all countries require them, especially for United States citizens. The traveler should allow enough time for them if traveling to a destination that requires one.


Waiver - A written acknowledgement that a passenger has declined something, such as insurance coverage for a trip. The formal acknowledgement of the waiving or dismissal of a requirement, such as a waiver of the penalty for late booking, etc.

Walk-up - One who purchases an airline ticket at the last moment, usually at the airport ticket counter.

Web fare (also referred to as an Internet fare) - Typically a highly restricted fare the airline offers only on the Internet for a limited period of time. The traveler should review the restrictions carefully before purchasing.