Direct Billing Option Questions

1. What is the direct billing option?

Travelers who do not want to use personal funds can use our direct billing option, which is a ghost credit card payment system available through our preferred travel agencies for airfare and rail tickets only. The cost of the ticket, including the travel agency's service fee, is charged to the university using this option. Travelers can purchase tickets through one of our preferred travel agencies by completing the appropriate online travel form.

  • Faculty and staff in legacy Rutgers positions should use the Travel Order Form found on the University Accounting website.
  • Faculty and staff in legacy UMDNJ positions can use the Travel Approval Form accessible through myRutgers Portal.
    • Log in to myRutgers portal
    • Click the My Apps tab
    • Open the Accounts Payable and Travel Forms under the Finance section
    • Select and complete a form online

After your travel form is completed online, send a copy of the form to the preferred travel agency to directly charge the purchase of tickets to your University account.

How to use the direct billing option:

  1. Contact one of the preferred travel agencies listed on our Booking Travel page to obtain the airline or rail information for your trip.
  2. Use this information to complete and electronically sign the appropriate travel form.
  3. Download or save a PDF copy of your completed travel form and fax it or email it to your selected travel agency.
  4. The agency will email or mail you a confirmation letter and your airline or rail tickets.

2. What are the advantages of the direct billing options?

The Rutgers business traveler will have the amount of the airfare or rail ticket directly billed to the University account(s) indicated on the travel form. There is no need to request a travel advance to cover airfare or rail.

3. What is a Travel Order Form and how does it  work?

Faculty and staff in legacy Rutgers positions must use a Travel Order Form, a pre-numbered form, any time the direct billing option is used to purchase airline or rail tickets through the University's preferred travel agencies.

Faculty and staff in legacy UMDNJ positions can use a Travel Approval Form accessible in myRutgers portal.

  • Log in to myRutgers portal
  • Click the My Apps tab
  • Open the Accounts Payable and Travel Forms under the Finance section
  • Select and complete a form online

All travel forms must be completed and submitted online. How to use the direct billing option:

  1. Contact one of the preferred travel agencies listed on our Booking Travel page to obtain the airline or rail information for your trip.
  2. Use this information to complete and electronically sign the appropriate travel form.
  3. Download or save a PDF copy of your completed travel form and fax it or email it to your selected travel agency.
  4. The agency will email or mail you a confirmation letter and your airline or rail tickets.

4. Can I use a personal credit card for the purchase of air or rail tickets through the preferred travel agencies?

Yes, an expense report must be submitted for all Rutgers business travel expenses when reimbursement is requested. After you return from the trip, access the Rutgers Expense Management system through myRutgers portal to submit an expense report. You can create an expense report by logging in to myRutgers portal, clicking the Cornerstone tab, opening the Expense Management app under the Finance section, and clicking Create Expense Report.

5. How will my department be billed?

Your department will be billed according to the account distribution and amount indicated on each travel form.

6. If I find a less expensive ticket on the internet or with the airline directly, can I purchase it?

Yes, University travelers can purchase airline tickets:

  • through the University preferred travel agencies, or
  • through the internet, or
  • with the airline directly.

If a ticket is purchased on the internet or with the airline directly, the traveler is required to complete an expense report and submit it electronically through our Oracle Cloud financial system. You can create an expense report by logging in to myRutgers portal, clicking the Cornerstone tab, opening the Expense Management app under the Finance section, and clicking Create Expense Report.