University of California, Santa Barbara State of California Contract Airfares

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University of California, Santa BarbaraState of
California Contract Airfares
Dale Pearson Travel Accounting Unit Accounting
Services Controls
November, 2002
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Contract Airfares

• The State of California contracts for city pairs
  with domestic airlines. University of California
  travelers can arrange travel between numerous
  domestic and foreign city pairs at discounted
  fares offered under State contracts with
  Southwest and United Airlines.

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Y-CAL Rates

• State contracted airfare is designated as Y-CAL
  rate.
• Y-CAL rates can only be purchased from a State
  authorized travel agency.
• A Corporate Travel Card or personal credit card
  cannot be used to pay for Y-CAL airfare.

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Advantages to Y-CAL Rates

• Airline is required to refund any or all portions
  of an unused ticket.
• Flight times can be changed without penalty.
• Buy today and fly tomorrow at the same price as a
  14 day purchase.

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Where to Purchase

• The UCLA Travel Center is a State authorized
  travel agency.
• Y-CAL airfare is charged to the UCLA American
  Express B.T.A. account.
• Airfare is recharged to UCSB.
• UCLA is familiar with travel within our
  university environment.

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Who Can Fly

• Y-CAL rates can only be used for travel while on
  Official University Business.
• Eligible travelers
• All UCSB employees.
• All U.S. citizens who are not on UC payroll.
• Non-eligible travelers
• Foreign nationals who are not on UC payroll.

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City Pairs

• Y_CAL city pairs.
• Santa Barbara (SBA)
• Los Angeles (LAX)
• Oakland (OAK)
• San Diego (SAN)
• San Francisco (SFO)
• San Jose (SJC)
• Sacramento (SMF)
• Plus numerous connecting city pairs

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Reserving Airfare

• Complete the Reservation Request Form
• UCLA Travel Center will email an itinerary. Make
  changes to the itinerary, if needed, and email
  back to UCLA Travel Center.
• There is a phone number to call if you need to
  talk to a travel agent.

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Purchase Authorization

• Only authorized employees can purchase airfare.
  MSO/Dept. Head determines.
• DSA assigns rights to ALLN01 Complete user id.
  Direct charge authorization.
• Airfare Authorization Tracking Number.
• Enter data into fields and submit. A tracking
  number is returned.

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Purchase Airfare

• At the top of the itinerary type UCSB Tracking
  Number and email to the travel agent to
  authorize purchase.
• UCLA Travel purchases eticket and emails final
  itinerary.
• Keep a record of the tracking for your dept.
  ledger reconciliation.

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E-Ticket

• An official looking itinerary can be printed by
  following the link provide by your travel agent.
• Print a copy of the eticket to take to the
  airport.
• If the trip is canceled contact UCLA Travel
  Center for a refund.

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Audit

• UCLA Travel Center copies UCSB Travel Accounting
  on the final itinerary.
• A comparison is made between the tracking number
  on the final itinerary to the tracking number in
  Complete.
• A tracking number that is not valid could result
  in a cancelled eticket.

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Direct Charge

• Monthly UCLA Travel Center recharges our campus
  for purchases.
• Your department general ledger account is charged
  as entered into the Tracking No. program.
• A charge shows on your ledger in the month the
  airfare is recharged to UCSB.

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Reporting on TEV

• In the TEV Remarks/Comments box write Airfare
  direct billed UCLA T.C.
• Do not enter into Advance Box.
• Do not enter airfare on TEV except in comments
  area.

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Examples

• Airfare Purchase Flowchart
• State Fares Reservation Request
• Airfare Authorization Tracking Number
• Travel Expense Voucher (Web-TEV)
• Visit the travel homepage for additional links
  and information.