Airfare

Can you check price and schedule when searching for flights?

In the initial search, you must select either price or schedule. Statewide Travel Program recommends searching by price. Once your results are provided, you can use the tabs to toggle the search by price or schedule. Please see “How to Book Air” for more information.

What is the most efficient way to find the best schedule and price?

The system is designed to default the results to ‘Search by Price.’ If you cannot find the flight you are looking for, you can search by schedule which allows you to build your own itinerary. Under ‘Trip Search,’ simply choose the appropriate drop-down before clicking ‘Search’ on the main Concur Home Page. ‘Search by Price’ displays flight options based lowest cost, availability, and company policy, and may not show you all options or schedules.

Who should I contact if I feel I am not receiving the lowest fare available via Concur? 

Certain factors can affect the pricing of airline tickets. These factors can include any of the following: search criteria, availability, or time of booking. Contact your agency Travel Coordinator(s) if you need assistance finding the lowest fare. 

When I search for a flight, many vendors show up. Can I book any vendor?

Statewide Travel Program has agreements with four airlines:

• Alaska
• Delta
• Southwest
• United

Travelers can book airfare with any of those vendors. Contracted airfares are loaded into the online booking tool, Concur, and are marked with ‘Most Preferred.’ If you are an employee of an executive branch agency and you must book a flight from a non-contracted carrier due to Alaska, Delta, Southwest, and United unavailability, you may choose another vendor notated with the yellow exception triangle and will be prompted to choose the applicable reason for booking a non-contracted carrier. It is recommended that the traveler or travel arranger retain documentation of the search results and be prepared to provide an after-the-fact explanation for the non-contracted booking, if requested to do so.

What do the icons for each flight mean?

Once you've selected the blue 'View Fares' button for the flight you'd like to book, you will see different choices for the same flight. You may see a few different icons.

A. Check mark in a green circle means this option conforms to all agency policies.

B. Exclamation point in orange triangle means this option triggers one or more of the agency policies. You will need to log why you chose this option over one that follows all the agency policies, and the information may be audited.

C. A note of 'Not Allowed’ means this option is not allowed due to agency policies.

Do state agencies have to always book non-refundable flights? (Applies to executive branch agencies only) 

State Administrative Manual (SAM) Section 4117.1 outlines airfare purchasing requirements for executive branch agencies and their employees. Executive branch agencies must follow airfare purchasing and use requirements that ensure state employees traveling by air on official business are using the most economical fares possible. 

State employees shall reserve, where available, non-refundable airfares, and shall, where operationally feasible, reserve their domestic airfare(s) at least seven days prior to their anticipated domestic travel date(s) and at least 30 days prior to their anticipated international travel date(s). When traveling internationally, state employees shall choose the most economical airfare that meets their business needs. 

What happens if I book a flight that is marked noncompliant? (Applies to executive branch agencies only) 

You will need to log why you chose this option over one that follows all agency policies, and the information will be audited. Your agency Travel Coordinator(s) will review this information and proceed with any agency-specific policies to ensure future compliance.

Why must I select a reason code or justification for booking flights in Concur or with a travel agent? (Applies to executive branch agencies only)

Pursuant to SAM Section 4117.1, DGS will monitor each executive branch agency’s use of airfares to ensure that the agency, and its employees, comply with the airfare purchasing requirements. DGS will provide each executive branch agency’s Deputy Director of Administration (or equivalent) with annual exception reports that will identify airfares reserved and associated excess airfare costs incurred (along with the corresponding reason code justifications) as a result of airfare bookings that do not conform to the travel policies. 

I travel once a year or less – am I allowed to book a refundable flight? (Applies to executive branch agencies only) 

State Administrative Manual (SAM) Section 4117.1 outlines airfare purchasing requirements for executive branch agencies and their employees. Executive branch agencies must follow airfare purchasing and use requirements that ensure state employees traveling by air on official business are using the most economical fares possible.

Employees who travel once a year or less may book a refundable flight if it meets the agency's business needs and the employee has approval to purchase a refundable flight. In general, employees who travel once a year or less should book a refundable flight because if the flight is canceled, the amount paid for the ticket is credited back to the agency, thereby eliminating the need to track a ticket credit that will never be used. All travelers must check with their agency's Travel Coordinator(s) for specific guidance.  

Can we print boarding passes through Concur or do we have to go through the airlines?

Boarding passes are provided via the airlines directly. Airline check-in links are provided at caltravel.ciazumano.com, under ‘Airline Check-in’ under Quick Links, or under ‘Travel Tools and Resources.’

What if I need to change an existing air reservation?

Pre-trip

For a ticketed flight in which you have not yet checked in, you can change the time and/or date of the flight online through Concur one time. Your change options will be with the same airline and route. Additional airline and/or routing changes need to be made over the phone with a CI Azumano travel agent at (877) 454-8785.

During Trip

If a change needs to be made after you have already checked into your flight and/or the trip is in progress, you will need to contact CI Azumano at (877) 454-8785.

Please Note: Change fees may apply, and you may incur additional transaction/service fees for agent assistance.

Are the airlines charging for bags?

Yes, most major airlines charge for bags. Please refer to the airline baggage fee pricing and policies while booking on Concur or the airline's website.

Does the state or employee pay for bags?

The employee must pay for the baggage fees separately. For more information, refer to CalHR's Travel Program Frequently Asked Questions (applies to executive branch agencies only). 

If I am on the road and I must make a change to my airfare via the travel agency, will there be a charge? 

If you require agent assistance, there may be an additional fee applied. Agent fees are charged to the agency in a lump sum each month and billed directly to the agency. For more information on transaction fees, please click on the Travel Management Services resources page.

Since ticket credits never expire, why am I receiving emails that my ticket credit is expiring?

The credit ‘expiry’ date is when the credit will expire and be removed from the traveler’s Concur account. For this reason and to ensure visibility of state funds, travelers MUST use these credits within 12 months. Contact your agency travel coordinator(s) if you do not have future travel plans to use the credit before the ‘expiry’ date.

I have an unused ticket credit. How can I use that credit to pay for a future business flight?

Ticket credits are visible in Concur and will automatically be applied during the reservation process, if appliable. Travelers with an unused ticket credit should book a new flight in Concur and CI Azumano will apply the usable credit before final ticketing occurs. During this process, the new flight is exchanged for the value of the outstanding ticket credit. After the value of the credit is applied to the new flight, the itinerary is updated with exchange information in the ‘Invoice’ section (shown below) of the traveler's final itinerary. 

What if I have no further plans to travel and cannot use my flight credit?

Travelers MUST notify their agency Travel Coordinator(s) immediately when this is known. Travel Coordinators will work with Statewide Travel Program and the travel agency to determine alternate options for credit handling. 

Can I use my ticket credits to book personal travel?

NO. Ticket credits resulting from canceled business flights are still considered taxpayer/public funds and must be used for future business travel on behalf of the purchasing agency. 

What is the Southwest Airlines ‐ Universal Air Travel Plan (UATP)*?

UATP is a system with an online portal called DataMine® where you can view the balance of your agency’s Southwest Airlines Unused Ticket Credits (UTCs) that expired during a period.

*Effective Aug. 1, 2025, the UATP program is discontinued.

• Travel Coordinators should refer to the Aug. 1, 2025 email communication from the Statewide Travel Program for more information.
• Travelers should contact your agency’s Travel Coordinators for questions or information.

Is UATP the same as UTC (Unused Ticket Credits)?

No, they are different. Southwest Airlines UATP balances come from the agency’s ‘expired’ Southwest UTCs that have been transferred into the agency’s UATP account.

• UATP funds are stored in one account (DataMine®). In most cases, UATP funds are used on a first come, first served basis and can be used by anyone at the agency to pay for future business flights.

• UTCs are individual credits from a cancelled, non-refundable flight and are issued in the name of the passenger/traveler. UTCs can only be used by that named passenger before the expiration date. UTC expiration dates are all different.

What is the link to access DataMine®?

https://datasuite.uatp.com

When are UATP funds available to use and how can we view the balance in DataMine®?

UATP funds balances can be viewed by a Travel Coordinator (Program Administrator) any time by logging into the UATP DataMine® account.

Who can access DataMine® to view the agency’s balance?

Agency Travel Coordinators are authorized for DataMine access. Each agency is authorized one (1) profile to administer the overall DataMine account for the agency. Once the Travel Coordinator logs into the DataMine® portal, they can then create additional user profiles to grant access to additional agency travel staff to view the UATP balance, monitor use and download reports. Access to DataMine® should not be granted to passengers/travelers, only agency travel staff.

I am the DataMine administrator for my agency and do not have a log in and temporary password to DataMine®. How can I get one?

Email Jennifer.Miller@dgs.ca.gov to request your login or temporary password. Once Jennifer verifies you are the DataMine administrator for your agency, access will be granted, and you will be notified via email.

How do travelers/travel arrangers use UATP funds to book and pay for a future Southwest Airlines flight?

Travelers can use the Concur online booking tool and book their Southwest Airlines flight as usual, or they are welcome to call a CI Azumano travel agent to book their flight.

• If the agency has a UATP balance, the first method of payment will automatically be UATP.
• If the UATP balance is depleted, the system will look for Unused Ticket Credits (UTC) and Miscellaneous Change Orders (MCO) for the traveling employee and use those funds, if available.
• If no UTCs or MCOs exist for the traveling employee, the system will automatically revert to the U.S. Bank Central Travel Account (CTA).

Who can use UATP funds to pay for future Southwest Airlines flights?

In most cases, UATP funds can be used by anyone within the agency with a valid Concur profile. To find out if this is the case for your agency, contact your Travel Coordinator(s).

I have been receiving a daily email with the subject: ‘UATP Alert: Low Funds Available for XXXXXX.’ What is this about? What should I do?

When the UATP Balance falls below $1,000.00, the agency’s DataMine administrator and all who have access to the agency’s UATP Datamine® account will receive a daily notification to alert them of the balance status. If the balance increases above $1,000, the notifications will stop. If the balance falls below $0.00, the notifications will stop.

When do the UATP funds expire?

UATP funds do not expire.

What happens if the flight paid for with UATP funds is canceled?

For non‐refundable tickets, the resulting UTC will appear in the traveler’s Concur account and in the Unused Tickets report sent by CI Azumano on the 18th of each month.

For refundable tickets, the credit will be refunded back to the agency’s UATP account.

Can we use Southwest Airlines UATP funds to pay for flights on other airlines?

No. Southwest Airlines UATP funds can only be used to purchase future Southwest Airlines flights. Additionally, Southwest Airlines UATP funds cannot be used to pay for CI Azumano’s service fees. Applicable service fee(s) will appear on the monthly fee statement as a charge to the U.S. Bank CTA.