AIRLINES - 4117.1
Legal Authority
Government Code section 8314(c)
Definitions
None.
Policy
State employees on official business travel are required to make airline travel arrangements through the Department of General Services (DGS), Statewide Travel Program (STP). Reservations booked outside of STP will not receive the state’s contracted discounted fares and are a violation of statewide policy. Use of STP for personal flight reservations is prohibited.
Any personal use could lead to civil penalties under Government Code section 8314(c).
Responsibilities
Employee:
A. Use of Contracted Air Carriers
Must use the state’s contracted air carrier(s) unless seats or flights are not available in an approved fare class to accomplish the purpose of the travel. Justification for use of any off contract is required; reason code must be provided during telephonic reservation request or via the online booking tool.
B. Non-Refundable Airfare Requirements
Shall book airfares that are non-refundable. Justification for use of fully refundable airfare is required; reason code must be provided during telephonic reservation request or via the online booking tool.
C. Advance Airfare Booking Requirements
Shall reserve their domestic airfare(s) at least seven days prior to their anticipated travel date(s), where feasible, and shall reserve their international airfare(s) at least 30 days prior to their anticipated travel date(s). Justification for booking airfare outside of the advance airfare booking requirements is required; reason code must be provided during telephonic reservation request or via the online booking tool.
D. International Airfare
Shall choose the most economical airfare that meets their business needs when traveling internationally.
Due to the complex nature of international travel, employees are encouraged to make their reservations via telephonic reservation with the state’s contracted travel management services vendor, in lieu of self-booking airfare through the state’s online booking tool. This will help to ensure that the employees are presented with the most economical options (airfare, hotel, car, etc.) that meet the employees’ business needs.
E. Unused Ticket Credits
Must use any accrued unused ticket credits for their next business flight.
State Agencies:
Monitor use of airfares to ensure employees are complying with the airfare purchasing requirements outlined above.
A. Unused Ticket Credits
Work with employees to ensure any applicable ticket credits are used for a traveler’s next business trip.
Prior to an employee’s separation or transfer to another state agency, complete the following:
· Request an unused ticket report from the state’s contracted travel agency to ensure there are no outstanding ticket credits in an employee’s account that are the property of the state.
· Request options for the recoupment of funds from the airline by contacting the state’s contracted travel agency.
· Offer employee the option to purchase any outstanding ticket credits at the discretion of the employee’s agency. (Employees opting to purchase unused ticket credits will save the employee’s state agency the cost of using the services of the issuing airline and paying the associated fees.)
B. Compliance Reporting
When applicable, non-compliant agencies may be required to submit a corrective action plan to DGS STP within 60 days of the notice, detailing how they plan to become compliant with the policies outlined in this section.
Statewide Travel Program:
A. Compliance Reporting
1. Provide each state agency’s Deputy Director of Administration (or equivalent) with an annual exception report identifying the following:
· Airfare reserved
· Associated excess airfare costs incurred
· Corresponding reason code justifications for airfare bookings that do not conform to the travel policies outlined above.
2. Notify state agencies of noncompliance with travel policies outlined above (for using non-contracted air carriers, high levels of fully refundable airfares and/or for making reservations that do not adhere to the advance booking requirements).
3. Review state agency's corrective action plan.
Resources
Information on the state’s contracted air carriers, and other air travel resources, can be found on the Statewide Travel Airfare Resources page.