University of California, Santa Barbara State of California Contract Airfares

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

2. 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.

3. 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.

4. 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.

5. 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.

6. 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.

7. 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

8. 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.

9. 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.

10. 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.

11. 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.

12. 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.

13. 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.

14. 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.

15. 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.