Commercial Air Travel

Reference: DPA 599.628 and 599.628.1, DGS Management Memos MM 05-10 and MM 05-15, State Administrative Manual Sections 0740, 0741, 0748, 4117.1, and 4117.3 and PML 2005-021 and 2005-046.

Introduction

Airline reservations must be requested through the on-line booking system, ResX. Caltrans travel agency supports ResX, which features an electronically routed approval system.

To use the on-line system, each traveler must have previously requested a ResX account. ResX accounts can be requested by e-mail to Caltrans travel agency's help desk at CaltransTravelHelp@statetravel.net or by calling (877) 612-6105..

ResX can be used to purchase refundable and non-refundable airfare, subject to the restrictions detailed in this section. Non-refundable airfare, although less costly, is subject to exchange or upgrade fees.

Airfare for in-state travel may be requested up to one month in advance of travel. Airfare for out-of-state travel may be requested no more than two (2) months in advance of travel.

The use of ResX is restricted to Caltrans employees who must travel on state business. Using ResX for personal travel is prohibited.

Airline Contract Rates

Refundable Airfare

The Department of General Services (DGS) has contracted with various airlines for discounted airfare. These fares are available through the Department's Travel Agency for in-state, out-of-state and international flights. Cost savings are achieved with these discounted fares, as they are fully refundable and for travel in either direction of the city pair.

Discounted refundable airfare is available as follows:

YCAL Airfare: Unrestricted airfare with last seat availability.
VCAL Airfare: Capacity controlled as a limited number of seats have been specifically set aside at these rates. VCAL fares are less expensive than YCAL fares and should be used when seats are available. VCAL fares can be upgraded to YCAL when necessary.

DGS contracted airfare rates may only be used for state business and are not extended to employees for personal travel.

Non-Refundable Airfare

Non-refundable airfare may be purchased through the Department's Travel Agency if the airfare is less than the DGS contracted refundable rate. Non-refundable fares are typically lower in price when reservations are made at least 14 days in advance.

Before requesting a non-refundable fare, the employee must understand all restrictions and penalties for flight changes and/or cancellations. Penalties incurred for flight changes or cancellations will be the responsibility of the employee if the circumstances do not represent a true business need and are not in the best interest of the State.

The employee may request non-refundable airfare for:

In-State Travel: Non-refundable airfare is limited to Southwest Airlines as the carrier offers the most flexibility in changing non-refundable flight reservations.
Out-of-State Travel: Non-refundable airfare from any carrier is allowed if the fare is less costly than the out-of-state contracted airfare.

Reimbursement Claims

A travel expense claim submitted for reimbursement of airfare must include a copy of the itinerary and a receipt showing proof of payment. An explanation detailing why the airfare was not secured through the Department's travel agency must be included.

Airfare purchased by the employee may result in expenses that are not eligible for reimbursement. Examples include, but are not limited to, the following:

Cost of airfare that exceeds the state contracted rate.
Cost of non-refundable airfare and any associated fees due to cancellation or modification of the original airline reservation.
Third party vendor purchases (Expedia, Priceline, etc.).

Passengers of Size

Employees who are unable to lower the armrests (the definitive boundary between seats) should proactively book an additional seat if needed when making reservations. This will ensure the employee has access to safe and comfortable seating. The additional purchase will be refunded after travel, provided the flight doesn't oversell.

To request an additional seat, the employee will need to make two reservations through ResX, and the supervisor will need to approve both.

Out of State Approval

At the time of reservation, an employee traveling out-of-state is required to fax a copy of the approved "Request for Approval of Out-of-State Travel", Form FA0257, to the Travel Policy Section at (916) 227-8662. The approved form must have been assigned an official document (trip) number.

The Office of Resource Management is responsible for administering the approval process for out-of-state travel. Employees with questions regarding the approval process should contact their division's out-of-state travel coordinator.

Airline Check Baggage Policy

Most airlines charge extra for checked bag service in excess of one carry-on bag per traveler. The State's policy is to only pay for the cost of the ticket, which includes the cost of one carry-on bag per traveler. Any additional cost for checked bags is to be borne by the traveler, unless they demonstrate that the additional cost is solely for the benefit of the State. To request reimbursement for the fees, travelers must attach to their Travel Expense Claim (TEC) justification for the State Controller Office's review explaining the business need for paying for extra luggage.

The checked bag service fee is determined at time of check in. Therefore, travelers will have to pay the service fee at the ticket counter or at curbside check in. Submit a TEC as a business expense to the Travel Payment Section for reimbursement. A proof of payment/receipt and explanation for the additional cost must be attached to the TEC.

Agency Object Codes:

In-State travel - use object code 008

Out of State travel - use object code 108

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This page last updated: 18 November, 2009 1:05 PM