How to Book State Airfare
State of California contract airfares can be used for travel while on Official University Business. A “State fare” is a discounted airfare for business travelers whose travel expenses are paid by either the State of California or the University of California system. The State of California contracts these fares and limits them to certain cities.
All UCSF business travelers can use airfares contracted by the State of California for specific destinations. Airfares must be purchased from a designated authorized travel agent, who has met the criteria to participate in the State of California ’s Travel Program. As of June 18, 2010 UC Travel Center (UCTC) is the only designated authorized travel agency for UCSF. All airfares purchased through this program are charged directly to the University and a valid department speedchart number is required to be provided to the agency at the time of booking. Employees with individual US Bank Corporate cards can still use them for other business related expenses.
Advantages of using state fares include:
- No restrictions for advance purchases
- Discounted pricing, and sometimes the lowest fares for the destinations. Fares published on the State of California Website are for one-way travel. Standard fees and taxes apply.
- YCAL fares are fully-refundable unrestricted airfares that offer last seat availability.
TRAVELER/DEPARTMENT – HOW TO BUY AN AIRLINE TICKET USING A STATE FARE
- Traveler/Department Airfare Purchasing Procedure
Departments purchasing tickets under the State Airfare Program should book on-line via Connexxus for UCTC or contact UCTC directly.
- Provide the following information:
- Traveler’s name
- Employee ID number
- Speedchart number (linked to fund and DPA to which the airfare will be charged)
- Date and Time of Travel
- When purchasing airfare for foreign visitors, fax a copy of the traveler’s visa to Accounting, Attn: Travel Supervisor (415-920-2503) prior to booking. (A Certification of Academic Activity must be completed for B-2, & WT visa holders. Canadian visitors must provide proof of J-1 or B-1 visa or complete the Certification of Academic Activity).
- Once the booking is purchased, e-tickets and email confirmation will be sent by UCTC to the traveler and/or travel arranger unless otherwise stated.
- Process Travel Expense Voucher
- After the trip concludes, the traveler/department prepares a TEV (Travel Expense Voucher) attaching the air travel itinerary or airfare receipt (electronic ticket; the itinerary/invoice serves as the receipt; or traveler can request a receipt for ticketless travel at the airline gate), and notes the airfare on the TEV, indicating “Direct Bill” on the Airfare Expense line with zero dollar ($0).
- List any additional expenses on the TEV and submit to the Accounting Office, Box 0812.
- Request for Travel Advance is not necessary when airfare is booked through the State Airfare Program, unless the advance is needed to cover other non-airfare travel costs.
- If airfare booked through the State Airfare Program is the only travel expense incurred, completion of a TEV is not necessary for Accounts Payable; however, your department may require that this form still be completed to account for the cost and to obtain the appropriate department approvals.