CSAC Airfare Program

ENHANCED LOCAL GOVERNMENT AIRFARE PROGRAM

The California State Association of Counties enhanced Local Government Airfare Program includes a greater number of California City Pairs and adds a number of frequently traveled National City Pairs.

PROGRAM OVERVIEW

The enhanced Program, through the joint cooperation of the CSAC, the League of California Cities and the State of California, features the following for official County travel:

United Airlines and United Express in addition to Southwest Airlines
Greatly expanded California city pairs, including regional airports served by United Express;
National City Pairs from California Airports including, but not limited to Atlanta, Dallas, Denver, Chicago, New York, and Washington, DC.;
Heavily discounted unrestricted fares that are available on any flight if a seat is available; and
Access to all fares and destinations previously available only to State agencies.

A complete list of city pairs and fares may be seen on the Department of General Services Fleet Administration Web page: www.ofa.dgs.ca.gov/Travel+Programs/AirFare.htm.

HOW TO PARTICIPATE

Step 1. Sign up for American Express Business Travel Account (BTA). The required access point for the enhanced program is the BTA, a unique cardless billing number designed for this program. To apply for an American Express BTA, please visit www.travelcsg.com/calcomm.htm. Alternatively, you may contact Doug Browne, American Express program manager, at (877) 462-7956, or by e-mail at doug.browne@aexp.com.

Step 2. Set up an account with a pre-qualified local travel agency. The State of California pre-qualifies local travel agencies to participate in the program. A list of pre-qualified travel agencies is at http://www.ofa.dgs.ca.gov/services/travelagencies.htm. The State will pre-qualify other local travel agencies if your current provider does not currently participate. Have your travel agency contact Donna Carey, State Travel Coordinator at (916) 327-2068, or by e-mail at donna.carey@dgs.ca.gov.

Step 3. Once you receive your BTA account number from American Express, start booking official business travel through the pre-qualified local travel agency using the American Express BTA.

Responsibility of the county: It is the county's responsibility to pay their BTA in full each month. If there are reconciliation issues, it is the responsibility of the county to assemble the details and make adjustments with the travel agent. These issues should be identified, communicated and adjusted as soon as they are discovered.

It is the responsibility of the county to clarify with the travel agency what each entity's responsibilities are regarding making and changing travel arrangements, and proper and timely payment of the BTA.

Responsibility of the travel agency: The travel agent is authorized to issue airline tickets. Some travel agencies prepare reconciliation reports to assist in the verification and balance approval of the BTA account. This includes the timely adjustment of mis-posted airline tickets and reconciliation of unidentified transactions.

We are pleased to offer this program as an added service to our counties as a way of saving limited local dollars through a cost-effective travel alternative. If you have additional questions about the program, you may contact Patti Hughes at (916) 327-7500 Ext. 514, or by email at phughes@counties.org.

FREQUENTLY ASKED QUESTIONS

The Y-CAL airfare has been in existence for State agencies for 13 years. It was developed in a partnership with the State of California and their airline partners to insure that business travelers will have access to favorable rates with last-seat availability and no restrictions. The process surrounding these fares was developed to insure that they are used for official business. To that end, American Express has been designated to manage the payment piece of the matrix.

Why do we have to use a State-authorized travel agency and the American Express Card?

An authorized travel agency has met all the criteria to participate in the State of California's Travel Program. The American Express Card is really a BTA; it is not a card but a non-plastic or card-less account. This number is given to your authorized travel agency once the American Express Application has been processed and you have an agreement with your travel agency.

The airlines have agreed to extend the Y-CAL fares to Local Government effective 10/1/02 with the following provisions:

1. Government business travelers must use an authorized travel agency.

2. Government business travelers must use the authorized form of payment, the American Express BTA.

These two firewalls prevent fraud and misuse.

What happens if we do not use an authorized travel agency or the BTA to pay for Y-CAL fares?

If either of these provisions is not used, the first result will be a full fare charge-back through your travel agency from the offended airline. The second action will be dismissal from the program.

Are there fees associated with this program?

The fee for the American Express BTA ($150.00) has been waived per the State of California Contract. There is no fee charged by CSAC or the League. Authorized travel agencies may charge various fees per their contract with you.

Are the airfares one-way or round trip?

The fares are listed as one-way fares. They are available with last-seat availability, and are fully refundable, saving significant time and money.

Does each department have to apply for a separate American Express BTA?

No. It is recommended that a local government request one BTA. The travel agency can capture cost code information on the passenger name record which can come back to you in the form of an Excel spreadsheet, enabling your accounting group to sort by cost center, etc., allowing accurate communication with cost center managers.

Can the AMEX bill be broken out by group, location, travel agent, etc.?

It is suggested that the travel agency accept the one BTA number for all transactions. The detail cost center or department/group/location identifiers can be obtained from the travel agency IF they are instructed to capture it in their reservation system. The traveler information can be downloaded into Excel and emailed to your accounting department where it can be sorted and communicated to the respective departments, etc. The American Express bill is sorted by last name and then in chronological order of event.

How does the billing work? Will AMEX be billing monthly for the BTA?

At the point of ticketing, AMEX will pay the travel agency and the airline. American Express will accrue the charges and once a month creates a billing statement, on or near the 25th of each month. The statement should be received close to the first of the month. The entire bill is due and payable by the 25th of the new month (within 30 days of the statement date). The bill contains at a minimum the travelers name, ticket number and dollar amount. There may be more information, depending upon the airline. Should you need additional traveler information, your travel agency should provide it to you on paper or electronically, per your contract with them.

Your bill is to be paid in full each month. Reconciliation should take place on the back end of the process. Any credits and refunds should appear on the following month's statement. Discrepancies are resolved between you and your travel agency.

Can I book hotel rooms with my BTA account? Car Rentals?

Once your travel program is established, we will be pleased to discuss these options with you. For more information and to explore these options contact Doug Browne after March 2003. You can email your request to him at doug.browne@amex.com.

Where can I apply for the American Express BTA?

The BTA application can be downloaded from the AMEX Web site, www.travelcsg.com -- go to Local Government and follow the link to CSAC. If for some reason you cannot reach the information on the Web, email Doug at doug.browne@aexp.com. Approximately one week after it is properly submitted, the BTA number will be generated and called in to the designated contact.

Why is this program beneficial to our county?

Since the existing local government airfare program is due to expire in December, this program will replace it. The State's fares are very competitive with the airlines lowest rates while having the additional advantage of last-minute booking, and are fully refundable. These advantages will save time and money, reducing refunds, avoid penalty charges and streamline the entire travel process. The fares booked on the BTA will add to the negotiation power of the State of California to expand the number of city pairs while maintaining the lowest possible rates and the greatest flexibility.

Is there a maximum on how much a travel agency can charge for it's fees?

There is a maximum up to $25 for domestic travel and a maximum up to $100 for international travel on what a travel agency can charge a State department. However, according to CSAC, there is no such cap on the counties as many already have contracts in effect with their travel agencies.

Whom does my travel agent contact to become authorized?

If it is determined that there is a need for additional travel agencies in your area, or you have had a long term relationship with your agency, have your travel agency submit their RFQ to Donna Carey (donna.carey@dgs.ca.gov). There is a minimum transaction volume required per year. The travel agency qualifications will be reviewed, approved and may be authorized.

How long does it take for my travel agency to become certified?

Donna Carey, CA Statewide Travel Program Administrator, will authorize travel agencies on a quarterly basis

Can an out-of-state travel agency become certified?

Yes. They may apply using the same process.

Do I have to use a travel agency with a BTA?

Yes. If you want to obtain the Y-CAL fares, you must use the authorized travel agency process and payment must be with a BTA linked to the State of California.

Can I book Internet rates with the BTA?

Y-CAL fares are not available on the Internet. Typical Internet fares are advanced purchases and have restrictions. The average 21-day advanced purchase by a business traveler will typically change twice, undoing most of the up-front benefit. Also, consider that cost center information will not be included on the bill or be reported by the airline.

Can I book directly with the airlines?

Airline agents do not have access to the Y-CAL contract. You may be able to purchase similar fares (with restrictions) or the airline may refuse to book the fare. Also, consider that cost center information will not be included on the bill or be reported by the airline.