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UCSF STATE AIRFARE PROGRAM

UCSF STATE AIRFARE PROGRAM . UCSF State Airfare Program . Effective March 2003 all campuses are now eligible to use the UCSF State Airfare Program rates. Mark Lewis Travel will no longer be used for airfare. Will Save UCSF Fresno MEP $$$$$. How To Buy Airline Tickets.

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UCSF STATE AIRFARE PROGRAM

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  1. UCSF STATE AIRFARE PROGRAM

  2. UCSF State Airfare Program • Effective March 2003 all campuses are now eligible to use the UCSF State Airfare Program rates. • Mark Lewis Travel will no longer be used for airfare. • Will Save UCSF Fresno MEP $$$$$

  3. How To Buy Airline Tickets • UCSF Fresno MEP enrolls and obtains a Business Travel Account (BTA) Sub-account • This step has already been taken care of by Finance.

  4. Check and Compare Fares • Compare fares offered through other sources • www.cheaptickets.com • www.expedia.com • www.Travelocity.com

  5. Choose Flight/Submit Form • Call Campus Travel (415) 753-1400 or (800) 822-6787 and ask about state fare. • Check the schedule of state fares online if desired: • http://www.ofa.dgs.ca.gov/Services/Airfare.htm • http://www.ofa.dgs.ca.gov/Services/CityPairs.htm • http://www.ofa.dgs.ca.gov/Services/CityPairOutOfState.htm • If State Airfare Program rate is cheaper submit State Airfare Purchase Agreement Form to your approving authority and then to Finance for approval. • Finance will fax form to Campus Travel.

  6. Choose Flight • If comparable rates are cheaper, obtain necessary approvals to purchase tickets and pay for the tickets with your credit card. • We cannot direct bill for tickets.

  7. Campus Issues E-Tickets • Campus Travel will issue e-tickets and email confirmation to preparer on the Purchase Agreement Form. • Retain travel itinerary or e-ticket for use as backup documentation required for Travel Expense voucher processing.

  8. Department Submits TEV • After conclusion of trip, department prepares TEV • Follow policy and procedure http://ucop.edu/ucophome/policies/bfb/g28xii.pdf • Submit traveler’s itinerary or airfare receipt along with TEV, indicating “BTA Airfare” on line 5 with zero dollar $0.

  9. Department Submits TEV • If cheaper ticket was purchased by you, include the amount in line 5. • List any additional expenses on the TEV. • Submit completed and approved TEV to Finance.

  10. Finance – Reconciliation & Audit • Finance will audit the State Airfare Purchase Agreement Forms to ensure compliance with Travel Policy. • Finance will review signature authority for each airfare purchase. • Finance will research invalid speedcharts on billings and recharge to department default speedcharts.

  11. Review Ledger • Airfare fee charges will appear on your monthly ledgers. • NCA 437030 – In-State Travel • NCA 437070 – Out of State Travel

  12. Resources • Maria Ragan – 243-3616 • Pam King – 243-3618 • Guidelines handed out at this meeting (Also available on UCSF Accounting website – http://acctg.ucsf.edu/ • Campus Travel (415) 753-1400 or (800) 822-6787

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