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Tools and services here can save the State traveler - and their department - valuable State resources.
The information here provides an overview. For more information, see the tabbed pages of this travel portal (Airlines, Car Rental, Lodging, etc.) or contact your travel program coordinator (for American Express services) or your fleet card administrator (for Voyager services).
Payment best practices
The contract with American Express and Voyager provides several payment tools:
Using these payment tools saves the State and the traveler time and money. For example, when charges are billed directly to a department using a BTA, fewer Travel Expense Claims (TECs) (PDF format) are submitted and processed.
The American Express Business Travel Account (BTA)
The centrally billed BTA (other variations are the CRBTA and the MPA) allows travelers to have charges billed directly to their department. This saves the State and the traveler time and money. Additionally, reconciliation aids and other accounting features to save processing time.
The American Express government card
The State traveler may qualify for an American Express government card, (commonly known as "the government card"). This individual charge card is issued directly to frequent State travelers based on their own credit, who are responsible for paying their accounts in full each month.
The card identifies the bearer as a government employee and invites discounts from airlines, car rental companies, and hotels while traveling for the State. The government card is for use while traveling on Official State business only.
Other government card benefits include: No monthly or annual fees apply, which saves costs for cardholders; 24-hour American Express customer service assistance; 24-hour global assist for medical or legal services referral worldwide; $200,000 door-to-door Business Travel Accident Insurance; and emergency card replacement.
The Voyager fleet card
Using this card when driving a State vehicle eliminates the need to file and process a Travel Expense Claim (TEC).
Air travel best practices(Also see the Airlines tab of this travel portal)
Contracted air fares: To book travel with one of the contracted airline vendors, the State traveler must use a State-certified travel agency and identify their office or department with an individual American Express government card number or department American Express Business Travel Account ( BTA). Reservations may be booked online, by fax, email or by phone with a State-certified travel agency. Please communicate changes in your travel plans as soon as possible to the travel agency to avoid travel delays.
Non-contracted air fares: The traveler may select any airline. See SWABIZ for Travelers (Account Setup) to book air travel with Southwest Airlines. Southwest does not provide contracted fares at this time, but the State encourages travelers to use Southwest for air when fares are competitive (Southwest offers fares on many popular routes in California). The SWABIZ booking tool can be used by the traveler, the department travel program coordinator, or a State-certified travel agent. Sign up with your travel program coordinator.
Car rental best practices
(Also see the Car Rental tab of this travel portal)
To reserve a commercial rental car from a contracted vendor -- Enterprise (primary) or National/Alamo (secondary) -- the State traveler must use either the CRBTA or an American Express government card.
The primary vendor is Enterprise Rent-A-Car - so this should be the traveler's first choice. The secondary vendor is National/Alamo.
Reservations can be made by the traveler or through a travel agency. Enterprise has a dedicated reservation site with easy, step-by-step instructions. Travelers and travel agents may use this site.
Travel agency best practices
(Also see the Travel Agencies tab on this travel portal)
Travelers, check with your department travel program coordinator for your office policy on travel agencies. See a list of State-certified travel agencies at the Travel Agencies tab.
Lodging best practices
(Also see the Lodging tab on this travel portal)
American Express maintains a Lodging Guide to help state travelers choose hotels.
Notes:
- Keep in mind that the State reimbursement rates (also known as "the State rate") may not be accepted by all properties listed in the Lodging Guide.
- Always confirm room rates directly with the lodging establishment when you reserve.
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