| Air Travel Services/Travel Agent Services |
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What are the air travel guidelines? |
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All airline tickets must be purchased using the designated State Travel Card or Central Travel Account (CTA). Personal credit cards are not to be used. All airline ticketing must be done through an authorized state travel agent contractor who will insure that ticketing is done in accordance with this policy. Exception to this contract shall only be made for emergency situations or where a special incentive fare may save more than $200 over the contract price |
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What are city pairs? |
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City pairs are airfares between two cities (for instance, New York to Buffalo is a city pair). The Air Travel Services Award is comprised of approximately 400 of the most traveled city pairs. One award is made to an airline for each city pair. |
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What must I do first when I have been approved for travel? |
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Contact your agency Travel Coordinator first to find out the specific procedures for your agency. You may be advised to contact an authorized New York State travel agency. The travel agent will be able to book your airfare, rail ticket, vehicle rental and hotel if required. They will also obtain the lowest New York State contract rate if applicable. |
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What are the benefits to using the Air Travel Services Contract? |
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If an airline ticket reservation is made using the Air Travel Services Contract, that ticket will be totally changeable and refundable. It will also allow for no minimum stay requirements and no advance purchase requirements. These benefits save the state a tremendous amount of money since many travelers may change their ticket several times or may never even go on their business trip. |
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Why is it recommended for my organization to use the Air Travel Services Contract? |
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The buying power of the state is greatly enhanced by centralizing the air travel to just a few contractors. By using the contract, the state saves nearly $16 million per year. Enforcement of the terms and conditions of the contract guarantees continued interest to bid from the airlines. It is essential that all customers work together to ensure the continuing success of the program, encouraging more competition and potentially greater savings. |
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My organization is not approved to use the Air Travel Services contract. Can I still use an Authorized Travel Agent? |
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Yes. OGS encourages the use of the Authorized Travel Agent Services contract. The Authorized Travel Agents are familiar with the state's travel trends and will work hard on obtaining the lowest possible fares. |
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If a city pair is listed on the Air Travel Services contract and I can't use the contract airline, what do I do? |
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The contract is recommended unless the following conditions apply:
- An emergency;
- Non-contract fare saves $200 or more per round-trip ticket; and
- Contract flights would require the traveler to incur unnecessary overnight lodging costs.
If you meet the above requirements, an exception form must be completed. The exception form is found in the Air Travel Services Award. Contact your Agency Travel Coordinator for specific procedures as rules vary by agency. For many agencies this form will need to be completed through your Agency Travel Coordinator and signed by your Agency Finance Officer. A copy of that form must also be sent to the Statewide Travel Coordinator. If you do not have an Agency Travel Coordinator, please contact Mark Milstein at 518-402-5005. Please keep in mind that the contract must always be used unless travel is an emergency or the non-contract fare saves $200 or more. |
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What if I want to travel to a city pair not listed on the Air Travel Services contract? |
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You must work with an Authorized Travel Agent Services contractor who will obtain the lowest fare that suits your needs. No exception form is needed in this case. |
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Can I book an airline ticket on the Internet? Or can I book directly by calling my airline? |
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No. All reservations and ticketing must be booked through an authorized Travel Agent Services Contractor. If you find a low fare on the Internet or directly from the airline, check with one of the authorized Travel Agent Services contractors. In many instances, travel agencies are able to match these fares. |
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Can I earn my frequent flier miles for contract airfares? |
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Yes. You can earn frequent flier miles when traveling on a contract airfare. However you cannot choose an airline based upon the frequent flier program. Participation in a frequent flier program must not influence employee flight selection that would result in travel from other than the contract air carrier. Also, accrual of frequent flier benefits is not an acceptable justification for air travel outside of the contract. |
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Why is it that all of the major airlines are not on the contract? |
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Not all airlines submit bids. Therefore only airlines that bid on our city-pairs are awarded contracts. The airlines expect to obtain the majority of the market share for awarded city pairs based on the New York State Air Travel Policy. Increases in this market share for our air carrier contractors is expected to generate increased interest from other airlines to bid on future contracts, thereby potentially creating more competition and better fares. |
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I find that in many instances I am quoted airfare by an Authorized Travel Agent Services contractor but I find a lower price elsewhere. Why is that? |
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Commercial airfares fluctuate throughout the year depending on many circumstances and the economy. In some instances, lower fares may be available, but these fares generally come with different terms and conditions that may increase the cost to the state and will not have the same benefits that are currently available to the state. Airlines base the contracted airfares on anticipated usage by our customers; higher usage may generate greater discounts. Keep in mind that when the state contract is used, your ticket is fully refundable and changeable. Use of the state contract airfares saves the state a considerable amount of money on an annual basis due to these fully refundable and changeable features. |
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What are "matched fares?" |
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After award, airlines that did not receive the State's contract award for a specific city-pair may offer matched or lower "state rates." A matched airfare is a rate that is less than or equal to the contract airline fare. It is offered only to state business travelers and not available to the general public. Use of these airfares is NOT a valid exception for travel with other than the contracted airline. When travelers do not use the contract airlines, the contract carrier does not receive the estimated usage upon which the bid price was calculated and may refuse to contract with the State in the future. If you are being offered a matched fare by one of the Travel Agent Services contractors, please notify the Statewide Travel Coordinator. |
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Occasionally I find that there is no contract fare offered to a city to which I am traveling. Why is that? |
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The State tries diligently to get airlines to bid on their top city pairs. In some cases the airlines do not bid for various reasons. In other cases, the state may not have enough travelers to that city to make it beneficial to have a State fare in that market. If you are finding that no state fare is available to a market you travel to frequently, please advise the Statewide Travel Coordinator of the situation. With sufficient interest, there may be an opportunity to add the city pair to the contract. |
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Is the Air Travel Services contract for personal/vacation use? |
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No, the Air Travel Services contract is to be used solely for state business travel. |
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What are the payment method options for this contract? Can personal credit cards be use? |
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All airline tickets must be purchased using the designated State Travel Card or Central Travel Account (CTA). CTA's are to be used for employees who do not have corporate cards. Employees may not use personal credit cards or other means for reimbursement. Agencies that have not yet established CTA's should contract your corporate card program administrator. |
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My agency has its own procurement card. Can we use this card for Air Travel Services and Travel Agent Services? |
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State Agencies cannot use the procurement card for purchasing travel services since they have access to the Travel Card or Central Travel Account. However, non-state agencies can use the New York statewide contracted procurement card for purchasing travel services. |
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If a state agency is paying for somebody not employed by the state to travel for agency business, does the airfare for that individual qualify for the Air Travel Services contract rate? |
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The Air Travel Services contract can be used by all New York State employees of the executive, legislative and judicial branches of government including New York State public authorities, boards and SUNY. Select airlines have also extended the contract pricing to any or all of the following: New York City agencies, members of state boards, procurement councils, government witnesses, prisoners, runaways and wards of the state. Please see the current Air Travel Services contract for complete information detailing the airlines' electives. |
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| Passenger Vehicle Rental |
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How does the Car Rental Program work? |
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Through a joint agreement with the Western States
Contracting Alliance, the state has secured discounted, contract rates with Enterprise Rent a Car, National
Car Rental and Hertz Rent a Car. The Program Summary's contain the account code that must be provided to reservation agents in order to guarantee the state rates. Enterprise, Hertz and National have provided our users a variety of payment options.
Note: When renting a car from Enterprise, Hertz or National, be sure to inform them of the state's
corporate number. This number will give the Enterprise, Hertz or National location you are renting from
all of the information related to the States contract pertaining to rental rates, insurance requirements and
other information. No non-state employees may rent vehicles using these agreements.
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Who can rent and operate vehicles under the State Price Agreements for vehicle rental services? |
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Any state employee and authorized users may operate the vehicles. The primary reason is the liability involved for the person driving the vehicle, the contractor and the state. Our Price Agreements include full damage and liability insurance coverage and if a person was involved in an accident operating a rental vehicle, and it was discovered that the person was not a state employee or authorized user of the state, the state could ultimately end up being responsible for a non-state employee or non-authorized user accident. |
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Why should I use the Car rental program? |
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If you are in one of Enterprise, Hertz or National cities, you are recommended to use this program. If you are in a city and there is no Enterprise, Hertz or National location(s) there, you may use another provider; just remember to use the Visa travel card, the Visa travel card offers insurance for damage to the rental car referred to Collision Damage Waiver insurance or (CDW): if you do not use the Visa travel card when renting from a non-contract supplier you should purchase this type of insurance. |
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Why do I need a credit card when renting a car? |
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The car rental companies, nationwide, require this of ALL customers. This is for their protection when renting a car to an individual. However, Enterprise, Hertz or National will provide agencies that have a documented need with agency direct billing accounts. All charges are accumulated and billed to the agency's account. In this case, a credit card will not be required as Enterprise, Hertz or National has the agency's account information on file. |
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Do I need to buy the extra insurance when renting a car? |
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NO. Enterprise, Hertz or National contract covers ALL damage occurred while using the car rental contract. Also, the State's insurance will cover any rented vehicle operated by state employees while on official business. |
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What is the insurance coverage for renting cars in Foreign Countries? |
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The insurance coverage
for car rentals in foreign countries varies from country to country. Please contact your finance office to verify the type of coverages that are available for the countries you are traveling to and to determine if you will need to purchase additional insurance from the car rental company. |
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What is the mileage limit under the car rental program? |
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Unlimited miles although you must pick up and drop off the car at the same location. |
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What if I need to drop the car off at a different location? |
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No additional fees apply for one-way rentals within 500 miles of the renting location. For one ways rentals greater than 500 miles, Enterprise and National will charge a flat rate of $65 per day. Hertz charges $125 per rental for all one way rentals exceeding 500 miles. Reservations should be requested in advance to drop-off at a different location. |
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Do I need to be over 25 to rent a Car? |
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NO, the state contract allows drivers 18 and older to rent a vehicle. |
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Car Rental Confirmation Numbers. |
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It is recommended that you take the Car Rental Confirmation Number with you when you are going to pick up the rental. This will expedite the rental process. |
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Please walk around vehicle before departing from rental location. |
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If there are any marks/scratches/damage on the vehicle please immediately inform the rental agent and have them sign off on it. |
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I need to rent a car, who do I call to make a reservation? |
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You can either call Enterprise, Hertz, National, use the rental cars online booking tool or contact the authorized Travel Agency Services contractor(s) to make the reservation. |
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| Amtrak |
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Can I purchase Amtrak tickets directly at the station, or must I use an Authorized Travel Agency? |
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You may purchase Amtrak tickets directly at the station by using your New York State ID to obtain the state government fare. You may also purchase your Amtrak ticket at an Authorized State Travel Agency, however the travel agent will charge a processing fee for this transaction. If your agency participates in the bulk ticket plan, you may purchase your tickets directly from your agency. |
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Can Amtrak tickets be purchased in bulk? |
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Yes. Amtrak tickets can be purchased in quantities of 50 round-trips. Bulk tickets can also be purchased from an Authorized State Travel Agency in groups of two or more, however a transaction fee will be applied to the total purchase. |
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Can I purchase personal/vacation Amtrak tickets using the state rate? |
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No. Amtrak state government discount tickets are to be used solely for state business travel. |
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Does Amtrak provide state discount fares to any of the intermediate stops between Albany and New York (such as Poughkeepsie or Yonkers)? |
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No. Amtrak only provides the state discount rate between Albany or Hudson Stations and New York Penn Station. |
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Is the state rate available on the "reserved" trains between Albany and New York? |
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Yes, except the Lakeshore Limited. |
