Employees

Travel

State Travel Plan
How to Book A Reservation Using Full Service

1. When you are ready to make reservations for a trip, contact your state agency travel coordinator and/or review your internal travel policies to ensure that proper procedures are followed.
2. Call the appropriate National Travel Systems' location assigned to your entity. Tell the travel agent which eligible state entity you work for and provide the three-digit state agency/university code or TBPC Co-Op member number. Also, inform the agent if travel is business or personal.
3. Be sure to double check the accuracy of all information with the travel agent before you hang up. Confirm vendor names, dates, times, and rates. Make note of the agent booking your request.
4. Although the contract travel agency MUST be used to book airline reservations, travelers who are not using airline services for a trip may book rental cars and hotels directly with the appropriate vendor (unless otherwise directed by state agency policy). When reservations are needed for the same trip for airfare and other travel services (lodging, rental car), please have the travel agent book all the services at the same time.
5. As soon as you receive your travel itinerary, check all the information to make sure it is correct. Check: your name; the flight times, numbers, destinations, and ticket price; the travel dates; the hotel information; the rental car information; and any confirmation numbers. (Note: It is the traveler's responsibility to ensure that all information is correct prior to travel.)
6. If you must cancel your trip, immediately call National Travel Systems and tell them to cancel all reservations. (If your hotel reservation is not canceled, you may be billed for at least one night’s room charge.) Get the name of the person canceling the reservation and/or the cancellation confirmation number and keep a permanent record of them. Return your unused paper airline tickets (if applicable) to the travel agency as soon as possible for a refund. On nonrefundable tickets, contact the travel agency that issued them for possible options. The cost of the tickets will be billed whether they are used or not. Refunds will appear as credits on future monthly charge card statements. Be sure to monitor the length of time it takes for a refund to appear and contact the designated travel agency if the credit is not posted in a timely manner. (NOTE: All cancellations must be made in accordance with the travel vendors' cancellation policies.)