The University of Texas at Arlington

Section I. Travel Agencies

There are two travel agencies authorized by the University to book airline flights and direct bill the University. These travel agencies are Corporate Travel Planners (CTP) and Carlson Wagonlit Travel (CWT). The Travel Authorization Number assigned electronically by approval of the Request for Travel Authorization (VE5) or the Travel Authorization Number assigned by Travel Services for paper requests will be required by these agencies before processing any bookings. The agencies are authorized to book a ticket after receipt of the Travel Authorization Number (TV number series for electronic requests, or, T number series for paper requests).

For more information regarding requests for travel authorization, please see Request for Travel Authorization and Obtain Permission to Travel (Procedure 2-80). For detailed steps on how to complete a Request for Travel Authorization (VE5) please see *DEFINE Education's manual VE5 Request for Travel Authorization.

Note: Department accounts will not be charged for service fees. Service fees will be paid out of another university account.

Section II. Corporate Travel Planners (CTP)

CTP can be contacted at telephone number 1-866-366-1142. A service fee of $20.00 will be charged for each domestic ticket issued and $25.00 for each international ticket issued.

1. Travel Arrangements Made After Business Hours or on the Weekend: If travel arrangements need to be made after business hours or on the weekend, you may call 800-441-6512. Corporate Travel Planners (CTP) contracts out the after-hours service reservations. The after-hours service vendor charges $16.00 a call to CTP that must be passed onto the traveler. The call will cost $16.00 but the after-hours service vendor will also charge an additional fee to CTP for original ticketing and ticket exchange as per following fee schedule that will be passed on to the traveler:

   1. Each domestic ticket exchange: $25.00

   2. Each domestic ticket issued (original ticketing): $12.00

   It is important to note that the after-hours service should be used only for emergencies and/or for reservation requests (traveler must provide Travel Authorization Number) that must be handled when CTP offices are closed. It is strongly recommended that you make travel arrangements during normal business hours. All calls and inquiries during normal business hours (7:30 a.m. to 6:00 p.m. Central Time) should be directed to CTP's 866 number to avoid unwarranted service fees.

2. Corporate Travel Planner's Get There Online Booking System: For travelers desiring to do so, the capability now exists to book reservations on-line thru our contracted travel agency, Corporate Travel Planners (CTP), using their Get There on-line booking system. The system is very similar to other on-line booking entities such as Travelocity, airline sites and others. The fees are much lower than calling CTP and making your reservation. For domestic flights the fee is $7.50 and for international flights the fee is $10.00.

   Our website within the CTP website is http://www.utctp.com/uta/travelresources.htm. The following steps must be done to use the on-line booking system:

   1. To get set up in the system you will need to complete Traveler Profile - Corporate Travel Planners (Form 2-103B).

   2. After the traveler profile has been completed, please fax to 210-308-8758.

   3. After receipt and processing, you will be e-mailed your user name and password to enter the on-line booking system. Those who have already filled out a profile, your user name is your e-mail address and your password is travel. After you initially log in, you should change your password. You may reach Get There at http://wx1.getthere.net/DispatcherServlet?requestType=logininq&site=ctpi01.

   4. There is an on-line tutorial available on how to use Get There.

      Please use the on-line tool only for simple roundtrip domestic or international reservations. For more complicated reservations please call full service travel counselors for assistance. CTP travel counselors can scroll through multiple pages of availability and using specific entries, discuss and confirm the best lowest fare for the itinerary all things considered. Working through CTP travel counselors also ensures that the passport/visa requirements are addressed.

      If you have any difficulty or need assistance please contact CTP, 1-866-366-1142, Kimberly London, Ext 1127, or Rebecca Mendoza, Ext 1133.

Section III. Carlson Wagonlit Travel (CWT)

Carlson Wagonlit Travel is the second travel agency that you may use to book airline flights. If you plan on using CWT please fill out Traveler Profile - Carlson Wagonlit (Form 2-103A) and FAX as indicated on the bottom of the form. (This form is NOT the same traveler profile form that you complete for Corporate Travel Planners (CTP). If you wish to book a flight over the phone, call 1-800-231-5051 to talk to an agent. CWT normal hours of operation are from 8:00 a.m. to 5:30 p.m., Monday thru Friday.

1. For after hours support you can call the same number (1-800-231-5051), but there will be an additional fee as stated below. Fees are as follows:

   1. Each full service domestic ticket $21.50

   2. Each full service international ticket $34.00

   3. Refund or exchange domestic ticket $19.50

   4. Refund or exchange international ticket $32.00

   5. After hour calls $20.00

2. CWT utilizes Get There, the same on-line booking tool as Corporate Travel Planners. Since CWT charges $13.50 fee compared to CTP's charge of $7.50 for a domestic ticket, we do not use CWT's on-line booking service at this time.

3. If any department would like to have CWT representative(s) visit your department and give an introduction to CWT, please contact Donna Colabuono, 512-858-1562, e-mail dcolabuono@carlsonwagonlit.com.

Section IV. Airfares

Departments are required to use the University's travel agencies, CTP or CWT. Airfare contracted through CTP or CWT will be charged to the Corporate Business Account, which is billed directly to the traveler's university account. Exceptions for not using CTP or CWT must have prior approval of the Vice President for Business Affairs and Controller.

1. Upgrades to First or Business Class: Any upgrade in travel to business or first class will require justification from a physician (licensed medical doctor). Upgrades paid from personal funds (not State Appropriated funds or local funds) are exempt from this requirement.

Section V. Auto Rental Agencies

Each year a list of the currently contracted car rental agencies and contracted hotels is published by the Texas Procurement and Support Services on the State Travel Management Program which may be accessed at the following website:

http://www.window.state.tx.us/procurement/prog/stmp/

1. When reserving a car through a contracted vendor, the agencies will require the University's 3-digit agency code (714). To ensure that you receive the State of Texas contract rate and the insurance coverage at no additional charge, provide the following rate identifier for the appropriate vendor:

   1. Avis F999714

   2. Enterprise TX714

2. Contracted car rentals cover only items that have been deemed reimbursable by the State of Texas. Contracted rental rates include the Collision Damage Waiver (C.D.W.). When renting an automobile, the employee should refuse the Collision Damage Waiver Insurance, since it is included in the contracted rental rate. If CDW is not refused, the University will not reimburse the duplicate charge. When other rental agencies are used (non-contracted agencies), the traveler risks paying higher rates that may not be reimbursed by the University.

3. UT Arlington will not reimburse other insurance coverage or items, such as SLI, PLI, road hazard, GPS navigation systems, child booster seats, etc.