The University of Texas at Arlington

Travel Agency

Corporate Travel Planners (CTP) is authorized by the University to book airline flights and direct bill the University. The Travel Authorization Number assigned electronically by approval of the Request for Travel Authorization (VE5) or the Travel Authorization Number assigned by the Travel Department for paper requests will be required by CTP before processing any bookings. CTP is 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). 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. 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:

• Each domestic ticket exchange: $25.00

• 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. All calls and inquiries during normal business hours (7:30AM to 6PM Central Time) should be directed to CTP's 866 number to avoid unwarranted service fees.

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. To get set up in the system you will need to fill out a traveler profile, if you have not already done so. The traveler profile is available at http://www.utctp.com/uta/Traveler_Profile.doc. When completed, please e-mail to utprofiles@ctptravelservices.com. 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. Our website within the CTP website is http://www.utctp.com/uta/index.htm. There is an on-line tutorial available on how to use Get There, http://www.getthere.com/r6help/tutorials/gt/GetThere.htm.

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

Airfares

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

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/

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.