Direct Billing for Texas State travelers

The Central Billed Airfare (CBA) account is available to purchase airfare, rail and bus for official state business for Texas State employees, prospective employees and current Texas State students.

Procedures

1. Complete the Travel Application form and submit an approved copy to the Accounts Payable Office prior to ticketing deadline / arrangement.
2. Make the flight reservations with a Texas State approved travel agency

• Ascot Travel at 512-353-3636
• National Travel Systems, Inc. at www.nationaltravelsystems.com/state/intro2.htm

3. Tell the travel agent the Travel Application number(s) to include on the itinerary.
4. Have travel agent FAX/E-MAIL the itinerary which includes the Travel Application number, department, contact person, phone number and the dollar amount to the Accounts Payable Office.  Fax is 245-9087; e-mail is travel@txstate.edu.
5. Advance purchase tickets must have the agent included the cost savings and the statement that "A lower fare was obtained by advance ticket purchase".
6. The Accounts Payable Office will contact the travel agent with an approval to charge the ticket to the University.

• AP must have a properly approved Travel Application.
• AP must have encumbered sufficient funds for the airfare.

State Contract Airfare

Contract airfares for the State of Texas business travelers MUST be purchased on a contract travel charge card or through direct billing.  No other form of payment is accepted.

Who is eligible?  State employees, prospective employees and current Texas State students
Who is not eligible?  Consultants, speakers, contractors or student recruits

Benefits of state contract airfare

• Lower airfare rates
• No advance purchase necessary
• No minimum/maximum length of stay required
• Last seat availability
• No fee or penalty for changes or canceling the reservation
• Tickets are fully refundable

Direct Billing for Non-Texas State travelers

When requesting airline tickets for non-Texas State employees, prospective employees or current Texas State students, complete a Travel Application Form with account manager signature.  State contract airfares are not available to the consultants, contractors or recruits, who travel even if their travel is reimbursed by the University. 

Include on memo:

1. Name and SAP vendor number for the traveler.
2. Purpose of the trip.
3. Benefit to the University and nature of official business.
4. Fund, cost center and internal order / WBS if applicable (for grants/contracts).
5. Account managers signature.
6. Itinerary from the local travel agent.

Purchasing Your Own Tickets

When purchasing your own business travel tickets, there are two important rules to follow:

Exemption from State Contract

Complete a Travel Compliance Exemption Form appropriately.

Proper Receipt for Reimbursement

The passenger receipt portion of the airline ticket must be returned to the Accounts Payable Office with a complete Travel Expense Reimbursement Form.  The receipt must include:

• the itinerary,
• the itemized cost breakdown,
• the traveler’s name,
• the fare basis code, and
• zero-balance / paid-in-full reference.

All on-line booking travel agencies have unique links that meet this reimbursement rule.  Click on “on-line receipt” and/or “itinerary.”  To safeguard reimbursements, provide documents from each link. Example

Secure Flight:  Federal Requirement for Airline Travel Effective November 1, 2010