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Procurement & Payment Services

Travel Agency

Due to State policy changes, effective November 17th 2014 The College at Brockport will no longer be able to charge travel expenses against their departmental accounts through the Albany Travel Agency (CTA). We apologize for the inconvenience; we are trying to make this as smooth of a transition as possible by implementing the following new procedures:

Travelers will be responsible for booking and paying for airfare purchases independently, then seeking reimbursement via the Travel Voucher. In consideration of the cost of airfare and the need to book in advance to receive lower rates we will be able to reimburse airfare only prior to the event with departmental approval. The link below will direct you to our travel forms. The form needed is “Prepaid Airfare Reimbursement Form”. This form along with the proof of payment, justification of travel, and a travel voucher can be submitted for reimbursement prior to your trip.

http://www.brockport.edu/pps/forms/#travel

For frequent travelers who do not currently have a State Travel Card, the College will review requests for a Travel card based on necessity and frequency of travel. Please e-mail requests for Travel cards to Mary Covell.

We appreciate your patience with this change and if you have any questions or concerns please contact Mary Covell x2338 or via e-mail at mcovell@brockport.edu

 

Please be aware that effective immediately, travel rules and regulations regarding airfare have been revised.

  • SUNY campuses are no longer required to use the OGS state travel contract since SUNY is not listed as one of the Executive Departments that are required to participate.
  • It is acceptable for SUNY campuses to use this contract but not a requirement.
  • It is acceptable for individuals to use their personal credit cards to book airfare through on-line travel sources for reimbursement after travel has taken place, regardless of a cost savings of $100 or more (previously required).

However, we would like you to be aware of some of the advantages of using Travel Leaders through the OGS state travel contract. OGS has been diligent in securing contracts with a number of major airlines to provide reduced air travel fares combined with beneficial service terms. Even though the state contract prices at times may be more costly when compared to other sources (e.g., web travel providers), the contract airfares offer significant advantages over non-contract airfares, such as:

  • Fully refundable and changeable tickets (at no extra cost) for City Pair contract fares (defined as two given city destinations having a pre-negotiated rate)
  • State contract rates for last minute bookings
  • No minimum stay requirements
  • No advance purchase requirements
  • Considerable cost savings to the State
  • Faculty and staff will not have to use their personal credit cards. All charges go against the Central Travel Account (CTA - a campus VISA for airfare).

OGS and the airlines have negotiated the prices that exist on the state contract for the top cities utilized by travelers and these prices are good for one year. All state contracts are one-way fares. For example, a trip to Chicago may cost $200 one-way, therefore, the total cost of airfare is $400. If Travel Leaders/Albany Travel can provide a non-contract savings to the traveler, the traveler is not required to utilize the state contract price. However, if the traveler uses Travel Leaders/Albany Travel's non-contract price, the tickets cannot be changed without an additional $100 fee and are non-refundable. It is the traveler's responsibility to take all factors into consideration to determine if the lower price of a non-contract airfare is the best value.

For those travelers that will continue to use the contract issued by the Office of General Services (OGS) with NYS travel agency, Travel Leaders/Albany Travel, located at 30 Corporate Drive in Clifton Park NY, please contact them directly at (800) 774-0655 or at fax (518) 292-9090, weekdays from 8:00 a.m. to 5:00 p.m.. For emergency or after hours service, Travel Leaders/Albany Travel can be reached at its 24-hour emergency travel services number, (888) 565-9172.

NEW!! Travelers may also contact Travel Leaders to book lodging reservations using the new Western States Contract Alliance (WSCA) Lodging Program for cost savings. Please be aware that Travel Leaders cannot charge the lodging to the CTA, however. The traveler is still required to pay lodging expenses at checkout. For more information, visit http://www.wscalodging.org.

A Traveler Preference Form is to be filled out and faxed to Travel Leaders/Albany Travel by first time users of the agency prior to making travel arrangements. This form only needs to be completed once. Any updates or changes to an existing profile can be made at https://login.agency-technology.com/.

NOTE: All faculty and staff must provide Travel Leaders/Albany Travel a state account number if charging their tickets to the Central Travel Account (CTA). There will be a $16.65 transaction fee for each airline ticket and airlines may charge travelers an additional fee for baggage. Be sure to check with the appropriate airline for specific policies related to baggage costs.

An itinerary will be emailed by Travel Leaders directly to the traveler. It is the traveler's responsibility to verify their itinerary information is correct within 24 hours from receipt. Additional fees may be incurred by the traveler (department) if changes need to be made to the itinerary after 24 hours.

Please be advised of the following program developed by the Department of Homeland Security that will be administered by The College at Brockport’s travel agency, Travel Leaders:

Secure Flight is a program developed by the Department of Homeland Security (DHS) in response to a key 9/11 Commission recommendation: a uniform watch list matching by the Transportation Security Administration (TSA). The mission of the Secure Flight program is to enhance the security of domestic and international commercial air travel through the use of improved watch list matching. Secure Flight conducts uniform prescreening of passenger information against federal government watch lists for domestic and international flights. TSA is taking over this responsibility from aircraft operators who, up until now, have been responsible for checking passengers against government watch lists. Secure Flight passenger watch list matching will eventually apply to all domestic and international passengers traveling on covered aircraft operator flights into, out of, within or over the United States. Secure Flight will also apply to point-to-point international flights operated by U.S.-based aircraft operators. The initial implementation phase of Secure Flight, which began in early 2009, will result in the complete transfer of responsibility for passenger watch list matching to TSA from aircraft operators whose flights operate within the United States. Beginning Friday, May 1, 2009, Travel Leaders will be asking The College at Brockport’s faculty and staff for their legal name, gender and date of birth for anyone booking airline tickets with Travel Leaders.  Travel Leaders will transmit the information electronically through Travel Leader’s secure system to the airlines. This will insure faster check-in and processing at the airport. 

Other services provided by Travel Leaders/ Albany Travel include:

  • booking Amtrak or bus tickets (a $5.45 transaction fee applies for each ticket)
  • booking hotel rates that honor the New York State per diem. These transactions are billed to the traveler's personal credit card.
  • reserving rental vehicles through the New York State passenger vehicle rental contract. Rental car invoices for all in-state rentals should be submitted to Procurement & Payment Services with a requisition form for payment. See Vehicle Rentals for more details.

All questions regarding these policies and procedures should be directed to Mary Covell at ext. 2338

 

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