Airfare

DGS owns and manages the airfare contracts between the state of California and Southwest Airlines (Primary Domestic) and United Airlines (Primary International and Secondary Domestic).

For more information on using these contracted air carriers, refer to Travel Bulletin (TB) 24-02.

If an existing airline reservation is no longer needed, the flight must be canceled within Concur or by calling the TMS provider to formally cancel the flight no less than 10 minutes prior to departure. If the flight is not canceled, the named passenger forfeits the full cost of the flight to the airline and will be subject to audit for misuse of public funds. It is prohibited to cancel or change any business flights directly with the airline, including but not limited to, using the airline’s website, at the airport ticket counter, on the airline’s mobile app, or by directly calling the airline.

For information on airline best practices, refer to Airline Best Practices. 

Universal Air Travel Plan (UATP)

• UATP is an account with an online portal called DataMine® where you can view the balance of the agency’s Southwest Airlines - Unused Ticket Credits (UTCs) that have expired and transferred for future use. The account also reflects transactions for Southwest Airlines flights paid for with UATP funds. Additionally, if your agency has available funds, a monthly statement will be emailed to the contacts with access to the DataMine® account.

• For UATP DataMine® account guidelines, refer to UATP Informational Sheet and Card Guidelines.

• For more information about UATP please review these UATP FAQs.

Unused Ticket Credits

• UTCs for all airlines, including Southwest Airlines, will be included in the monthly “Unused Tickets” report sent by CI Azumano on the 18th of each month. If you need assistance with transferring ticket credits to another employee or want to inquire about the use of ticket credits with an impending expiration date, please email Caltravel@ciazumano.com. For more information on managing UTC’s, refer to Unused Ticket Credit Management – User Instructions.

Worried a Southwest UTC posted to a traveler's Rapid Rewards account?

• Visit the Southwest Check Travel Funds page.
• Enter the following information from the UTC:
  • Traveler first name, last name, and 6-digit confirmation number (or "PNR").
  • Click the "Check funds" button.
• If any residual funds exist from the ticket, they will display on the screen. 
• Pay close attention to the fund type icons, shown below.

Baggage fees charged by the airlines are reimbursable expenses. Follow your agency’s internal policies on travel reimbursements. Baggage fees are collected at the airline ticket counter and must be paid by the traveler at the time of check-in. Refer to each airline’s website for detailed information on baggage fees, policies, and guidelines.

• Southwest Airlines
  • Amendment 1 
  • Amendment 2

• United Airlines
  • Amendment 1
  • Amendment 2