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.

How to Cancel a Flight

• Cancel within Concur no less than 10 minutes prior to departure; or
• Cancel via phone with the TMS provider no less than 10 minutes prior to departure.
• Retain any cancellation notices/confirmations received from the TMS provider or the airline. 

If an existing airline reservation is no longer needed, the flight must be canceled to avoid additional fees, penalties, or loss of taxpayer dollars. 

If a flight is not canceled, the agency forfeits the full cost of the flight to the airline and may 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) - Southwest Airlines Only

• UATP is an account with an online portal called DataMine® where agency Travel Coordinators can view the balance of the agency’s Southwest Airlines (Southwest) Unused Ticket Credits (UTC) that have expired and transferred for future use. The account also reflects transactions for Southwest flights purchased using UATP funds.

  • If your agency has available funds, a monthly statement will be emailed to authorized contacts with access to the DataMine® account.

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

• For more information about UATP, refer to the UATP FAQs.

Unused Ticket Credits (UTC) - All Airlines

• If you are a traveler and have questions about your UTC, contact your agency Travel Coordinator(s).
• If you are a Travel Coordinator and 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 UTCs, Travel Coordinators may refer to Unused Ticket Credit Management – User Instructions.
• To apply a UTC (any airline):
  • No need to contact a travel agent. 
  • Book travel through Concur and any available UTC will be automatically applied after the trip is booked, if applicable to the reservation.
  • UTCs are automatically applied behind the scenes.
  • Use of an applicable UTC is reflected in the itinerary invoice emailed to the traveler from Caltravel@ciazumano.com. 
• UTCs for all airlines (including Southwest Airlines) are included in the monthly “Unused Tickets” report sent to agency Travel Coordinators from CI Azumano on the 18th of each month.

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.

• Applicable 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.
  • CI Azumano's website includes direct links to baggage policies and fees for domestic and international carriers. 
  • From CI Azumano's home page, navigate to "Travel Tools," then "Travel Resources" and look for "Baggage Requirements" beneath the airline check-in links. 
• Baggage fees may be reimbursable - follow your agency’s internal policies on travel/reimbursements or seek guidance from your agency Travel Coordinator(s). 

• Southwest Airlines
  • Amendment 1 
  • Amendment 2

• United Airlines
  • Amendment 1
  • Amendment 2