Travel Arranger Authorization Process

UCTC Travel Arranger Authorization Process

This process is used by a profiled travel arranger to provide authorization to the UC Travel Center so they can accept a reservation request directly from a guest or non-ConnexUC user using a Direct Bill ID to pay for airline tickets. This provides the guest with the flexibility to make their own flight arrangements instead of having a campus staff member make the arrangements on their behalf.

Arranger Actions

• The arranger sends an email authorization to Travel@finance.ucla.edu
  • The subject line should be:
    • Domestic/International Air Reservation Request from UC Berkeley for Guest Last Name, First Name
  • The body of the email should include the traveler’s name, approximate travel dates, and Direct Bill ID
  • If someone other than the traveler will be calling the UC Travel Center to book the reservation, that person’s name should be included in the email message
  • Note if a fare threshold is necessary (amount not to exceed $x,xxx) or other special instructions
• The arranger provides the UC guest with their Direct Bill ID and the contact information for the full service agents:
  • (310) 206-2639 or toll-free at (800) 235-8252
  • Travel@finance.ucla.edu
• The guest should be made aware that they must comply with UC Policy G-28 on paying for airfare
• The booking is only initiated once the guest contacts the UC Travel Center
• If additional authorization is required prior to the UC Travel Center issuing the ticket, please call or email a full service agent and arrange the booking on behalf of your guest rather than using this process

Guest Actions

• When the guest traveler contacts the UC Travel Center, they will provide the authorizing arranger's name and the Direct Bill ID that is used for caller verification
• The arranger’s email is authorization to the UCTC Travel Agent to issue the ticket as requested by the guest and in accordance with the restrictions and instructions in the email authorization
  • The Guest Traveler should be prepared to provide the following information:
    • Full Name (as it appears on their ID): First, Middle, Last
    • Birthday
    • Gender
    • Cell Number
    • Email address
    • Dates of Travel
    • From/To
    • Preferred departure/arrival times (if applicable)
    • Seat Preferences (if applicable)
• Frequent Flier Membership # (if applicable)
• Known Traveler # (if applicable)