Frequently Asked Questions - Direct Bill - Charge Airfare Directly to UC

Direct Bill - Charge Airfare Directly to UC

What information is needed to create a Direct Bill ID?

To create a Direct Bill ID, be prepared with:

  • An active CalNet ID
  • A complete profile listing in the campus directory, which must include your work email, phone number, and address
  • The business purpose for the trip
  • Traveler’s name as it will appear on the airline ticket matching to their government-issued ID
  • Expected travel dates
  • Travel destination(s)
  • Complete chartstring(s) or speedtype(s) of where the cost of the airline ticket should be charged (ensure the travel complies with any funding restrictions)

Watch the video - How to Create a Direct Bill ID

The Creating a Direct Bill ID video is available that demonstrates how to use Direct Bill to charge the university for your business-related airfare.

How often can I use my DBID?

The DBID can only be used once to book airfare for a specific itinerary. When the expense is received from the travel agency, the DBID is matched to the funding chartstring and marked complete in the tracking system. If the DBID is re-used for a subsequent trip, funding may not be available and the manual reconciliation of unmatched DBIDs causes delays in the financial recording.

DBID is only to be used for airfare expenses at this time. If the trip includes a hotel or car rental, you will need a personal credit card or the corporate travel card to pay for those expenses.

How to view a previously issued Direct Bill ID:

To see previously issued DBIDs, log into the Direct Bill Travel system, select Departmental Functions > Manage Direct Bill IDs.

How to create a Direct Bill ID

Step-by-step instructions are available once you log in to the system.

Direct Bill ID System Login

What do you need to create a Direct Bill ID?

To create a Direct Bill ID, be prepared with:

  • An active CalNet ID
  • The business purpose for the trip
  • A complete profile listing in the campus directory, which must include your work email, phone number and address
  • Traveler’s name as it will appear on the airline ticket
  • Expected travel dates
  • Travel destination
  • Complete chartstring(s) or speedtype(s) of where the cost of the airline ticket should be charged (ensure the travel complies with any funding restrictions)

Why create a Direct Bill?

Airfare is often purchased several months in advance of a trip. Using a DBID instead of a personal credit card to purchase airline tickets eliminates the need for travelers to pay out-of-pocket for the airfare and wait until the trip is concluded before receiving reimbursement. 

Where is a DBID accepted?

The university’s two contracted travel agencies, BCD Travel and UC Travel Center can accept a Direct Bill ID to charge airfare to UC Berkeley. Both are full-service agencies with dedicated agents who can handle nearly all travel needs. You will be prompted to provide the DBID during the online booking process or when speaking with the travel agent. Contact and service fee information for the travel agencies is available through UC’s booking portal, ConnexUC. 

What is a Direct Bill ID?

A Direct Bill ID (DBID) allows you to charge the purchase of business-related airfare directly to the university. The DBID is a unique code issued by the DBID system and associated with a particular trip. When making travel reservations using one of UC’s travel agencies, provide the DBID code so that your airfare costs are charged to your campus funding source chartstring. 

Who can create a Direct Bill?

Access to the Direct Bill Travel site is limited to staff and faculty in selected job titles. Employees, students, or hosted guests who do not have access to the system but who have a need to travel on university business may work with their department to create a DBID on their behalf.