This document has been put together to help answer your most frequently asked questions concerning air travel, travel agency, and rental vehicle use. If after reading this document you have additional questions, please feel free to contact Mark Milstein, Statewide Travel Coordinator at 518-402-5005 or email at travelcoordinator@ogs.state.ny.us

Air Travel Services/Travel Agent Services

Background:

The State has been diligent in securing contracts with a number of major airlines to provide reduced air travel fares combined with beneficial service terms. Agencies should note that contract airfares offer significant advantages over non-contract airfares, such as:

• Fully refundable and changeable tickets
• No minimum stay or advance purchase requirements
• Considerable cost savings to the State
• No Saturday night stay required
• No special departure or return time required

The State has also contractually obligated specific travel agencies to provide travel related services. These travel agencies are the only travel agencies that can book and ticket the contract airfare for New York State. By securing your travel arrangements through these vendors, New York State maintains the ability to fulfill our contractual obligations.

• What is the New York State Air Travel Policy?
  The Air Travel Policy, set by the Executive Chamber, states that certain guidelines must be followed when purchasing air travel. All airline tickets must be purchased using the designated State Travel Card or Central Travel Account (CTA). Personal credit cards are not to be used. All airline ticketing must be done through an authorized State travel agent contractor who will insure that ticketing is done in accordance with this policy. Exception to this contract shall only be made for emergency situations or where a special incentive fare may save more than $200 over the contract price.
  
  
• What are city pairs?
  City pairs are airfares between two cities (for instance, New York to Buffalo is a city pair). The Air Travel Services Award is comprised of approximately 400 of the most traveled city pairs. One award is made to an airline for each city pair.
  
  
• What must I do first when I have been approved for travel?
  Contact your agency Travel Coordinator first to find out the specific procedures for your agency (a list of Agency Travel Coordinators can be found by clicking here). You may be advised to contact an authorized New York State travel agency. A list of these travel agencies can be found by clicking here. The travel agent will be able to book your airfare, rail ticket, vehicle rental and hotel if required. They will also obtain the lowest NYS contract rate if applicable.
  
  
• What are the benefits to using the Air Travel Services Contract?
  If an airline ticket reservation is made using the Air Travel Services Contract, that ticket will be totally changeable and refundable. It will also allow for no minimum stay requirements and no advance purchase requirements. These benefits save the state a tremendous amount of money since many travelers may change their ticket several times or may never even go on their business trip.
  
  
• Why is it mandatory for my agency to use the Air Travel Services Contract?
  The Executive Chamber has required all Executive State agencies to use the Air Travel Services Contract, with few exceptions. The buying power of the State is greatly enhanced by centralizing the air travel to just a few contractors. By using the contract, the State saves nearly $16 million per year. Enforcement of the terms and conditions of the contract guarantees continued interest to bid from the airlines. It is essential that all customers work together to ensure the continuing success of the program, encouraging more competition and potentially greater savings.
  
  
• My organization is not approved to use the Air Travel Services Contract. Can I still use an Authorized Travel Agent?
  Yes. Most airlines are not willing to extend the contract city pair rates to most non-state agencies. However, we encourage the use of the Authorized Travel Agent Services contract even if they can't obtain the airline contract rate. The Authorized Travel Agents are also familiar with the State's travel trends and will work hard on obtaining the lowest possible fares.
  
  
• If a city pair is listed on the Air Travel Services contract and I can't use the contract airline, what do I do?
  The contract is mandatory unless the following conditions apply:
  
  
  • A special incentive fare will save more than $200 over the contract price.
  • An emergency situation.
  
  
  If you meet the above requirements, an exception form must be completed (this form can be found by clicking here). Contact your Agency Travel Coordinator for specific procedures as rules vary by agency. For many agencies this form will need to be completed through your Agency Travel Coordinator and signed by your Agency Finance Officer. A copy of that form must also be sent to the Statewide Travel Coordinator. If you do not have an Agency Travel Coordinator, please contact Mark Milstein at 518-402-5005. Please keep in mind that the contract must always be used unless travel is an emergency or the non-contract fare saves $200 or more.
  
  
• What if I want to travel to a city pair not listed on the Air Travel Services Contract?
  You must work with an Authorized Travel Agent Services contractor who will obtain the lowest fare that suits your needs. No exception form is needed in this case.
  
  
• Can I book an airline ticket on the Internet? Or can I book directly by calling my airline?
  No. All reservations and ticketing must be booked through an authorized Travel Agent Services contractor. If you find a low fare on the Internet or directly from the airline, check with one of the authorized Travel Agent Services contractors. In many instances, travel agencies are able to match these fares.
  
  
• Can I earn my frequent flier miles for contract airfares?
  Yes. You can earn frequent flier miles when traveling on a contract airfare. However you cannot choose an airline based upon the frequent flier program. Participation in a frequent flier program must not influence employee flight selection that would result in travel from other than the contract air carrier. Also, accrual of frequent flier benefits is not an acceptable justification for air travel outside of the contract.
  
  
• Why is it that all of the major airlines are not on the Contract?
  Not all airlines submit bids. Therefore only airlines that bid on our city-pairs are awarded contracts. The airlines expect to obtain the majority of the market share for awarded city pairs based on the New York State Air Travel Policy. Increases in this market share for our air carrier contractors is expected to generate increased interest from other airlines to bid on future contracts, thereby potentially creating more competition and better fares.
  
  
• I find that in many instances I am quoted airfare by an Authorized Travel Agent Services contractor but I find a lower price elsewhere. Why is that?
  Commercial airfares fluctuate throughout the year depending on many circumstances and the economy. In some instances, lower fares may be available, but these fares generally come with different terms and conditions that may increase the cost to the State and will not have the same benefits that are currently available to the State. Airlines base the contracted airfares on anticipated usage by our customers; higher usage may generate greater discounts. Keep in mind that when the state contract is used, your ticket is fully refundable and changeable. Use of the state contract airfares saves the state a considerable amount of money on an annual basis due to these fully refundable and changeable features.
  
  
• What are "matched fares?"
  After award, airlines that did not receive the State's contract award for a specific city-pair may offer matched or lower "state rates." A matched airfare is a rate that is less than or equal to the contract airline fare. It is offered only to state business travelers and not available to the general public. Use of these airfares is NOT a valid exception for travel with other than the contracted airline. When travelers do not use the contract airlines, the contract carrier does not receive the estimated usage upon which the bid price was calculated and may refuse to contract with the State in the future. If you are being offered a matched fare by one of the Travel Agent Services contractors, please notify the Statewide Travel Coordinator.
  
  
• Occasionally I find that there is no contract fare offered to a city to which I am traveling. Why is that?
  The State tries diligently to get airlines to bid on their top city pairs. In some cases the airlines do not bid for various reasons. In other cases, the State may not have enough travelers to that city to make it beneficial to have a State fare in that market. If you are finding that no State fare is available to a market you travel to frequently, please advise the Statewide Travel Coordinator of the situation. With sufficient interest, there may be an opportunity to add the city pair to the contract.
  
  
• Is the Air Travel Services Contract for personal/vacation use?
  No, the Air Travel Services Contract is to be used solely for State business travel.
  
  
• What are the payment method options for this contract? Can personal credit cards be use?
  All airline tickets must be purchased using the designated State Travel Card or Central Travel Account (CTA). CTA's are to be used for employees who do not have corporate cards. Employees may not use personal credit cards or other means for reimbursement. Agencies that have not yet established CTA's should contract your corporate card program administrator.
  
  
• My Agency has its own procurement card. Can we use this card for Air Travel Services and Travel Agent Services?
  State Agencies cannot use the procurement card for purchasing travel services since they have access to the Travel Card or Central Travel Account. However, non-State Agencies can use the NYS Statewide contracted procurement card for purchasing travel services.
  
  
• If a State Agency is paying for somebody not employed by the State to travel for agency business, does the airfare for that individual qualify for the Air Travel Services contract rate?
  The Air Travel Services Contract can be used by all New York State employees of The Executive, Legislative and Judicial Branches of government including New York State Public Authorities and Boards, SUNY, and the Previously Approved Entities listed in Attachment 1 of the contract. Select airlines have also extended the contract pricing to any or all of the following: New York City Agencies, Members of State Boards, Procurement Councils, Government Witnesses, Prisoners, Runaways and Wards of the State. Please see the current Air Travel Services contract for complete information detailing the airlines' electives.
  
  

Passenger Vehicle Rental

Background:

The State has been successful in obtaining a contract for Passenger Vehicle Rentals that include discount pricing and favorable terms and conditions that are not available to the general public or corporate travelers. Use of a rental vehicle, in lieu of a personal vehicle, for State business most often is less costly than reimbursement for use of a personal vehicle.

• Can I reserve the rental car through my travel agency or must I contact the rental company directly?
  Travel agent contractors are required to arrange for vehicle rental upon request as part of the one-stop shopping services for arranging air or train travel, lodging, and vehicle rental. However, it may be more convenient for the traveler to make his/her own arrangements directly with the Passenger Vehicle Rental contractor for short trips that do not involve lodging or air travel.
  
  
• How do I know that I am getting the New York State contract rate when reserving directly with the rental company?
  All rates for Passenger Vehicle Rental may be verified on the OGS Website or by clicking here. The rates listed are all inclusive. No additional fees are allowed to be charged under contract unless listed in the contract award notification.
  
  
• Should I purchase Collision Damage Waiver Coverage or any other extra insurance?
  The state travel card (Citibank VISA) provides Collision Damage Waiver coverage at no additional charge for rental vehicles for 31 days or less. Certain vehicles are not covered (expensive and antique automobiles, certain vans, pick up trucks). Therefore, CDW or LDW coverage should not be purchased. If any other form of payment is used, OGS recommends that the traveler purchase the CDW insurance to guarantee coverage. For more information click here.
  
  
• Will the rental company pick me up from my home or office?
  Under the current Passenger Vehicle Rental contract, Enterprise Rent-A-Car will pick up a State contract renter at their home or office within a 30-mile radius of the rental facility.
  
  
• Someone from our agency rented a vehicle and had an accident. What do I need to do?
  Notify the contractor's rental office and your supervisor as soon as possible. Follow your individual agency's specific policy for accidents.
  
  
• Should my Agency pay sales tax for an out of state car rental?
  Some states may require that renters on government business from other states pay sales tax. Other states do not require sales tax for this type of transaction. Tell the rental clerk that you are renting in the name of the State of New York for State business purposes and ask them if sales tax applies.
  
  
• How do I know if my non-state agency is allowed to use this contract?
  All non-state agencies that are allowed to use the Office of General Services (OGS) centralized statewide contracts are allowed to use the Passenger Vehicle Rental contract. If you are not certain of your status regarding general contract use please contact the OGS Procurement Services Group, Customer Service Unit at (518) 474-6717.
  
  
• Can I take advantage of promotional rates that are offered by the rental company?
  In order to receive the State coverage and program benefits, reservations must be booked under contract. Contractors may offer reduced rates provided all other contract terms and conditions remain the same.
  
  
• Can I rent a vehicle for more than 10 days without notifying the Division of Budget?
  Yes. OGS centralized contracts are exempt from this Division of Budget requirement. However, if you do not rent using the contract rates (i.e., open market purchases), you are not exempt from this requirement and must get Division of Budget approval for vehicle rentals more than 10 days.
  
  
• I have to leave early Monday morning for a business trip and the Enterprise Rent-A-Car office in my location does not have Sunday hours. Can I pick up a vehicle on Friday before the Enterprise office closes and have charges begin Monday morning?
  No. If Enterprise does not have at least one office in a 30-mile radius that provides 7:00 a.m. to 7:00 p.m. hours they must allow pickup the night before the rental date. However, that does not include a Friday pickup for a Monday morning rental. If the traveler wanted to proceed with this, they would have to pay the charges incurred during the weekend.
  
  

Amtrak

Background:

Amtrak offers State employees traveling on business a rate of $55.00 between Albany and New York City Penn Station. The fare applies to all service except the Lakeshore Limited and requires no reservations.

• Can I purchase Amtrak tickets directly at the station, or must I use an Authorized Travel Agency?
  You may purchase Amtrak tickets directly at the station by using your NY State ID to obtain the State government fare. You may also purchase your Amtrak ticket at an Authorized State Travel Agency, however the travel agent will charge a processing fee for this transaction. If your agency participates in the bulk ticket plan, you may purchase your tickets directly from your agency.
  
  
• Can Amtrak tickets be purchased in bulk?
  Yes. Amtrak tickets can be purchased in quantities of 50 round-trips. For more information on this program, click here. Bulk tickets can also be purchased from an Authorized State Travel Agency in groups of two or more, however a transaction fee will be applied to the total purchase.
  
  
• Can I purchase personal/vacation Amtrak tickets using the state rate?
  No. Amtrak State government discount tickets are to be used solely for State business travel.
  
  
• Does Amtrak provide State discount fares to any of the intermediate stops between Albany and New York (such as Poughkeepsie or Yonkers)?
  No. Amtrak only provides the State discount rate between Albany and New York Penn Station.
  
  
• Is the State rate available on the "reserved" trains between Albany and New York?
  Yes, except the Lakeshore Limited.