Travel
Traveler & Travel Desk Process Reminders
Updated April 1, 2011
Airfare Guarantee
Airfare only guaranteed once an itinerary is approved and
purchased
The first Alaska Airlines air fare quote is held for 24 hours.
However, the 24-hour fare guarantee does not protect advance fare
requirement for ticketing time limits. Other major carriers do not
necessarily have the same policy. Air carriers do not allow for
multiple holds. Changes in flight reservations are quoted but are
not actually held until approved and air fares are not guaranteed
until purchased. This is true for both preliminary and final
itinerary changes.
Profile Name
The profile name used in E-Travel Online or given to a USTravel
agent must be accurate. To obtain the correct profile name for a
traveler or generic profile, a travel planner can view the list of
profiles they are attached to in E-Travel Online. Select the
"Traveler: Name" icon in the upper left corner of the screen and a
drop-down list will appear. If the name you are searching for is
not included in the drop-down list, choose "Select Another User".
On the next screen select "Search" and a list of traveler profiles
to which the travel planner is attached will display. If you are
still unable to locate the traveler's profile, contact your Department Travel Coordinator for
further assistance.
Profile Changes
Changes to profiles (including changes to email addresses in the
profiles)
Contact the Travel Coordinator in your department. The list of Travel Coordinators is available on
the travel website.
Correspondence with USTravel
Reservation Call Center: Call 1-866-762-8728 or
907-500-4292, or email e-travelaprvl@USTravel.com.
E-Travel Online Help Desk: Call 877-500-4290 or
907-500-4290 (in Juneau).
After Hours Emergency Number: 1-888-423-2434
Research: Email soaresearch@ustravel.com.
Proper email to USTravel regarding current travel itineraries:
- e-travelaprvl@USTravel.com must always be in the To: field. You can cc the travel agent.
- Do not change the subject line when replying to an itinerary.
- New information or requests must be at the top of the email
string.
- Do not put credit card information in an email. Ask the travel
agent to call for credit card information.
Approvals
Approvals for itineraries not purchased in E-Travel Online
Approval emails must include in the body:
- the actual itinerary being approved
- the name of the arranger
- the word "approved"
- the name of the department approver
- specific approval for state payment of a deviation extension
when applicable
NOTE: Do not send approvals and changes in the same email
Emergency Travel
Travel commencing within 4 hours
During business hours call:
Outside Juneau 1-866-762-8728
In Juneau 500-4292
Fax 1-907-465-8288
After hours Emergency number:
1-888-423-2434
Same as above, except no preliminary itinerary sent. Instead
USTravel agent will provide airline, car, or hotel confirmation
codes as well as other itinerary information while on the phone
with requester.
Emergency rural Alaska travel
During business hours call:
Outside Juneau 1-866-762-8728 Option 1
In Juneau 500-4292 Option 1
USTravel has agents specialized in rural and emergency travel.
During normal business hours, pressing Option 1 will forward
caller to specialized agents. Arrangements are same as above.
