The Direct Billing System

The Direct Billing System (DBS) enables departments to order airline tickets and have the UCLA Travel Center make payment directly to the vendor, thereby relieving the traveler of any financial burden.

The Direct Billing System replaces the ATPR procedure previously used for travelers not eligible for a Corporate Card, or who prefer not to personally incur the financial burden.  Departments have the option to use the Direct Billing System for all travelers.  UCOP Airfare Authorization Forms are no longer required by the Travel Center and should not be sent.

The Direct Billing System can only be used for tickets issued by the UCLA Travel Center. A  PAC Order must be in place before any ticket can be issued.

Preparing a PAC Order

PAC ORDERS TO WRONG VENDOR

Making reservations using the Direct Billing System

Payment processing

Preparing a PAC Order

Departments have two options for using the Direct Billing System: 

·         Prepare an itemized PAC Order for a specific ticket or tickets. 

·         Establish a "blanket order" for ticket issuance for a specified group, event, or other purpose. 

Preparing an itemized order

Departments may use the Direct Billing System by preparing a PAC Order with a line item for each ticket to be ordered. The PAC Order must identify each traveler by name, and include departure dates and routing.

1. Input an order into the PAC system:

   1. Vendor Control Key:

      1. For State Fares -      096391 004 AMERICAN EXPRESS
      2. For published fares -   090311 011 GE CAPITAL FINANCIAL
   2. Order class: T
   3. Enter a separate line for each ticket
      1. PAC Order Code:    SVS
      2. Quantity:                   1
      3. Unit:                          ea
      4. Unit price:                 Total price including tax and service charge
      5. Description:               Traveler name; Departure date; Routing
      6. Tax code:                  I

(The “Check to Department” and “Description on check” fields must remain “N”.  If either of these fields is changed to “Y”, a ticket will not be issued.)

2. Post the order.

Preparing a blanket order

Departments may use the Direct Billing System by preparing a blanket order to cover such things as group travel, events, or other special purposes where multiple travelers are involved.  A blanket order must be limited to a specific group, event, or purpose and should clearly identify the intended use.

1. Input an order into the PAC system:

   1. Vendor Control Key:

      1. For State Fares -      096391 004 AMERICAN EXPRESS

      2. For published fares -   090311 011 GE CAPITAL FINANCIAL

   2. Order class: T

   3. Enter one line item 

      1. PAC Order Code:      SVS

      2. Quantity:                     Leave blank

      3. Unit:                            Leave blank

      4. Unit price:                   Leave blank

      5. Extended price:           Total amount of the order

      6. Description:                 Description of the group, event, or purpose

      7. Tax code:                    I

(The “Check to Department” and “Description on check” fields must remain “N”.  If either of these fields is changed to “Y”, a ticket will not be issued.)

2. Post the order.

If the preparer is not the travel arranger, give the PAC Order number to whomever is ordering the ticket from the UCLA Travel Center. Tickets will NOT be issued purely as a result of the entry of a PAC Order. 

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Making Reservations using the Direct Billing System

Customers make reservations with the UCLA Travel Center by telephone or email

1. The customer calls the UCLA Travel Center and requests the desired itinerary, or submits the travel request form on the Travel Center website.

2. The travel agent makes the reservation and informs the customer of the proposed itinerary and price.

3. The customer confirms that the quoted itinerary and price is satisfactory.

4. The customer enters a PAC Order.

5. The customer contacts the travel agent, requests that the ticket be issued and gives the PAC Order number as form of payment.

Please note that 

• Fares are not guaranteed until the ticket is issued and may change at any time.

• Tickets will NOT be issued purely as a result of the entry of a PAC Order.

• Tickets will not be issued because of an email request. It is a request only, a separate instruction to ticket must be made after the itinerary and price has been confirmed.

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Payment processing

Tickets will be charged to PAC Orders at time of ticketing and charges will appear on the General Ledger within with the PAC Order # referenced.  For itemized orders, the line item description the department enters is used.  For blanket orders, the Traveler Name, Date of Departure, and Routing will be entered when the ticket is processed for payment.

For further information, contact 

Annette Hearn
UCLA Travel Accounting
ahearn@finance.ucla.edu
.

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