Service Fees

All travel agencies, including UCLA Travel, have historically relied on commission revenues supplied by airlines and other travel vendors to support their activities.  Over the past few years, airlines reduced the commissions paid to agencies five times.  Commercial agencies turned to the imposition of service fees to cover operational costs associated with issuing tickets to travelers.  Initially, the UCLA Travel Center responded by implementing a $20 transaction fee for its services.  Since then, the travel industry has virtually eliminated all air and car commissions.  

In response to these continuing pressures, the UCLA Travel Center has taken the following steps:

    The UCLA Travel Center has assumed the full responsibilities of a Corporate Travel Department and is be organized accordingly. This will substantially reduce our operating costs, and will provide the campus the broadest availability of the low fares and point of sale discounts.

    A new fee schedule will go into effect reflecting the loss of commission revenues. Service fees charged by The UCLA Travel Center are above and beyond any fees and/or penalties charged by the airlines.  Effective January 1, 2004, service fees are applied as follows:

• Each Domestic airline ticket of $150 or less -    $25

• Each Domestic airline ticket over $150 -             $30

• Each International airline ticket -                           $30

• *Each cancellation, refund, or *exchange -       $30

• **Documentation for completed trips -                $15

• Ticket upgrades -                                                      $10

• Each Paper Ticket when E-Ticket available*      $10
  Additional Airline fees may apply

• Returned Checks                                                     $25

 

* Exchange fee of $30.00 applies to each change made to any ticket, even refundable or YCAL fares tickets.
** Past date Documents are provided only up to 6 months from return date of trip.

Comparison of these rates with those charged by other university managed travel programs and private travel agencies in the area indicates that Travel Center fees continue to be highly competitive.  (Service Fee Rate Comparison)

Since its inception, the UCLA Travel Center has provided significant benefits to the campus.  UCLA travelers take more than 50,000 trips every year, spending more than $40 million.  The Travel Center consolidates UCLA’s tremendous buying power, saving money and providing other benefits to our travelers, including convenience and enhanced security.

Through negotiated contracts with preferred suppliers, which are available only at the UCLA Travel Center, campus travelers have realized the following benefits:

• Point-of-sale savings of approximately $4 million since 1997. These savings accrued directly to department funding sources,
  

• Use of the extremely advantageous State of California (YCAL) fares, which are available only through specific agencies authorized by the state,
  

• The convenience of proximity of the travel office to campus,
  

• Direct billing capabilities (which eliminate the need for travelers to be out of pocket for airfare), and
  

• The assurance that UCLA will be able to locate and/or assist travelers who book through the Travel Center in the event of an emergency while they are traveling.

UCLA’s travel program is strategically positioned to benefit UCLA travelers and has the University Administration's full support.  Although academic units are not required to use UCLA Travel, Chancellor Carnesale strongly encourages use of the UCLA Travel Center, it's discounts and state fares. Increased usage of the service would then allow the campus to obtain larger discounts for travelers.  

While some travelers believe that more cost-effective travel purchases may be made on the Internet, this is not necessarily true, especially for business travelers.  In addition, when travelers book fares online, they have little or no service support if problems occur on the trip, or if last minute changes, upgrades, or refunds are necessary.  

This means that travelers are exposed to unknown—and sometimes very costly—financial risks.  In addition, by utilizing the knowledgeable professionals in the UCLA Travel Center, the time required to research travel options is significantly reduced.  Therefore, all faculty and staff are encouraged to consider using the services of the UCLA Travel Center when making travel plans. 

Service Fee Billing Information:

Credit Cards (Individual and Corporate)

Travelers who choose to use their individual credit card or Corporate charge card to purchase, exchange, or refund an airline ticket, will see the service fee appear as a charge on their credit card statement.  Please note that the charge may not appear on the statement directly following the purchase, exchange, or refund.  The service fee charged for airfare associated with University travel is reimbursable.

Direct Billing

The service fee for airline tickets purchased, exchanged, or refunded using the University's Direct Billing system will show on the University ledger of the account charged.  The fee  may show as a separate line item, or the fee may be included in the line item representing the total ticket price, depending upon how the PAC Order is prepared by the Department.