UCLA Office of the CHANCELLOR

Dear Colleagues:

The State of California recently renegotiated airline agreements for its FY 2004-05 discount California State (YCAL) fares. I am pleased to inform you that the program is considerably expanded and that many more cities, both domestic and international, are now covered. In addition, the successful bidders for the YCAL program now include a total of five airlines: United, Southwest, American, Delta, and America West Airlines.

Effective for travel between July 1, 2004 and June 30, 2005, University business travelers may take advantage of YCAL fares to more than 250 out-of-state destinations, more than 80 California cities, and over 40 international destinations. These fares are UNRESTRICTED, are not subject to limited seating, and may be changed or cancelled at any time without airline-imposed penalty. For a list of YCAL destinations and fares, visit the UCLA Travel website: http://www.travel.ucla.edu/new/discounts_state_fare_city_pairs.shtml.

In order for the University to realize maximum savings, we need your help. It is vital that University travelers use YCAL fares whenever and wherever possible. Restrictions have been placed by most major airlines on nonrefundable airfares, some of which are quite confusing and which result in heavy penalties when making changes to an itinerary; conversely, unrestricted (refundable) fares are much more expensive. For this reason, travelers are requested to consider the YCAL fares (which are comparable to unrestricted refundable fares) when reviewing travel options, especially when there is any possibility that travel may need to be changed or cancelled. State fares are also an excellent alternative for last-minute or non-Saturday night stay travel, as neither advance booking nor length of stay restrictions apply.

Using YCAL fares not only helps to keep travel costs down. Meeting the airline market share commitments will also ensure the State continued success in negotiating more and lower airfares in the future. When booking your travel, please remember that YCAL fares are available only for business travel and must be booked through the UCLA Travel Center, as a specialized State-required process must be used for ticketing. Airline tickets are charged directly to the traveler's University fund source, eliminating the need to be out of pocket for the airfare expense and to then seek reimbursement for it after the trip. The use of UCLA Travel and the State-issued Direct Bill account is required by the State of California contract; it is imperative that proper procedures be followed to avoid negatively impacting the availability of these fares to the entire UC system.

We understand that most travelers participate in airline loyalty programs and enjoy the benefits of accruing points on certain airlines. However, the savings that are realized by using specific contracted airlines on specific routes are important to the University, especially during this time of State budget crisis. In addition, University policy requires travelers to use the most economical form of transportation to their business destinations. State YCAL fares offer the advantages of economy with the flexibility of an unrestricted fare.

Please share this information widely with travelers, program administrators, and other appropriate staff. If you have additional questions about reservations, you may contact Belinda Borden, Manager of UCLA Travel (bborden@finance.ucla.edu; extension 66060). For questions regarding travel policies or reimbursements, please contact Rebecca Beatty (rbeatty@ucla.edu; extension 48688) or UCLA Travel Policy Coordinator Annette Hearn (ahearn@finance.ucla.edu; extension 59938).

Sincerely,

Daniel M. Neuman
Executive Vice Chancellor and Provost