Travel Program Benefits

Note that some program benefits are based on availability

Airline Benefits:

• Campus-paid airfare; no out of pocket costs to the traveler and no waiting for reimbursement
• Preferred boarding and priority standby
• Early access to seating maps
• Access to preferred seating options
• Additional mileage program points
• Frequent flier status match/upgrades
• Automated fare adjustment
• Unused ticket management

Car Rental Benefits:

• Rates average $40/day with access to competitively priced and policy approved intermediate sized cars at economy rates
• Comprehensive insurance coverage included for rentals in the US
• California rentals include no additional mileage or one-way drop off fees
• Free car class upgrades when available

Hotel Benefits:

• Discounts up to 20% off best available rate
• Free Wifi (Marriott properties and most local preferred hotels)
• Complimentary room upgrades when available
• Early check-in/late check out
• Silver Elite Marriott Rewards instant status for those not currently enrolled in the Marriott Rewards program

 

The University takes its duty of care obligation very seriously and as such the Office of Risk Services works with Crisis24 to cover a wide variety of accidents and incidents for those traveling on official University business.  While traveler insurance is automatically applied for all UC travelers, travel plans must be registered so the company can easily and immediately provide assistance when needed.  For travelers who book a trip through our preferred agencies, trips are automatically registered and travelers receive notification emails and alerts.  Travelers who book outside the system must register each trip separately.  For more information please refer to the Business Travel Accident Insurance page.

Just like the stock market, airfare can rise or fall based on demand.  To take advantage of periodic fare drops, Balboa Travel uses an airfare price protection program to monitor confirmed tickets within the first 24 hours of booking, automatically re-pricing the trip if the fare falls by at least $50.  An updated invoice will be sent to notify the traveler who may have to re-confirm their seats.  If an adjustment occurs after the first 24 hours of booking, the old higher cost ticket will be converted to credit towards future travel.  In FY22/23 400 tickets were adjusted for a total of $61K in savings to this campus.

Travelers who cancel nonrefundable airfare tickets end up with airline credit in their name.  If the original ticket was purchased using the campus-paid option, those credits belong to the COA (fund source) that paid for the ticket.  Travelers should use credits before expiration or the money will be lost.  If the original traveler cannot use the credit, it can be transferred to another traveler in the same department or other campus traveler.  Several airlines provide UC with funding to reduce and/or waive the fees associated with converting these unused tickets to valid travel tickets.  453 nonrefundable tickets were used in FY22/23 for a cost savings of $195K.