LEAGUE OF CALIFORNIA CITIES, STATEWIDE TRAVEL & FUEL CARD PROGRAM
In partnership with CSAC, CSDA, and the State of California, the League of California Cities is proud to offer the enhanced CA Department of General Services (DGS) Statewide Travel Program & Voyager Fuel Card with the most economical rates available for travel-related services such as airfare, car rentals, travel agency services, hotels, and fuel card.
The program features the following for official city travel:
- Access to all state fares and discounts previously available only to state agencies
- Payment system with no annual fees and a prompt payment incentive
- Negotiated contract rates for travel agency services, with access to a one-stop shop online booking tool that provides cost savings, data consolidation and enforceable travel policy
- Concur identifies Green Lodging hotels as preferred properties, so if your city promotes green initiatives this is a good tool to lessen the impact of travel on the environment
- Contracts and discount rates with Southwest Airlines, Virgin America, JetBlue, Delta, Alaska, and United Airlines for in-state, out-of-state and international routes
- Southwest Airlines: 6% off all fully refundable fares and 3% off non-refundable fares
- Delta Airlines: 8% discount on fully refundable international fares and 2% discount on non-refundable international fares
- Negotiated contract rates for short- and long-term car rentals through Enterprise that include $300,000 third party liability insurance coverage, no one-way drop charges, market fuel rates, and counter by-pass service
- Voyager Fleet Card Program for fuel and maintenance services
A complete list of all contracts and information may be seen on the DGS Statewide Travel Program webpage: www.dgs.ca.gov/travel
. Also, watch the Statewide Travel Program’s video
about their efficient and cost-effective travel services.
HOW TO PARTICIPATE
Step 1: Contact Kelly Bouchard, DGS Travel Program Specialist.
All necessary paperwork, applications and forms listed below will be provided by the Travel Program Specialist. She will also assist with the set-up process, provide instructions and answer your questions regarding participation in the program. Contact Kelly Bouchard at
(916) 376-3991 or email@example.com
Step 2: Apply for a Citibank Central Travel Account (CTA) via the DGS Statewide Travel Program.
Citibank is the current required payment system for access to state discounted rates and contracts. The CTA payment system is a unique centrally-billed cardless account designed especially for this program.
Step 3: Establish an account with CalTravelStore, the state-authorized Travel Management Service (TMS) provider.
In addition to 14 onsite travel agents that assist by phone, CalTravelStore also provides Concur, a one-stop online booking tool where travelers can book air, car, and hotel all in one location and obtain access to the contracted state rates.
Step 4: Work with CalTravelStore to establish your Concur Online Booking tool site.
Provide CTA account information, accounting/billing code data, travel policy requirements and an optional pre-trip approval process.
Step 5: To obtain more information or sign up for the Voyager Fuel Program
contact Mark Hess at (612) 436-6544 or at Mark.Hess1@usbank.com
. This program provides fuel cards that are assigned to your fleet of vehicles, or can be supplemental for leased vehicles through our long-term car rental contract. The Voyager card is accepted at over 10,000 retail locations including BP, Chevron, Exxon, Texaco, Shell and Union 76. State taxes will be removed from the charges prior to billing. This program can also be extended and used for maintenance and repairs through authorized vendors.
RESPONSIBILITY OF THE CITY
It is the city’s responsibility to pay their CTA in full each month in a timely manner. If there are reconciliation issues, it is the responsibility of the city to assemble the details and make adjustments with Citibank and/or CalTravelStore. These issues should be identified, communicated, and adjusted as soon as they are discovered.
You will have access to two different reporting systems to assist you with reconciliation of your account, CitiManager and the iBank reporting system. Enrollment in iBank is automatic when your account with CalTravelStore is created. Request access to CitiManager after your Citibank CTA has been processed.
FREQUENTLY ASKED QUESTIONS
Why is this program beneficial to our city?
In these challenging economic times, government entities are taking a hard look at managing their business travel and reducing travel expenses. The State of California, DGS, Statewide Travel Program offers efficient and cost-effective travel management services to government entities and provides the most economical rates and fares available through the use of state negotiated contracts for airlines, car rentals, travel management services, and travel payment system. By leveraging the state's total travel spend, the Statewide Travel Program gains the advantage of the best pricing model available.
Additionally, the Statewide Travel Program helps cities meet their “Duty of Care” responsibilities by providing the means to locate travelers within minutes in cases of emergency.
For cities that operate a fleet of vehicles, the Voyager program will aid in reducing costs associated with fuel as well as provide additional savings.
Why use CalTravelStore and the Citibank Payment System for travel arrangements?
CalTravelStore is the only authorized Travel Management Service (TMS) provider with access to the negotiated contract rates for the State of California's Statewide Travel Program. The Citibank payment system is the required form of payment. Effective 7/1/10, airlines extended the discounted fares to cities with the following provisions:
- Local government business travelers must use the authorized TMS provider, CalTravelStore, or the Concur online booking tool.
- Local government business travelers must use the authorized form of payment, the Citibank CTA.
These two requirements prevent fraud and misuse of the program.
Are there any membership fees to participate in the program?
There is no fee charged by the Statewide Travel Program to participate in the program.
What are the transaction fees for arranging travel via the Concur online booking tool or the CalTravelStore (the authorized travel agency)?
The Statewide Travel Program has negotiated rates for travel agency services. The transaction fees are $5-7 for an online booking and $12 for an agent-assisted booking.
Are the airfares one-way or round trip?
The fares are listed as one-way fares. They are available with last-seat availability and are fully refundable.
How does the billing work?
Citibank will accrue the charges and create a billing statement on the 25th of each month. The statement is available 24 hours after the cycle cut-off date, and can only be accessed online. The payment is due in full by the next payment cycle. The statement and CTA reconciliation report contain at a minimum the traveler’s name, ticket number and dollar amount. Should you need additional traveler information, the iBank reporting system provides over 120 reporting capabilities.
The League of California Cities is pleased to offer this program as an added service to our members as a way of saving limited local dollars through a cost-effective travel alternative. If you have additional questions about the program, please contact the DGS Travel Program Specialist Kelly Bouchard at (916) 376-3991 or firstname.lastname@example.org.