BTA (Business Travel Account) is a process by which flights can be booked through SWABIZ (Southwest Airlines) or the State-contracted travel agency, the TravelStore, and billed directly to the University chartfield number on the Travel Request, thus avoiding out-of-pocket expenses for air tickets. An approved Travel Request should be on file in Accounts Payable before charging tickets to the BTA.
- Flights may be booked through Southwest Airlines SWABIZ online. Use the SWABIZ Process Guide for basic instructions for creating a traveler account and booking air travel.
- Flights on airlines other than Southwest may be booked through the DGS travel agent "The TraveStore" and charged to the BTA. Use the TravelStore Process Guide for basic instructions for registering and booking travel through TravelStore online. For first-time registration, click here. For booking travel, use TravelStore (through Concur). A service fee of $5 will be accessed for processing tickets via their website, $10 for transactions requested by phone, or $16 for after-hours transactions. Charges will not be assessed for general inquires.
- The TravelStore is located at 855 Howe Ave, Ste 5, Sacramento, CA 95825; ph (916) 376-3980 or (877) 454-8785. Hours are M-F, 8-5.
Flights may be booked directly with any airline and reimbursed through our Travel Expense Claim process. This method requires the traveler to make payment directly to the airline.
Pre-Travel Reimbursement may be available prior to travel.
Travel Packages Purchased from Internet Vendors: Travel “packages" from Internet vendors typically do not itemize expenses. Therefore, no business-related travel should be booked through such vendors unless the traveler has confirmed that each aspect of the package will be separately itemized (e.g. itemized hotel charges, airfare) to assure appropriate documentation for reimbursement.
Early Boarding Fees: Airlines are offering passengers the option of paying an extra fee for early boarding. This optional feature, while convenient, is not a necessary component of air travel and not consistent with the State of California's cost effective mandate. This additional expense will not be reimbursed by the State.Airfare/Trip Cancellation Insurance: This optional feature is not a necessary cost and is not consistent with the State of California's cost effective mandate. This additional expense will not be reimbursed. If a non-refundable ticket is purchased and a trip must be cancelled, please seek a credit from the carrier. This credit must be utilized for future state business travel within the timeframe stipulated by the carrier.