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Try to minimize the cost of travel whenever possible. State contracted rates for air travel, car rentals and lodging may help to reduce the cost of your travel. The maximum that CSUPERB will reimburse for air travel between contracted cities, car rental and lodging will be the state contract rate.

Air Travel

The State of California contracts for city pairs with domestic airlines [ for information on airline contract rates].  State travelers can arrange travel between 263 city pairs at discounted fares offered under these contracts.  [ for a listing of the current contracted California city pairs;    [ for a listing of the current contracted Out of State Destinations].  To obtain the contract rate, you must pay for the expense either by using a contracted travel agency that has set up an American Express Business Travel Account (BTA), or by using a state issued American Express Government Card. NOTE: To obtain the contracted rates for Southwest Airlines, you MUST use their SWABIZ web site. Since this is handled differently on each campus, you will need to contact your travel clerk for information on how to use SWABIZ [ for a list of campus travel clerks who handle SWABIZ.]

BTA - To allow for no “out-of-pocket" expense prior to the trip, you should use the BTA Account.  Before making the reservations, contact the department/college travel clerk who is responsible for CSUPERB funding on your campus to obtain the account number needed by the travel agency.  This account will authorize the travel agency to direct bill the University so there is no "out-of-pocket" expense to you.  Then call an authorized travel agency in your area to make the reservations. [ to find an authorized travel agency in your area].  Authorized agencies are allowed to charge ticketing fees.  The ticketing fee consists of a one-time per ticket fee including, but not limited to:
     • Processing/Issuing the ticket
     • Cancellations/Refunds/Voids
     • Changes/Exchanges
The maximum ticketing fee is $25.00 for domestic travel, and $100.00 for international travel.  Since you will have no "out-of-pocket" expense if you reserve your tickets through a BTA, do not include any charges to the BTA Account on any your Travel Expense Claim.

American Express Government Card - Your personal American Express Government Card may be used to purchase state contracted airfares, either with the authorized travel agency or directly with the airlines (ask for the "Y Cal" fare).  This charge will be on your card and you will be responsible for making payment directly to American Express.  If you choose to use this form of payment v.s. the BTA Account, reimbursement for pre-paid airfare will be made after completion of the trip. Include your airfare expense on your travel claim and reimbursement will be made directly to you.  The American Express Government Card is offered to all permanent employees. The card offers travelers the convenience of not having to use personal credit cards for business related expenses. The card is available at no annual fee to the individual. Card members will receive several travel benefits with the use of their card, including $200,000 of Business Travel Insurance and Baggage Insurance at no additional charge. The Business Travel Accident Insurance Plan is underwritten by AMEX Life Insurance Co., San Rafael; CA. Coverage is subject to terms, conditions and exclusions of the Policy and covers business trips of up to 30 days. Baggage Insurance is underwritten by AMEX Assurance Co. Coverage is subject to the terms, conditions and exclusions of the Policy and covers baggage when traveling on licensed common carriers.  See your travel clerk for information on how to obtain an American Express Government Card.

Car Rentals

The State of California has a contract with only ONE car rental company, ENTERPRISE RENT-A-CAR (Contract effective Jan 11, 2006 - Dec 31, 2008). Only in the event Enterprise doesn't have a car, or doesn't have a location available, then Vanguard (parent of Alamo and National) will be permitted as a backup company. State travelers must use only the contract rental car companies [for liability issues involving rental from a non-contract company, see below].

How to Reserve a Rental Car
In order to rent a car under this contract, CSU employees must identify themselves as state employees, use their American Express Government card (or a Department of General Services card) and have a valid driver's license in their possession. To make reservations, call your travel agent (see above for authorized agents in your area) or the car rental company. Verify the rates and services to be provided. To obtain the State of California contract rate, employees must give the Corporate I.D. number listed below. The rates below are the maximum daily rate--the current rate may be lower. Rate includes unlimited mileage provided the car is returned to the renting location or other drop point authorized by the company at the time of pick up. Decline the insurance coverage whenever a contract rental car company is used.  Collision Damage Waiver (CDW) and Liability Damage Waiver (LDW) are provided free of charge in the contract rate.

Nationwide Car Rentals The primary and secondary vendors and the maximum rates for compact vehicles, Corporate I.D., and phone numbers are listed below. The maximum rate incorporates the rental rate of the vehicle, insurance, and additional fees such as airport access fees, location fees, vehicle license fees, facility fees and State, City and County local surcharges. All fees must be paid with the exception of frequent flyer fees. These rates, fees and surcharges must not exceed the maximum rate allowable. Sales tax and refueling charges are not included in the rate. Please note that the rates listed below are Nationwide (except New York). The new rental car contracts require vendors to provide counter bypass at the larger airports. Counter bypass allows government employees traveling on official State business to proceed directly to the rental vehicle. Enterprise Rent A Car provides a State of California employee sign with a CalGov Express Lane at each location. For the detailed text of the Commercial Car Rental Contracts see the Office of Fleet Administration’s website at: http://www.ofa.dgs.ca.gov/Travel+Programs/CarRental.htm
 

* Exception - New York

Out-of-Country Car Rentals The University does not contract with Car Rental Companies outside the U.S.  When renting a car outside the U.S. insurance must be purchased, and will be reimbursed by the University.

Use of Non-Contract Car Rentals The State Motor Vehicle Liability Self-Insurance Program will neither defend nor indemnify State departments and employees against liability claims (and lawsuits) from third parties, which are the result of the negligent operation of rental vehicles obtained from a company not under contract with the State of California. Should employees rent from a non-contract company and an at-fault accident occurs, the employee and his/her department may be legally responsible for all damages (bodily injury, death and property damage) sustained by others as well as property damage to the rental vehicle. The only exception is if there were no vehicles available at the specific location from the contract rental car companies.  In the event that a contract rental company vehicle was available to the State employee but the employee chose to rent from a non-contract company, the employee must accept and pay for CDW and PAI at his or her own personal expense. This insurance coverage is not reimbursable.  If the employee then has an at-fault accident, the employee will be legally responsible for all damages (bodily injury, death, and property damage) sustained by others as well as property damage to the rental vehicle not covered by the insurance.

Hotels

When booking rooms, be sure to ask for the government rate.  You may be required to show State ID or use the American Express Government Card.  for information and listing of hotels in CA with government rates.

Employees traveling overnight in California on official State Business are sometimes exempt from paying Hotel/Motel Transient Occupancy Taxes.  Prior to travel, complete a hotel/motel exemption form, and present to the hotel when checking in  [ for the Hotel/Motel Transient Occupancy Tax Exemption Form].   Many hotel/motel chains have their own form.  Either exemption form is acceptable.  Some hotel/motel establishments will NOT allow the exemption unless charges are paid with a Government Credit Card.  The American Express Government Card should be sufficient for the waiver.   Hotel/Motel establishments are not required to honor the exemption.

 If you have any questions regarding government contract rates please contact:

Bettyann Bernhardt
CSUPERB
San Diego State University
5500 Campanile Drive
San Diego, CA  92182-1230
bbernhar@sciences.sdsu.edu
619-594-5299