- How do I get my confirmation number? Back to Top
On the itinerary that we send you, move down the page to the first flight out. Follow that line to the right and there will be a block of information pertaining to that flight number such as what type of equipment you will be flying, if it's nonstop service, if there are meals/snacks on the flight. Within that block is 6 digit/letter REF number. That is your confirmation number.
- How do I check in online? Back to Top
To check in online, go to the appropriate airline's website. Each site is different and may even have changed from the last time you visited but should have a selection on the main page for checking in online. You will need a confirmation number and the name of the traveler to print your Boarding Pass. Some airlines allow check in 24hrs prior to departure; others require you check in some time after 12:01 am on the date of travel. You may also print a Boarding Pass at the airline's kiosk at the airport using your Drivers License, credit card or Frequent Flyer Card.
- What if my Boarding Pass won't print? Back to Top
If you are having difficulty printing your boarding pass and you have already verified you are spelling the name exactly as it appears on your itinerary and the confirmation number is correct, you may want to wait and try again a few minutes later. These sites get very busy first thing in the morning with so many checking in around the same time. The site may just be too busy for you to get through. These sites are owned and operated by the airlines and not the travel agency. If you have a problem, you will have to call them for assistance.
If you do not have a Boarding Pass, you must check in at the counter or at curbside before proceeding to the security line. Allow extra time for this.
- What are the current security procedures? Back to Top
Security procedures can vary from day to day. Generally, security is higher during holiday travel or if the government deems it necessary. It is best to check with your airline or on their website prior to traveling. On any normal day you will need a government issued photo I.D. like a Drivers License, along with your itinerary to check in. Check-in times may vary but 90 minutes to 2 hours is a good rule of thumb. If you are not checking bags, you may proceed to the security line if you have a printed Boarding Pass in hand.
- Where can I find guidelines for State Travel? Back to Top
The Department of General Services is responsible for negotiating the fares/rates associated with State travel. You can find these guidelines on the Department of General Services website.
- Can I add a frequent flyer number to my reservation? Back to Top
We can indeed add your frequent flyer number to your reservation if the airline's system is set up to take it. For Southwest Airlines you will need to call them directly to add your Rapid Rewards number. We would encourage you to check with your department for use of award travel certificates.
- How soon will I get my confirmation? Back to Top
Whether you made your reservation over the phone, via email or fax, we process all reservations very quickly. We will email or fax your confirmation prior to moving on to the next reservation. If you haven't gotten it within an hour or so, it is possible we have entered your email or fax incorrectly in our system, your fax is out of paper, your fax is busy, the internet is down, etc.
- Can you put my personal information on file for my future travel? Back to Top
Yes! If you are filling out the online booking form then just add your request to the comment section. Or you can fill out a Profile Request Form. Please fill this out and fax to us at 916-483-2167.
- What is considered emergency travel? Back to Top
STS is open five days a week from 7:30am to 5pm except for major holidays. If you are traveling within 24hrs or over the weekend and need to make a reservation or change a reservation, we have an emergency service that will handle your request. If you are traveling on Southwest Airlines on a State Rate within 48hrs, you may call the airline directly to make a change.
- What do I need to print an itinerary from Virtually There? Back to Top
VirtuallyThere.com is a site sponsored by Sabre, the airline booking system we work on. You can access your reservation through their site and download it to your PDA, get the weather at your destination, print an itinerary, and a whole host of other fun travel stuff. To access your reservation you will need your Sabre Locator which can be found at the top of the itinerary we sent you. See just below the word “Itinerary” near the middle of the page. There will be six alpha characters. Use those along with the email address the itinerary was sent to.
- What if I don't travel? Back to Top
Most State travel is ticketed on a State negotiated fare that is fully refundable and changeable. If you don't travel, email, fax or call us to refund your ticket even after the travel date. If you are traveling on a nonrefundable ticket, as a general rule you will need to cancel the reservation with us or with the airline at least 2-3 hours prior to departure (depending on the airline), otherwise your funds will be forfeited.
- Can I book vacation/personal travel with you? Back to Top
Although our sole purpose is to book State travel, we would love to handle your personal travel needs too. We charge a $20.00 per person nonrefundable reservation fee for domestic travel and $50.00 per person international. Those fees are waived if you book a package through our leisure department.
- Do you get the same pricing as I can get on the internet? Back to Top
Yes and no. We do have access to most airlines' internet fares and can get the same price as you would on your own. However, on occasion airlines may run their own special internet fares that can only be accessed by going to their website. State rates can not be booked through those sites.
- What are the standard check-in procedures? Back to Top
As a general rule, check in at least 90 minutes to 2 hours early if checking luggage or longer on high volume days like Friday afternoons, Sundays and around holidays. Each airport and each airline has their own check in procedures which you should be able to find on their sites.
- Can I book hotels with you? Do you get the State Rate? Back to Top
We can book your hotel and we do get the state rates when available. Remember, state rates and state per diems are two different things. Just because a hotel offers a state rate does not mean that the state will reimburse that amount. Our agents are experts in state travel. Give us a try with your next hotel.
