The following procedures outline how you can book airline tickets using Campus Travel Services when you are traveling on LAUC-B funds or Library professional development funds. If you use Campus Travel Services, the cost of the airfare is directly charged against a University chartstring and you have no out-of-pocket expenses for the tickets.  However, there is a fee of $32.50 per transaction which is added to the airfare costs for the use of this service.

 

If you have questions about the process, please contact the LAUC-B treasurer.

 

Brief Overview of the Process for using UCB Travel Services when traveling on LAUC-B and/or Library Professional Development Funds

 

1.        Be sure to have approval for travel by obtaining an appropriate signature on the Library's Travel/Training/Development Form (http://www.lib.berkeley.edu/LAUC/travel.html)

2.        Email or fax the Carlson Wagonlit Travel Reservation Request Form (http://travel.berkeley.edu/Forms/TravelForms.htm) to Carlson Wagonlit.

3.        Once Carlson Wagonlit sends you an itinerary, immediately complete the Campus Travel System (CTS) Authorization Form (http://travel.berkeley.edu/Forms/TravelForms.htm) except for the authorizing signature. Make a notation on the form if you want a copy of the signed form faxed to you.

4.        Fax the CTS Authorization Form to the Library Business Office at 2-8815 right away. Also send an email to ctsfax at lists.berkeley.edu to notify Elise Woods, Kris Leonardo, Tyler Crooks and Meilin Huang.

5.        The Library Business Office will authorize the expenditures on the CTS Authorization Form and will fax to Carlson Wagonlit (with a copy to you if requested).

 

Detailed Procedures for using UCB Travel Services when traveling on LAUC-B and/or Library Professional Development Funds

 

1.        Be sure that you have completed the Library's Travel/Training/Development Form (http://www.lib.berkeley.edu/LAUC/travel.html) before initiating any travel.  A signed copy of the form authorizing your travel needs to be on file in the Library Business Office before the Library Business Office can authorize the use of University funds for airfare expenses.

 

2.        Complete the Carlson Wagonlit Travel Reservation Request that is found at http://travel.berkeley.edu/Forms/TravelForms.htm and fax or email to the travel agency. Carlson Wagonlit is the sole UCB contracted travel agent at this time.  Carlson Wagonlit charges $32.50 for each transaction.  Booking one roundtrip ticket is one transaction and would incur a $32.50 charge.

 

3.       After Carlson Wagonlit confirms your arrangements and sends you an itinerary, complete the Campus Travel System (CTS) Authorization Form (http://travel.berkeley.edu/Forms/TravelForms.htm) except for the authorizing signature. You must do this quickly as the form must be returned to Carlson Wagonlit within 24 hours.

A. Correctly enter the chart-string on the CTS Authorization Form for the type of travel:

·         In-state : 1-57211-09520-15784-60-KOTR01

·         Out-of-state: 1-57212-09520-15784-60-KOTR01

·         International: 1-57221-09520-15784-60-KOTR01

 

B. Be sure to include your fax number and a copy request in the "Special Remarks" section, if you would like a copy of completed and signed form.

 

4.        Fax the CTS Authorization Form to the Library Business Office at 2-8815.  Immediately, send an email message to ctsfax at lists.berkeley.edu so that Elise Woods, Kris Leonardo, Tyler Crooks and Meilin Huang can be watching for this form. Remember that timing is critical as the completed and signed form must be faxed back to Carlson Wagonlit within 24 hours of receiving your itinerary.

 

5.        The Library Business Office will confirm that you have sufficient funds, will sign the form and will fax the form to Carlson Wagonlit.  Please provide the Business Office staff with as much time as possible to do this by sending them your CTS Authorization Form as soon as you receive your itinerary. The Business Office staff won't be able to meet the turnaround deadline of 24 hours if you fax them your form on a Friday afternoon or right before a holiday.     

 

6.        After you have completed the trip, complete the Library's Travel/Training/Development Form as usual and send to Kris Leonardo in the Library Business Office.  Be sure to indicate that the airfare charges were paid through CTS and be sure to attach the passenger boarding passes.

 

Frequently Asked Questions:

1.        What if I have used most of my LAUC-B allotment and my airfare will now have to be partially covered by the remaining LAUC-B funds and also partially by the Library Professional Development Funds?  Follow the above procedures.  The Library Business Office will know how to code the charges so that the appropriate funds are used. 

 

2.        What if I am an affiliated librarian and my airfare will be partially covered by the LAUC-B allotment and partially by money from my Administrative Unit?  Make sure that the Library Business Office has your form on file authorizing your travel.  Follow the above procedures but when you fax the CTS Authorization Form also fax a signed confirmation from an authorized signatory that the remaining charges will be covered by a specific account, including the account's chart-string. The Library Business will work with your department to make sure the funds are credited correctly.