What should my agency do to decrease the chances of passengers showing up at the airport with no ticket?
Agencies must ensure that all trip authorizations are approved and ticketed at least three business days prior to departure. Agencies should also consult with their Travel Management Center (TMC) and ETS Contractors to identify any reports or notifications that can aid in identifying unapproved authorizations and notify travelers of any impending cancellations.
If a traveler’s reservation is cancelled and the traveler still intends to travel, please allow time to issue a ticket before heading to the airport.
Note: All CPP contract fares remain fully refundable and are not subject to change fees, so it is better to ticket the reservation in advance and cancel or change if necessary.
What happens if my trip is cancelled? Should I call the TMC?
If your reservation is cancelled as a result of the 48 hour auto cancellation rule and you still need to travel, you should work with your authorizing official to re-establish your reservation. This may include calling the TMC directly, which can result in increased fees to your agency. Please consult your agency’s policy for booking last minute.travel.
If I booked a car and hotel, what happens to the reservations if my flight is cancelled?
If the airline cancels your flight as a result of the 48 hour auto cancellation rule, the car and hotel reservations will not be automatically cancelled by the airline (since these are not their reservations). If you are no longer traveling, you will need to cancel the hotel and car separately to avoid “no show” fees.
How does the government benefit from including this requirement in the FY14 CPP contract?
Inclusion of the 48 hour auto cancellation rule reduced the risk of price increases from airlines. It also allows all travelers, including federal travelers, to use the seats that are made available after a cancellation for last minute travel.
My reservation is cancelled due to the 48 hour auto cancellation rule. However, I still need to travel. Will I be able to obtain the same fare?
It depends. If the original reservation included a _CA CPP fare that is no longer available due to capacity restrictions (i.e., _CA fare), the original fare may not be available during rebooking. The new reservation may be made at a different fare (i.e., YCA fare or DG), which could be higher than the original booked fare. Depending on agency policy, the new booking may require additional approval on the travel authorization.
Important Note: If you are rebooking within 48 hours prior to departure, most airlines require ticketing within six (6) hours prior to departure. Make sure your approving official is aware of the changes to your travel.
Is my agency’s TMC required to notify me upon cancellation?
Most TMC services contracts require the TMC to notify the traveler of schedule changes or similar changes to arrangements. Please check with your agency’s travel office for a more detailed answer regarding how your agency’s TMC will address this notification. Always check your travel authorization to make sure your approving official has approved it, especially if you are traveling within the next 72 hours.