For official government travel exceeding 250 miles, commercial air travel is typically the go-to option. Federal employees are generally required to book flights through the General Services Administration’s (GSA) City Pair Program (CPP), ensuring cost-effective travel solutions. Understanding how to navigate Travel Flight Search within this framework is crucial for efficient and compliant travel planning. The Defense Travel Management Office (DTMO) plays a vital role in overseeing the Department of Defense’s (DoD) utilization of the City Pair Program, premium travel considerations, restricted fares, and management of unused airline tickets.
Navigating Policy and Optimizing Your Flight Search
Booking air travel for government duties requires adherence to specific policies designed to minimize costs. The key is to initiate your travel flight search as early as possible. DoD-approved booking platforms are designed to present flight options that align with policy and prioritize the lowest fares. These tools consider various factors to recommend the best flight, including mission requirements, flexibility needs (potential changes or cancellations), City Pair fare availability, airline flag status (U.S. carrier preference), and whether the airline is on the DoD-approved list, as detailed in the Joint Travel Regulations (JTR, par. 020206).
Utilizing the GSA City Pair Program for commercial air travel is mandatory unless specific exceptions apply. It’s important to consult JTR, par. 020206 M.2 [PDF], to understand any personal limitations or restrictions associated with using restricted airfares for official travel when conducting your travel flight search. For reservations and ticket issuance on commercial airlines, using a DoD contracted Travel Management Company (TMC) or a DoD Online Booking Tool is also a mandatory step in the process.
For deeper insights into different fare types such as coach/City Pair fares, restricted fares, and premium options, further information is available at Airfare Types. This knowledge can refine your travel flight search strategy.
Flight Confirmation and Auto-Cancellation Prevention
After completing your travel flight search and booking, confirming your electronic tickets is essential before heading to the airport. Once a ticket is issued, the TMC will send an itinerary and invoice, containing crucial details like ticket numbers, costs, and TMC contact information. The ticket number serves as confirmation of e-ticket issuance. It’s important to note that TMCs typically wait for Authorizing Official approval before ticketing a reservation. Bookings made through a DoD Booking Tool automatically notify the TMC upon approval. However, if you initially booked via a phone call to your TMC, you must call again to inform them of the approval.
To avoid automatic cancellation, ensure your travel authorization is approved at least 72 hours before your scheduled flight departure, or that the TMC is notified of approval within this timeframe. Airlines may automatically cancel reservations 48 hours prior to departure if approval is lacking. For flights booked within 48 hours of departure, secure travel authorization approval and ticket issuance at least 6 hours before departure to prevent auto-cancellation. Proactive travel flight search and timely booking are therefore vital to a smooth travel experience.
