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MANAGEMENT MEMO
NUMBER:
MM 14-03
SUBJECT:
STATE TRAVEL BOOKING THROUGH CALTRAVELSTORE
OR CONCUR TRAVEL
DATE ISSUED:
March 6, 2014
EXPIRES:
UNTIL RESCINDED
REFERENCES:
Supersedes Travel Bulletin #10-02
ISSUING AGENCY:
DEPARTMENT OF GENERAL
SERVICES
Purpose
This Management Memorandum (MM) announces a new travel policy for all state
agencies.
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Policy
Agencies are required to make all travel arrangements (airfare, hotel, commercial
car rental, and rail) through the Department of General Services’ (DGS) Statewide
Travel Program (STP). Agencies not currently using this program will be
transitioned after training has been provided.
Statewide Travel
Program (STP)
The STP provides for government travelers' needs by obtaining the most
economical rates and fares available through the use of contracted travel-related
services. It offers comprehensive travel services through Concur Travel, an online
booking tool that is the primary means for booking all reservations. The STP also
offers traditional call-in service through the CalTravelStore, the state’s onsite
contracted travel agency.
Most travelers currently access SWABIZ (Southwest Airlines’ online booking tool)
for their airline tickets; they use direct links to Enterprise Car Rental to book their
cars; and they book their lodging directly with hotels. Using three separate sites to
make a simple reservation is not a cost-effective use of staff time.
In addition, it creates a highly fragmented travel data environment that is difficult to
manage on a statewide basis. With recent technological advances, the state can
unify all of its air, hotel, car and rail reservations through employee use of Concur
Travel and/or the CalTravelStore representatives – both of which are available to
state travelers 24 hours a day, seven days a week.
The STP ensures that travel is managed, transparent and performed at the lowest
cost and highest value possible. This complies with Executive Order B-06-11
prohibiting nonessential travel and cutting state operational expenses by reducing
discretionary expenditures.
Emergency
Situations
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The STP recognizes that there may be emergency situations when it is more
practical for an agency to use local Emergency Command Center personnel or
other emergency response resources for their immediate travel needs.
Emergency response departments may not be required to use STP in emergency
situations; all business needs should be met through the most expeditious manner
in emergencies. STP staff will work with individual agencies during the transition
process to ensure their business needs will be met in emergency situations.
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