U.S. Department of Energy, Office of the Chief Financial Officer
 

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Purchasing Airfare

Home > Purchasing Airfare

Policy

ALL AIRFARE for Government travel must be purchased as follows:
  • Through the Federal designated travel agency (Travel Management Center-TMC) or through the GovTrip online reservation booking tool.
  • With the traveler's DOE charge card or on the DOE house account.

Before booking reservations with the TMC or through the GovTrip online reservation booking tool, creating a TMC Profile is required. To learn how to do this, contact your site travel agency.


Must Ticket By Date

Guidelines

Observe the Must By Ticket Date
A "Must Ticket by Date" is the deadline set by the airlines as the date tickets must be issued and purchased. If tickets are not issued by this deadline date, the airlines will automatically cancel the reservations.

For all domestic GSA City Pair airfare, the MUST TICKET BY DATE is always 48 hours prior to departure.

For all other airfare types, the MUST TICKET BY DATE varies days, weeks or months before departure. When booking GSA City Pairs with Capacity Limits, Government, non-contract, or non-refundable air reservation, note the MUST TICKET BY DATE in the flight details.

WARNING:  If reservations are booked within 72 hours of departure, tickets must be issued and purchased by close of business that same day or earlier. 

TMC Profile Requirement
Before booking reservations with the TMC or through the GovTrip online reservation booking tool, creating a TMC Profile is required. To do this with AdTrav, create a Profile in Rezprofiler. To learn how to create a TMC Profile at field sites, contact your site travel agency.

Business (premium) Class Reservations
Before booking reservations in this class, review the approval requirements.

Using the HQ House Account
Purchase airfare on the HQ House Account requires the submission of an approved authorization to Travel Accounting and can take up to 3 working days. DOE House Account Approval Process.

Cash Purchases Over $100
If airfare cannot be purchased on a traveler's DOE charge card or on the DOE house account, (1) the expense must be entered as a Non-Mileage Expense and requires explanation; and (2) the following form must be completed and sent to CF-50, Room 4A-133, Forrestal: 

HQ - CASH PURCHASE OF TRANSPORTATION IN EXCESS OF $100
NNSA - CASH PURCHASE OF TRANSPORTATION IN EXCESS OF $100

 


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