Travel & Relocation

GovTrip FAQs

Airline Reservations

Can I book Non-refundable/Super-saver flights in GovTrip?
Is there a way to store Travelers' Frequent Flyer numbers to their profile so they will not have to be repeatedly entered?
What should an arranger do when GovTrip does not list flights available for travel being arranged?
Can a reservation that has been purchased on a Central Billed Account (CBA) be modified to be charged to the Individual Billed Account (IBA)?
Why are flights listed with different color bars (green, yellow, blue)?
GovTrip indicates that flights must be stamped "Signed" at least four days before the departure date. What if we have to make last-minute travel plans?
What should I do if I need to have tickets issued before the default ticketing date?
What happens if my document is not stamped "Approved" by the default date specified for a non-refundable flight?
What do all these stamps mean?

Can I book Non-refundable/Super-saver flights in GovTrip?

Yes. First, you must meet the criteria in the Federal Travel Regulation to by-pass the government contract. If you meet that criteria (obtaining a lower cost airfare that is certain to be used and approved by your authorization official), you should select the "Non-Government" tab under "Travel", then "Air" on the menu bar. This will allow you to access restricted fare/non-refundable/supersaver fare flights. You will receive a warning indicating "You are about to view flight options that contain restricted fares". Click OK.

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Is there a way to store Travelers' Frequent Flyer numbers to their profile so they will not have to be repeatedly entered?

Yes. Access "Additional Options" select the "Profile" tab, then select the "My Preferences" tab. Scroll to the bottom and select "Frequent Flyer" tab. Complete the profile information and be sure to save your updated profile.

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What should an arranger do when GovTrip does not list flights available for travel being arranged?

In this instance, the arranger will need to create a PNR shell (Creating PNR for Call In Service) and then call the TMC directly. The number to call is 866-569-5334.

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Can a reservation that has been purchased on a Central Billed Account (CBA) be modified to be charged to the Individual Billed Account (IBA)?

It is very important that you pay very close attention to the payment method when arranging travel. Once a reservation is booked under a particular payment method (either CBA or IBA), the only way to change it is to cancel the reservation entirely then rebook under the intended method.

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Why are flights listed with different color bars (green, yellow, blue)?

Green indicates General Services Administration (GSA) city pair contract flights.

Yellow indicates GSA city pair contract flights with a capacity limit. (Normally at a lower rate but still under the GSA contract)

Blue indicates "matching" rate flights. These are not GSA contract fares but are fares issued by airlines to match the contract fares. They are not under the GSA contract and as such fare rules on these flights may change. These flights may only to be used under very specific conditions, such as when contract flights are not available or the available contract flights will not meet mission requirements.

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GovTrip indicates that flights must be stamped "Signed" at least four days before the departure date. What if we have to make last-minute travel plans?

Flights can be made with less than four days advanced notice but they must be stamped "Signed" by midnight the night they were entered into GovTrip - otherwise they will be cancelled. PLEASE NOTE: It is not required that they be "Approved" at this time. However, tickets will not be issued until the "Approved" stamp has been applied.

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ACTUALS APPROVED	Used to indicate that a document has been conditionally routed and approved for actual lodging expenses.
ADJUSTED	A document has been edited, but no new stamp has been applied to the document.
APPROVED	Indicates that the Approving Official has approved the travel document. For an Authorization or Voucher, the Travel Authorization Number (TANUM) is applied. Approved is the last stamp applied in the routing list.
CANCELLED	Applied to an authorization to cancel a trip. This stamp locks the document, cancels reservations, and de-obligates funds.
CREATED	Generated at the time a new document is opened.
CTO AMENDMENT	Used to show an amendment has been made to record reservations that have been ticketed after approval.
CTO BOOKED	Auto-generated stamp which indicates TMC processed the booked reservations back into the authorization.
CTO CANCELLED	Indicates the TMC sends cancelled reservations back into the authorization.
CTO SUBMIT	Auto-generated stamp indicating that reservation information has been sent to the TMC. The document will be locked to the user while in this status.
CTO TICKETED	Indicates the TMC is issuing a ticket.
OBLIGATIONS SUBMITTED	This stamp occurs after the document is stamped APPROVED and indicates a document is being processed into FFIS. The document cannot be edited while in this status.
PAID	Applied to a voucher based on an advice of payment received from the FFIS indicating that payment was transmitted.
PAY LINK	Indicates a document being processed into the payment module.
POSACK OBLIGATION	Indicates a document has successfully posted in FFIS.
REJECT	Used to indicate a processing failure by Electronic Processing, EAI translation failure, or the agency's financial system. When a document rejects, an email is sent to the traveler.
RETURNED	Can be applied by routing officials to cancel pending routing and return the document to the individual who applied the SIGNED stamp.
SIGNED	Stamp used to submit a completed document. This stamp initiates the document down the routing list.
T-ENTERED	Stamp used to submit a voucher on behalf of another traveler.

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Last updated: 07/24/2008