Procedures
for Combining
Government and Personal Travel |
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Policy
OMEGA is willing and prepared to help the government traveler combine official and personal travel under the guidelines established by both the government contract and individual government agency. There are also restrictions that are imposed by the airlines. This pamphlet will describe and give examples of how the two types of travel may be combined
.Reservation Procedures
When you wish to add personal travel to your official travel, please tell the Omega agent about your official trip first. Per our contracts, we must issue a ticket charged to the government that reflects only the travel authorized on your orders. On this official ticket, you must abide by all contract-carrier rules and must use government fares unless your government agency allows the use of penalty fares. Once the official itinerary is established, a ticket will be issued and charged to the government credit card or GTR. At this point, personal travel may be added. Omega’s policy is to always try and minimize the traveler’s additional costs, but is required to adhere to both the government’s and airline’s travel rules.
Penalties
Most government agencies do not allow use of penalty fares on official travel. However, almost all of the lowest fares for non-official travel have penalties. This is a very important factor and the Omega agent will always advise the traveler of penalties and risks to the traveler. Penalty fares afford the government traveler many alternatives when combining personal travel with official travel. Our agents will work with you to find the optimum combination that requires the least possible risk and cash outlay.
Contract Carriers and Government Fares
Airlines only allow use of government fares on the official routing(s) stated on the travel orders. Omega agents are not permitted to book government fares for personal travel. Travelers are advised that some non-contract carriers may offer (restricted and non-restricted) fares to the general public which may be lower than the government contract fares. In such cases, the lower fare(s) may be used, based on application of exception three (3) as stated in the Federal Travel Regulation (FTR).
There are many combinations of official and personal travel and Omega agents are trained to work with you to keep costs low, adhere to government and airline rules and minimize risks.
Car Rentals
Most rental car companies extend their government rates to government employees on personal travel. However, it is important to remember that the collision damage waiver (CDW) is only included on rentals covered on your travel orders. Credit card companies also offer CDW protection on rental cars. The Omega agent will advise of applicable CDW charges. If you have rented a car for use while on official travel (as stated on your official travel orders) and decide to keep the car for use in conjunction with personal travel, the two must be handled as two separate rentals by the rental car company.
Note: You may be required to show government ID or travel orders when picking up a rental car reserved at a government rate.
Hotels
Some hotels extend their government rates to government employees on personal travel. Omega agents will work with you to advise you of such rates, as well as non-government rates which might be more beneficial.
Note: You may be required to show government ID or travel orders when checking-in for a room booked at a government rate.
Frequent Flyer Awards/Upgrades
The government allows federal travelers to use personal frequent flyer points to upgrade official travel as long as it does not result in extra cost to the government. In most cases, upgrades can only be used in conjunction with full coach fares (not government fares). A few airlines allow government fares to be upgraded by using more miles and/or by booking a different fare category. Travelers should contact the airline directly regarding use of frequent flyer miles and upgrades.
Contract Policy
Omega’s contracts with government agencies require that we staff with agents dedicated to handling the agencies’ official travel and is further mandated that official travel be handled first. While agents are typically able to handle personal travel, it may sometimes be necessary to defer such travel requests to a time when the agent has the time to make those travel arrangements. We appreciate your patience and understanding in such instances.
Travel Companions
If you would like a relative or friend to join you on your official trip, please advise the Omega agent at the time you call to book your official travel. We will gladly make the reservation, offering the lowest applicable fares on the same flights that your official trip dictates. We will do all possible to reserve seats together and book any hotel(s) and/or car rental(s).
Vacation/Pleasure Travel
Omega is a full service travel agency, able to assist with all your travel needs. While official travel must be given priority, agents will gladly assist our government clients with any special rates and leisure packages.
Seats
We use airline seat maps in the computer, rather than generic seat maps. Major airlines have implemented seat policy changes that often affect and inhibit agents’ ability to reserve some specific seat requests. Airlines have complete control over inventory and configuration. Many airlines now charge to be seated in areas of the aircraft designated as priority seating areas. Our agents will do all possible to accommodate seat requests, or arrange the best seating available at the time of booking. |
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