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California State University, Long BeachCalifornia State University, Long Beach
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Airline Ticket Reservations

Procedures for Giselle's Travel

Effective May 9, 2005

  1. The employee may contact Giselle's Travel at 562-985-4000 (x5-4000) or 800-388-3238 to make or review potential travel arrangements.

  2. If the arrangements appear to be satisfactory, a copy of the itinerary only is emailed to the passenger and the department travel coordinator for final review before ticketing. The subject of this email will be clearly marked "RESERVATION ONLY – NOT YET TICKETED."

  3. The employee or department travel coordinator completes a Travel Authorization form per the department's requirements.

  4. If the trip is funded by the University:

    • A copy of the completed Travel Authorization must be faxed to Giselle's at 208-338-6023. Upon receipt of the authorization, Giselle's will complete the ticketing process.

    • The final itinerary is emailed back to the employee and department travel coordinator, along with a copy of the passenger receipt. The format of this receipt may vary, depending on the type of ticket and the airline's requirements.

    If the trip is funded by the Foundation:

    • The completed and signed Travel Authorization must be forwarded to the Foundation Travel Department for review and approval. The Foundation Travel Department will fax a copy of the approved Travel Authorization to Giselle's Travel at 208-338-6023. Upon receipt of the authorization, Giselle's will complete the ticketing process.

    • The final itinerary is emailed back to the employee and department travel coordinator, along with a copy of the passenger receipt. The format of this receipt may vary, depending on the type of ticket and the airline's requirements.

  5. IT IS CRITICAL that Travel Authorization forms, including appropriate signatures, are processed immediately. The airlines typically permit a booking (reservation) to be held for one business day before reclaiming the space. If the airline reclaims the seat, Giselle's cannot guarantee that the passenger will be rebooked on the same flight, due to space limitations.

  6. Except for State rate (YCAL) fares, the airlines have the right to change the price of a ticket until such time as the ticket is formally issued. Giselle's cannot guarantee the price originally quoted to the traveler will still be available when the completed Travel Authorization is received.

  7. In the rare event that a paper ticket is issued, passengers will be contacted when the ticket is available so that arrangements can be made for the ticket to be delivered.

  8. For electronic tickets, the original itinerary, passenger receipt and copy of the associated Travel Authorization are provided to the Travel Technician in Accounts Payable. This information is delivered to Travel Accounting once per week.

  9. All other travel policies and procedures remain in effect including payment processing of the business travel account (BTA) invoices.