Air Travel
Frequently Asked Travel Questions and Helpful Hints
- Question: How come the cost of my airline ticket can change after I have already made a reservation?
- Question: What methods can I use to make a reservation with CTS? Are there any instances when I should not use a particular method?
- Question: Should I advise the CTS Agent if I will be going back to the same location on a frequent basis?
- Question: Should I advise the CTS Agent if I am going to be traveling to a conference, convention, or seminar of any sort?
- Question: Should I advise CTS if I am staying at a hotel where there is a special rate?
- Question: What should I do in the case of an emergency or if I need to change my travel plans while enroute after CTS's regular business hours?
- Question: If my travel plans change or have been cancelled after I have purchased a non-refundable ticket, what should I do?
- Question: How come I cannot always get the seat assignment that I want?
- Question: How can I avoid no show charges at hotels when my plans change?
1. Question: How come the cost of my airline ticket can change after I have already made a reservation?
Answer:
The airlines change their inventory and pricing on a continuous basis in order to maximize their revenue on each flight. As a result, the airlines will not guarantee a price until that ticket is actually issued. A reservation can be held in order to ensure that you will get a seat on that flight, but you cannot hold the price unless the ticket has been issued.
Helpful Hint:
If you are confident that your travel plans will not be changing, ask CTS to issue your ticket right away in order to guarantee the fare.
2. Question: What methods can I use to make a reservation with CTS? Are there any instances when I should not use a particular method?
Answer:
Depending on your personal preference, you may either telephone, fax, or E-mail CTS.
3. Question: Should I advise the CTS Agent if I will be going back to the same location on a frequent basis?
Answer:
Yes! The agent will advise you of the most cost-effective method to accomplish this and the applicable restrictions/regulations.
Helpful Hint:
Plan in Advance! CTS can save UDM a tremendous amount of money in airline expenses if CTS is notified in advance of the travelers repeat travel patterns.
4. Question: Should I advise the CTS Agent if I am going to be traveling to a conference, convention, or seminar of any sort?
Answer:
Yes. Often times discounted airfares, hotel rates, etc. have been negotiated for all attendees of a particular conference, convention or seminar. CTS can book these discounts provided they are given the proper information.
Helpful Hint:
Provide CTS with as many details as possible about this meeting including, the dates, location, name of the conference and any applicable discounted reference numbers if they are included on the literature that you receive.
5. Question: Should I advise CTS if I am staying at a hotel where there is a special rate?
Answer:
Yes. In most cases, CTS can call the hotel directly to make the reservation and obtain this rate for you. Please provide CTS with the name of the hotel and the address if possible. Often times there will be more than one hotel with the same name in the same city, specifically chains, such as, Hiltons, Marriott's, etc.Helpful Hint:
Upon check-in, inquire about any special promotional rates, weekend rates, etc. Similar to the airlines, hotels try to maximize their nightly revenue by changing the rates according to availability. It is not unusual to be able to get a lower rate just by asking upon arrival.
6. Question: What should I do in the case of an emergency or if I need to change my travel plans while enroute after CTS's regular business hours?
Answer:
Contact CTS's 24-hour toll-free emergency travel assistance line. The phone number is printed on every itinerary.
Helpful Hint:
This service is not staffed to assist with standard reservations, to research options or to answer general/informational questions. Please be aware that there is a charge to UDM each time this service is utilized, so please be sure to use it for emergency assistance or changes enroute only.
7. Question: If my travel plans change or have been cancelled after I have purchased a non-refundable ticket, what should I do?
Answer:
Notify one of the CTS Agents immediately upon learning of the change. If they are notified of the change within 24 hours after ticket issuance, CTS can void the ticket without any charges from the airline.
Helpful Hint:
In the event that the change does not occur within the same week as the ticket was issued, it is very important to still notify one of the CTS Agents. Unused non-refundable tickets can be used in exchange for a new ticket for at least one year as long as the ticket is for the same traveler, on the same airline, and meets the same restrictions as the original ticket. (i.e. 7 day advance purchase/Saturday night stay restriction.)
8. Question: How come I cannot always get the seat assignment that I want?
Answer:
Most major airlines hold back approximately 40% of the seats on each flight for assignment at the gate on the day of departure and approximately another 20% can only be held for those passengers with higher frequent flyer status (i.e. gold and silver). The exact amount can vary.
Helpful Hint:
If you are not confirmed in the seat of your choice, check with the gate agent at the airport on your day of departure for open seats. Due to the airlines policy of holding back seats, preferred seats are often available at this time.
9. Question: How can I avoid no show charges at hotels when my plans change?
Answer:
CTS will guarantee all hotel reservations with the traveler's credit card number unless requested otherwise. Cancellation policies vary by hotel. Some require 48 hours notice, while others may not require notice of cancellation until 6:00 p.m. on the day of arrival to avoid penalty. The applicable policy will be written on your itinerary.
Helpful Hint:
Please send an E-mail to CTS prior to the cancellation time or contact the hotel directly to avoid charges. If you contact the hotel directly, be sure to obtain a cancellation number from the person you speak with.
