Air Travel FAQ
This page provides guidance on using the State of Washington's contracted airline services for official business travel.
What policies do I need to follow when booking airline travel?
Before arranging travel, purchasers should follow their organization's internal travel policies and procedures and ensure compliance with RCW 39.26, the Statewide Administrative & Accounting Manual (SAAM), and applicable DES procurement requirements.
Which airline offer restricted versus unrestricted fares?
The State of Washington contracts with both Alaska Airlines and Delta Air Lines for business travel.
- Alaska Airlines (Contract 03624) offers unrestricted fares only.
- Delta Air Lines (Contract 10725) offers restricted and unrestricted fares.
What is unrestricted airfare?
Unrestricted airfare is a flexible ticket that provides the greatest level of flexibility for business travel.
Benefits include:
- Fully refundable
- No advance purchase requirement
- No change penalties
- Any available seat is eligible for booking
Because unrestricted fares provide greater flexibility, they are generally priced higher than restricted fares.
What does 'restricted airfare' mean?
Restricted airfare offers lower pricing in exchange for additional fare limitations.
Restrictions may include:
- Non-refundable fare
- Change or cancellation penalties
- Advance purchase requirements
- Other airline fare restrictions
Because these fares have more limitations, they are generally less expensive than unrestricted fares.
While purchasing unrestricted (refundable) airfare is considered a best practice for government travel because it offers greater flexibility, it is not mandatory. DES encourages purchasers to follow their organization’s internal travel policies and procedures when arranging travel and to ensure compliance with RCW 39.26, the Statewide Administrative & Accounting Manual (SAAM), and applicable DES procurement requirements.
What are percentage discount fares?
Rather than fixed pricing, eligible fares receive a contracted percentage discount from the published airfare. Discounts may apply to both restricted and unrestricted fares and may be available across multiple-fare classes, seating options, and one-way or round-trip itineraries. Refer to the information above for details on restrictions and requirements related to restricted and unrestricted fares under current DES airfare contracts.
Are DES-contracted travel agents required to book airfare through Alaska Airlines or Delta Air Lines?
No. DES-contracted travel agents are not required to purchase airfare through the statewide contracts with Alaska Airlines or Delta Air Lines when arranging travel for eligible purchasers.
DES-contracted travel agents have access to the State's pre-negotiated airfare rates through the applicable Statewide Contracts; however, use of those fares is not mandatory. The selection of airfare should be based on the purchaser's business needs and is made at the discretion of the purchaser and the DES-contracted travel agent.
Learn more: Agent Assisted Travel Services contract summary and Travel Management Services (NASPO) contract summary.
Am I required to use a travel agent to book business travel for my organization?
No. Eligible purchasers are not required to use a travel agent to book business travel.
DES-contracted travel agents can assist with a variety of travel-related services, including airfare, lodging, rental vehicles, and other travel accommodations. Organizations seeking comprehensive travel planning may find these services beneficial.
If you are only purchasing airfare, you may either book through a DES-contracted travel agent or make reservations directly through the state's airfare contracts with Alaska Airlines or Delta Air Lines, as appropriate for your organization's business needs.
Can I purchase airfare from another airline?
State travelers are generally expected to use contracted airlines available through statewide contracts. Purchasing airfare through these contracts is considered best practice.
What happens if my flight is full?
If seats remain available on the desired flight, the contracted airline must make one available under the contract terms.
If the flight is completely full, the airline will book the traveler on the next available flight at no additional charge.
How do I pay for airfare?
Airfare must be purchased using a state-issued credit card.