If you are stranded during official travel due to a delayed, changed, or canceled flight:
1. Rebooking the flight on the same airline should maintain the government airfare. You can work with the airline directly and do not need to contact the TMC if the original airline can rebook you in the same fare class or City Pair Program fare and the new schedule meets the mission requirement. Using the airline’s app or self-service kiosk in the airport may help you avoid lines at the airport or excessive call hold times.
If the original airline cannot rebook you in the same fare class or City Pair Program fare, and/or the new flight does not meet the mission requirement, contact your TMC for rebooking.
If the TMC is not available and your AO certifies you were unable to reach the TMC as required, you may contact the carriers directly:
2. Ask the original airline’s customer service representative if they can transfer your ticket to another airline and maintain the government airfare. Inform the representative that you are on official US Government travel and need to be rebooked on a different airline to meet the mission.
3. If the original airline cannot transfer the ticket, ask to be “protected” or booked on a government rate on another U.S. based airline, then finalize arrangements directly with the new airline. If possible, review GSA’s City Pair Program Fares for alternative flight options for suggestions on alternative routes.
4. If the original airline can’t arrange another flight with an alternate carrier, rebook with another U.S. based airline direct. Make sure to:
- Keep a record of the original unused ticket number.
- Request to be booked on a U.S. Government airfare, whenever possible, and ensure you have access to your travel orders (if applicable), and an active travel card.
- Use the lowest cost economy or coach class fare accommodations. Any upgraded accommodations must be authorized or approved as stated in JTR, par. 020206-J.
Note: AOs should work with DTMO and Transportation Offices to establish fare change thresholds within their local business rules.
If you need to book, change, or cancel a hotel reservation while in transit, you may interact with the hotel directly and do not need to work with your TMC.
New reservations and reservation changes: Check the local lodging per diem rate before booking and ensure you use the DoD lodging programs to the maximum extent possible for added benefits. Be conscious of Integrated Lodging Program (ILP) sites and be sure to book the appropriate lodging type and ILP/DoD Preferred rate. Otherwise, book the applicable FedRooms or Government rate, keeping at or under the local lodging per diem. Be aware of any hotel policies and fees, particularly deposits and cancellations.
Be aware of your hotel’s cancellation policy. Note the cancellation number, date/time of the call, and the name of the person who processed your change/cancellation. If you cancel after the hotel cancellation timeframe, regardless of the cause of the cancellation, you may still be charged for one-night room and tax.
Look up Per Diem Rates.
If you are in transit and need to book, change, or cancel a rental car reservation, you may interact with the rental car company directly and do not need to work with your TMC.
If booking or changing a reservation, be sure to ask for the government rate under the U.S. Government Rental Car program and confirm that your Government Department or Agency is included on the contract.