UC’s Central Travel Office continues its efforts to provide meaningful travel-related guidance for UC travelers, helping colleagues navigate evolving aspects of travel. In light of the university’s budget constraints and President Drake’s directive to conserve funds, including delaying business travel when possible, here are tips to help you travel more strategically.

Note: SSO login is required to access the ConnexUC Travel Portal, which includes most of the resources in this article.

Get your identification and paperwork in order

• Get your REAL ID. Starting May 7, 2025, every air traveler age 18+ must have a REAL ID-compliant driver’s license or ID. Check your REAL ID status.
• Check your passport details. Ensure your passport is valid for at least 6 months after your trip date. Many countries will deny entry if your documents are expiring. If you need to update your passport, do so ASAP. Processing times are longer leading up to the summer.
• Check entry requirements and safety warnings. If you’re traveling internationally, visit the U.S. State Department website to learn about your destination.
• Consider your name/s. The name used to purchase your ticket must match the name on the government-issued ID you’ll use for travel. (If you’ve recently updated your name and your REAL ID/passport reflects your previous name, you should use the previous name when purchasing your ticket.)

Make smarter reservations

• Book early. Airfare and hotel prices are climbing. Book your trip early to secure better rates and availability.
• Fly early in the day. Earlier flights are less likely to be delayed.
• Choose nonstop flights when possible. Direct flights can help lower emissions and make your experience more convenient.
• Stick to one airline all the way to your destination. Choosing multi-airline itineraries on discount sites can be tempting, but airlines can only commit to their own schedules. If one airline cancels your flight, the other airline isn’t required to adjust your connection.
• Enroll in loyalty programs. See below for information, including UC-affiliate perks.

Pack and prepare for your trip

• If possible, use carry-on luggage. Save yourself time at check-in and skip waiting at the baggage claim.
• Prepare backups. Take photos of your travel documents (ID/passport/credit cards) and any checked luggage to assist with your claims if they are lost or stolen.
• Fully charge your devices and bring a power bank. If you experience a long delay or other issue, you may need to be able to contact the airline customer service online or by phone.
• Double-check that the airline has all your information: Log into the airline site and ensure that your profile includes your TSA PreCheck or Global Entry number and your passport details.
• Download the airline app. Easily manage your flight and stay updated on any changes.
• Watch for schedule changes. If you learn of a significant change to your flight (full cancellation, destination change or airline switch), wait before responding — unless your flight is within 48 hours of the change. Allow yourself time to research your options. For more details about how to respond in this scenario, watch our webinar, “Booking and Managing Travel.” Make sure you know your rights during airline delays/cancellations.
• Plan for traveling to the airport. Most ride-shares, taxis and parking spots take advance reservations.
• Check in online. If you’re checking bags, pay the fees in advance to save time at the counter.

Day-of-travel tips

• Double-check your flight status and any alerts.
• Arrive early to navigate longer lines. Avoid stress on your day of travel by allowing two hours for domestic flights and three for international flights.
• Board early if you will need overhead bin space.

Loyalty has its perks

Enrolling in airline, rental car and rideshare loyalty programs often unlocks additional savings and faster service. UC’s travel contracts already offer great perks, and combining these with your loyalty program status can include:

• Free checked bags
• Priority boarding
• Preferred seats
• Expedited car rental pickup
• Upgrades at the airport (if available)

UC status match and program perks

Do you already have a status with an airline? You may qualify for a UC-specific status match with: Alaska Airlines, Delta Airlines, LATAM Airlines or United Airlines. You can also link your personal United, Uber, Hertz or Enterprise accounts to UC and gain significant benefits. Visit the ConnexUC travel portal to learn more about these discounts:

• United “Break for Business” gives up to a 10% discount when booking directly at united.com.
• Hertz and Enterprise allow access to all UC contracted rates when reserving a vehicle on their websites.
• Uber Business provides Priority Pick-up, prioritizing our travelers over others, especially at peak/high demand times or areas (such as at conventions or airports).

Stay Connected and explore more in ConnexUC

Visit the ConnexUC Travel Portal for more tools, tips, and travel updates tailored for UC employees, including:

• New sustainability section: To support UC’s ongoing sustainability efforts, please consider non-travel alternatives before confirming business travel-related airfare. Try the “Should I stay or should I go?” decision guide (PDF) to help determine if travel is necessary.
• Travel webinars: On May 14, UC Risk Services will provide an overview of traveler and auto insurance coverage. On May 21, Southwest Airlines will share upcoming policy and operational changes that may affect business and leisure travel.

For questions about the resources listed above, contact uctravel@ucop.edu.

About

View all post by