purchasing

State Travel Management Program

962-M8 Airline Passenger Transportation Services Contract

Awarded Vendors

American Airlines – 800-433-7300
Delta Air Lines – 800-221-1212
Southwest Airlines – 800-435-9792

Contract Term

Sept. 1, 2025, through Feb. 28, 2027

Contract Information

The state of Texas airline fares are designed for last minute and/or fully refundable travel requirements.

• 962 – M8 Contract Details

City-Pairs

City-pairs provide maximum flexibility in traveling as fares are not subject to restrictions or penalties on last minute, refundable tickets. However, this flexibility means the rates are not always at the lowest cost to the state.

When possible, state agencies and institutions of higher education should utilize 14-day advance or other lower cost airline fares for planned travel requirements to obtain the lowest possible cost.

City-pair listings are one-way, in alphabetical order only.

The Comptroller's office also has secured city-pair fares in international markets. The fares in these markets do not include taxes, segment fees, passenger facility charges (PFCs), security fees or any other mandatory fees.

Percentage Discount Off Published Fares

Percentage discount off published fares allow travelers to choose the route which provides the best value for the state. Travelers should compare the available prices, travel times, routes, and refundability of a selected ticket when booking travel.

All booking must be completed using the processes identified below:

Booking Contract Fares

Contact the state's 961-M1 Travel Agency, National Travel Systems.

Travel agencies utilized by institutions of higher education or travel-eligible Texas Smartbuy members.

If a travel coordinator chooses to book directly with a contracted airline, please follow the instructions outlined for each vendor.

Tips for Booking Airfares

State travelers must do these things:

• Ensure their state agency's travel policies are followed. Contact your state agency's travel coordinator for any questions.
• Compare state of Texas fares to general published fares.
• Understand the fare rules and restrictions when purchasing nonrefundable tickets.
• Be flexible with flight times. (Several hours can make a $200+ difference.)
• Consider alternative airports in multiairport cities.
• If you're an infrequent traveler considering nonrefundable fares, ensure tickets are transferable if your trip is canceled.
• Confirm your itinerary before buying tickets to avoid future changes that could incur additional costs (i.e., dates, times, fare, services, etc.).

Eligibility

Services provided are for elected and appointed state officers; state agency employees, including employees of institutions of higher education; employees and officers of participating Texas counties, municipalities, public/community junior colleges and school districts; emergency communication districts established under Health and Safety Code, Chapter 772; and other persons traveling on official business on behalf of these participating entities when their travel expenses are paid by the governmental entity. This last category includes, but is not limited to, wards of the state, prisoners, indigent patients being transported by the state, and unpaid speakers invited by state agencies whose transportation, lodging, meals and incidental business travel expenses are paid by the state agency or another properly authorized entity.

Group travel, cost-reimbursable contractors, paid speakers and personal travel are not eligible to use the state of Texas airline fares.

Method of Payment

The mandatory form of payment for all airline fares must be a state-issued corporate travel charge card or account.

Baggage Fees

Standard baggage fees apply for state of Texas travelers. Please check the airline's website for current rules and pricing.

Baggage charges that are related to state business are reimbursable. It is assumed that the first checked bag is necessary to complete business travel. Charges for excessive baggage may be reimbursed as long as the travel is related to state business (e.g. state-owned equipment).

Agencies are responsible for ensuring the reasonableness of the reimbursement and number of bags necessary. Questions regarding this policy should be directed to your agency or university fiscal management contact person. Please use the following link to find your agency's Fiscal Management Contact.

American Airlines

Booking Procedures

• State of Texas travelers may book directly with American Airlines at the toll-free reservations team number 800 433-7300.
• American Airlines uses the three-digit numeric code prefixes on the states' corporate travel cards to validate eligibility to buy contract fares when state travelers use the toll-free reservation service.

Booking Codes

• The fare basis codes of "YCATX" and "_CATX" identify the state of Texas rates for each city-pair. The "YCATX" fare includes last seat availability.
• The "_CATX" fare code indicates a ticket that is capacity-controlled by the airline, with a limited number of seats available at the state rate.

Refund Procedures

• Customers may request refunds and check the status of refunds on American Airlines Receipts and Refunds page.

Customer Service

• State of Texas travelers may contact (800) 433-7300 to reach Customer Service.

Contract Details

• 962 – M8 Contract Details

Delta

Booking Procedures

• Go to www.delta.com or the Fly Delta app and log in using your SkyMiles number.
  The program requires you to have a Delta SkyMiles numbers setup to receive the discount. Review initial account set-up below for instructions.

Initial Account Set-Up:

• Create an account with Delta SkyMiles if one has not yet been created for the traveler.
• Choose the appropriate link for State Agencies or SmartBuy Members, enter your work email address and select “Validate Email.”
• Delta Team will validate your access and send a confirmation email.

After Account Set-up;

• Go to Delta.com or the Fly Delta app and log in using your SkyMiles number
• Select "Business Travel" from your profile options

Booking Codes

All fares booked with Delta Air Lines shall contain the following Fare classes.

• D: First Class and Business Class*
• Y, B, M, W, S: Full Fare Main Cabin and Delta Comfort+
• H, Q, K, L: Main Cabin
• U, T: Discounted Main Cabin
• X, V: Deeply Discounted Main Cabin

*Travelers must review their agency or organization’s travel policy prior to booking any first-class or business-class fare.

Delta has provided an additional discount for any fare booked in or out of Austin Bergstrom International Airport (AUS). All discounts are on the Delta Percentage Discount off Published Fares Sheet.

Ticket Refund Procedures

• If you purchased a refundable ticket and your travel plans change, the flight may be canceled and a refund requested prior to departure.
• Delta also offers a 24-hour risk-free cancellation window. Refunds are issued to the original payment method.

Customer Service

• State of Texas travelers may contact 800-221-1212 or see Delta.com to reach customer service.

Contract Details

• 962 – M8 Contract Details

Southwest Airlines

Booking Procedures

SWABIZ.com is an online booking and reporting tool for state of Texas travelers. The Southwest Mobile App (SWABIZ) allows for booking once a traveler account has been established with a company ID.

Initial Account Set-Up:

• Go to swabiz.com and log in using your entity's company ID.
• If your entity is not enrolled in SWABIZ, create an account to obtain your company ID.
• Once you receive your Company ID, email to morgan.bressler@wnco.com, with "State of Texas CID" in the subject line. The process takes a minimum of 10 business days.
• To learn more about Southwest Airlines contract offerings visit the State of Texas Landing Page, for eligible State of Texas travelers.

Fare Codes

Travelers have the option to book the following fares:

• Choice Extra (business)*
  • Fare class codes for BUS: K, Q, H, W, R, O, M, S, N, T, I, C, P, U, G, E, Z, F, A, J, D, V.
  • Includes two free checked bags (size and weight limits apply).
  • Extra Legroom seat (or any seat available).
  • Fully refundable fare back to the original form of payment.
  • Transferable flight credit.
  • Early boarding.
  • Confirmed same-day change and same-day standby (when available).
  • Priority/express lane access.
  • Free inflight internet.
• Choice Preferred (any)
  • Fare class codes for ANY: Y, Q, H, W, R, O, M, S, N, T, I, C, P, U, G, E, Z, F, A, J, D, V.
  • Preferred seat (or any Standard seat).
  • Fully refundable fare back to the original form of payment.
  • Early general boarding.
  • Transferable flight credit.
  • Confirmed same-day change and same-day standby (when available).
  • Priority/express lane access.
• Choice (PLU)
  • Fare class codes for PLU: Q, H, W, R, O, M, S, N, T, I, C, P, U, G, E, Z, F, A, J, D, V.
  • Standard seat (selected at time of booking).
  • General boarding.
  • Transferable flight credit.
  • Confirmed same-day change and same-day standby (when available).

*Travelers must review their organization’s travel policy before booking any Business Select fare.

Ticket Refund Procedures

Customers may request refunds by calling the SWABIZ Help Desk at 888-479-2249.

Customer Service

• Customer Care, available for initial bookings: 800-435-9792.
• State of Texas Traveler help line, Partner Plus Desk: 855-234-5444, which includes these benefits:
  • Expedited call access.
  • General error and modification troubleshooting within 24 hours.
  • Ticketing issue resolution, with and without discounts.
  • Assistance with flight changes.
  • Unused funds research.
  • Limited special requests.
• State of Texas Travel Arranger help line, Partner Premium Desk: 855-234-5888, PIN 2338, which includes these benefits:
  • Expedited call access and live chat with a dedicated account services consultant.
  • General error and modification troubleshooting within 24 hours.
  • Ticketing issue resolution, with and without discounts.
  • Groups/meetings exceptions.
  • Debit memo exceptions.
  • Form of payment changes.
  • Assistance with overbookings.
  • Unused funds research.
  • Special requests (e.g., refund of nonrefundable fares, honoring fares, name changes, Rapid Rewards research and no-show refunds)

Contract Details

• 962 – M8 Contract Details

If a resolution for an issue is not reached directly with a contractor, please submit feedback to the Statewide Travel Management Program.