How to book flights through ATC Travel for APA divisions

To have people travel at the expense of your division through ATC, you will need to:

Step 1

• If you have 5 or more travelers, complete the Meeting Request Form (.XLS)opens in new window and submit via email. Be sure to complete columns A–G.

• While the organizer and out of policy approver can be the same individual, only the out of policy approver will be notified if the requested flight is in excess of $350 over the lowest logical rate. Any out of policy approval requests MUST be approved within 22 hours of receipt or the flight will be cancelled by the airlines. Additionally, when they are added into the system as an approver, they will receive an email with instructions to set-up an approver account as well as instruction for how to approve or deny travel requests.
• Budget Codes Assigned for Meeting: If your division has a budget code, use 0XX-000-XX_YYY (see below for which divisions have budget codes and ask your treasurer for the code). If your division does not have a budget code, use 0XX-000-00. Change 0XX to division number, for example, 001 for Division 1. Change XX_YYY to your budget code. Divisions that have budget codes are 02, 05, 13, 15, 16, 17, 18, 19, 22, 24, 27, 31, 32, 35, 36, 38, 39, 41, 43, 44, 46, 47, 48, 49, 50, 52, 55, 56.
• Allow 3 business days for the meeting to be set up.
• A Travel Authorization Code (TAC) will be set up and sent back to the organizer. The TAC will be required for any traveler when booking via DEEM (in the Additional Information section when you are in checkout) or supplied when calling ATC.

Step 2:

• If you like, you may send the Traveler Request form at the same time as the New Meeting Request form. The overall time for processing will still be the same.
• After you have received the TAC or if you have less than 5 travelers, complete the Traveler Request Template (.XLS)opens in new window. When filling out the form, please note:

• Provide the name of the traveler as it appears on their government issued ID.
• Traveler's email address: Provide the email address for the traveler (the same one if they have used ATC before). No two users can have the same email address, and only one email per user.
• Policy group: "VIP" for divisions. Please be sure to use all caps.
• These elements need to completed for each traveler.
• Send the completed form via email. Allow 3–5 days to travelers to be uploaded in the system and confirmation email to be sent to first time traveler. If the traveler already had an account in DEEM they will not receive an automatic confirmation. (Note the new meeting request and travel authorization forms must be in the system before the traveler can book or call ATC. Word will be sent to the division contact who submitted the paperwork.)

• Send the Sample Travel Instructions (.DOC)opens in new window to your travelers.

• Each new traveler should receive an email from DEEM (be sure to check spam) with a unique link to log in to APA’s travel portal and to set up a profile.
• If they’re already in the system, they will not receive another activation email; they can log right into DEEM.

Please note that this is for flights only, not for hotel rooms.

If there is trouble with logging in, go to the main login pageopens in new window and click Forgot your username or password? If a traveler needs to change the way their name is listed, contact your division engagement liaison.

For 24–hour emergency support while traveling, please call:
Domestic: (844) 686-0442
Outside of the US: (224) 765-4339 (mention code 2CT4).

We recommend adding this information to your mobile phone contacts so you are prepared if your flight is cancelled or you need other emergency assistance. This information is also included on the bottom of each ticketed reservation.