Egencia Travel Program

Egencia Travel Website
1-800-401-1264

Egencia Small Agent Team for UofL

UNIVERSITY OF LOUISVILLE TRAVEL MANAGERS
Kerry Schmidt 852-6273
Debbie Saylor 852-8230
Marla Bisig 852-4550

NEW USERS
All first time users should register for the system and obtain a user profile.
**Note: Please make sure to use your employee ID number as the user name when creating your profile.

Once you have registered and received an approval notification via e-mail, you can make travel reservations by logging on to the Egencia website with your user name and password.

All users of the system must have a user profile. This applies to travelers and also travel arrangers. You should never log in under someone else’s user name and password.

TRAVEL ARRANGERS
If you would like to be set up as a travel arranger for your department, please have the traveler click on "My Profile" once they have been approved. Within this section, they can click on "Update Arranger List" to add any departmental staff who are authorized to make arrangements on their behalf.

GUEST ACCOUNTS
Travel for Non-University employees (i.e. recruits, candidates, students, guest speakers, etc.) can be arranged by using a guest account. Guest accounts must be created by a Travel Manager. The same guest account can be used over and over, therefore a department would only need one guest account created. In order to make travel reservations on a guest account, the user would need to be set up as a travel arranger. Guest accounts should not be used for U of L employees.

SYSTEM ASSISTANCE
If you need assistance with making travel arrangements or with using the Egencia Corporate system, please contact an Egencia Corporate travel agent at 1-800-401-1264 or via e-mail using the link on the home page. There is also a user manual located on the Egencia Corporate system home page by selecting “Traveler Center” (under Traveler Tools)
“Traveler Quick Start Guide” or “Traveler Manual”

GROUP TRIPS
Any group consisting of 10 or more travelers should contact an Egencia Corporate travel agent when making travel arrangements. Many times, the agent will be able to obtain discounted rates (not available on the website) for large groups.

INTERNATIONAL TRIPS
Before making any international travel arrangements, please obtain advance approval from the Provost’s Office per the University Travel Policy. When making basic international arrangements (i.e. Louisville to London, Louisville to Berlin, Louisville to Paris, etc.), the traveler can utilize the website in making these plans. However, if the international trip is more complicated and/or involves more than one destination, it is advisable for the traveler to contact an Egencia travel agent in making these plans.
Out of Country Approval Forms

All prices are per transaction and the $2 GDS pass thru fee is in addition to transaction fee.

If a traveler calls a travel consultant to make a change to an existing flight booking that originated online, a travel consultant assisted booking fee will apply minus the online transaction fee paid at the time of booking. Applicable changes include seat change requests, frequent flyer program modifications, or other changes to the flight itinerary not resulting in an exchange, upgrade or refund.

A $25 cancellation fee will apply to Expedia Special Rate Hotel cancellations. this fee is waived for Egencia Preferred Rate Hotels. Other hotel property-assessed penalties may apply for Expedia Rate Hotels if cancelled inside the hotel cancellation window.

Company will only be charged for the first two travel consultant assisted exchanges per booking; additional exchanges will be waived.

Paper Ticket Delivery Fees