Egencia

Where can I go to learn more about Egencia and how do I get started?

How do I become an arranger in Egencia?

Is Egencia mandatory to use, and will I be denied reimbursement if I do not use it?

How do I add or turn off purchase notifications in Egencia for myself or my travelers?

Why don't I see the University travel card as a payment source when booking in Egencia?

When will fares booked in Egencia with the University travel card appear in my budget?

Egencia is showing that my trip 'cannot be booked online.' What do I do?

I found a flight or conference room which is cheaper than the same flight or room in Egencia.  What do I do?

Egencia reservations for myself or one of my travelers (if I am an arranger) are automatically appearing in my Outlook calendar without my permission.  How do I disable this?

What do I do if I am stranded or need to change my travel plans while traveling?

While booking in Egencia, I see the option to purchase other services, like airport parking or airport lounge access.  Can I pay for these with a University purchasing card, and are these reimbursable expenses?

When booking hotels in Egencia, some hotels always display 'No Rates Available' even when I extend the search range.  Why is this?

When checking in online, I am prompted to select a seat, but there are no free seats available online - the seats I must select have a cost assigned to them. Why do I have to purchase a seat if I already booked the flight?

When booking a hotel, the payment options I see are 'Payment at Hotel,' 'Paid by my company,' or 'Payment Through Egencia.'  What is the difference?

 

 

 

 

 

 

 

 

 

 

Where can I go to learn more about Egencia and how do I get started?

Our Egencia page includes information concerning Egencia, the University's booking tool. Training resources for Egencia can be found here.

How do I become an arranger in Egencia?

In order to arrange travel for a University employee or student in Egencia, the traveler-arranger relationship must be created in Egencia.  To request or remove this relationship:

  1. Go to the HelpDesk website - https://bsu.service-now.com/helpdesk.
  2. Choose 'Request Services.'
  3. Choose 'Security Access.'
  4. Choose 'Travel & Expense - Security Access.'
  5. Your employee data should automatically be populated.  Check the 'Egencia Arranger' box.
  6. Enter a justification for the request in the appropriate field.
  7. Complete the 'List the names of the travelers, including students, the above employee would need to arrange travel for in Egencia' field.

Is Egencia mandatory to use, and will I be denied reimbursement if I do not use it?

Egencia should be used if wanting the University to directly pay for air, hotel, or rail.  It is not mandatory for travelers who wish to purchase travel fares with their own funds and then be reimbursed, however, and travelers will not be denied reimbursement just for booking outside of Egencia. Any travel purchase, regardless of booking method, is still subject to provisions of the University Travel Policy. 

How do I add or turn off purchase notifications in Egencia for myself or my travelers?

Egencia purchase notifications are sent to travelers, arrangers, and delegates.  To turn off notifications, submit a HelpDesk ticket (Security - Travel & Expense Access) to remove the arranger role.  There is no current way to disable purchase notifications to the travelers themselves.

Why don't I see the University travel card as a payment source when booking in Egencia?

This would mean that the traveler does not have an approved Pre-Approval detailing that Egencia expenses will be funded with the University's travel card. Travelers will be allowed to use the University's travel card in Egencia on a per-trip basis, if approved:

  • If the traveler would like the University to directly pay for air, hotel, or rail with the University travel card, the delegate will select the payment method of 'University travel card through Egencia'
  • Once the Pre-Approval is fully approved, the traveler (or the traveler’s arranger) will then have the ability to book travel in Egencia with the University travel card for the approved expense types and up to the amounts listed above

When will fares booked in Egencia with the University travel card appear in my budget?

As with charges on all other University purchasing cards, the charges on the University travel card will appear in Banner Finance beginning on the third or fourth business day after the end of the month in which the charges were assessed.

Egencia is showing that my trip 'cannot be booked online.'  What do I do?

This could be due to a few scenarios:

  • For Southwest flights, this is a known issue with Egencia, and Egencia is actively attempting to resolve it. The message does not necessarily mean that the flight cannot be booked at all; in these instances, it is best to contact travel@bsu.edu (5-1327) for assistance.
  • There could be a legitimate issue with the Egencia site; in this case, contact an Egencia agent and state that you are having issues with the site. If the Egencia agent books your travel but you were having issues with the site, mention this to the agent and the agent-assisted fee should be refunded.
  • There could be an issue where an interline agreement does not exist between the airlines listed on your itinerary. The typical scenario would be an itinerary where the departure airline is American and the return airline is Delta or United (or vice versa). Because the two airlines do not have a current interline agreement, travelers cannot book a round-trip comprised of legs from both flights.

In this last case, the traveler can attempt to purchase two one-way tickets as opposed to one round-trip ticket. Note there would be a separate booking fee of $8.00 (or $12.00 for Southwest), per Egencia itinerary, charged to the card used for the purchase, and in the case where there are two one-way tickets from these airlines on the same day, the traveler would potentially have to claim baggage from the first flight, check in with the other airline, and go through security again, so extra time should be allotted between the two flights.

Other airlines with no interline agreements with other air carriers include Southwest, Jet Blue, and Frontier.

I found a flight or conference room which is cheaper than the same flight or room in Egencia.  What do I do?

Our contract with Egencia includes the Egencia Flight Price Guarantee, so if you find the exact same flight, apples to apples, on a different site, Egencia will cancel the flight which was booked and rebook you on the less expensive flight for no charge.

For conference hotels, both the conference registration and the hotel room can be booked through the Travel Department. Please review these procedures for more information.

Egencia reservations for myself or one of my travelers (if I am an arranger) are automatically appearing in my Outlook calendar without my permission.  How do I disable this?

1. First, ensure that Calendar sync settings in your Egencia profile have been disabled by de-selecting the 'Send calendar sync emails to _____ and additional email recipients' checkbox.

2. Next:

  • Log into OWA(Outlook Web App), click the gear icon and then select Calendar.
  • Click on Events from email, then uncheck Flights under Add these events to my calendar from email.

https://filestore.community.support.microsoft.com/api/images/ccfea32c-3912-42dc-982b-53f9595a1b5f

  • Save.
  • in Exchange Online services, there is the default reminders which is 15 minutes before the calendar events, if you want to turn off it or adjust the time, you can navigate to the gear icon > CalendarReminders to edit it.

https://filestore.community.support.microsoft.com/api/images/d14244d9-88b1-49f3-bae6-163416285a1c

What do I do if I am stranded or need to change my travel plans while traveling?

Contact an Egencia agent, rather than the airlines/hotels themselves, from either your Egencia app (tap 'Assist Me') or by calling 877-310-0463 or 702-939-2532.  Be sure to have your Egencia itinerary number with you before calling. An agent should then be able to make the proper accommodations.

While booking in Egencia, I see the option to purchase other services, like airport parking or airport lounge access.  Can I pay for these with a University purchasing card, and are these reimbursable expenses?

Unfortunately, no. These types of services fall outside the provisions of University Travel Policy, so they can neither be purchased with a University purchasing card nor paid for with private funds and then reimbursed.

When booking hotels in Egencia, some hotels always display 'No Rates Available' even when I extend the search range.  Why is this?

Reasons may include:

  • hotel could be sold out for the dates in question
  • hotel may no longer be open or name has changed
  • hotel may have unpaid invoices with Egencia, in which case Egencia prohibits booking with that particular vendor

When checking in online, I am prompted to select a seat, but there are no free seats available online - the seats I must select have a cost assigned to them. Why do I have to purchase a seat if I already booked the flight?

After booking airfare, if seat selection was not available or a seat was not assigned, either the airline is not permitting pre-assigned seating at this time or they may only assign a seat at check-in. If utilizing online check-in and the only seat options available are paid upgrades, please wait to check-in at the airport as a seat will be assigned at no charge.  If a seat is purchased, it will not be eligible for reimbursement per the University Travel Policy.

Please note, once the ticket is paid for, a seat is confirmed regardless of whether or not there is a pre-assigned seat number. 

When booking a hotel, the payment options I see are 'Payment at Hotel,' 'Paid by my company,' or 'Payment Through Egencia.'  What is the difference?

  • Payment at Hotel - the traveler must pay for the lodging and all incidentals when checking in at the hotel.
  • Paid by my Company/Payment Through Egencia - payment is made through Egencia when making the reservation.  The traveler is responsible for placing a personal card at the hotel counter for incidentals.