Airfare Lodging Ground Transportation.  Currently, the university uses two vendors for airfare: Travel Leaders and Egencia Corporate Travel.

Slides:



Advertisements
Similar presentations
Presented by The Office of International Programs.
Advertisements

UW-Whitewater Procurement Card Travel Program. Travel Procurement Card Program The Travel Procurement Card is a payment tool available to individual employees.
PLYMOUTH STATE UNIVERSITY Purchasing Card Program Assistant Coachs Card Athletics Department Revised February 2012.
Travel Rules & Forms.
State of Louisiana and Short’s Travel
User Guide March Once the direct connect feature for Southwest has been enabled, fill in the desired cities, dates and times, and search for.
GFS Travel Resource Guide Training Instructions for On-line Booking through Cliqbook.
Travel ND Using the travel tools in. The Controllers Office has adopted travelND to assist you with your travel arrangements and the submitting of your.
Welcome to President & Treasurer’s Training September 7, 2014.
ETravel Training eTravel/Concur Ashley Starnes- Account Specialist I- Travel.
End Of Year Elluminate Session. All Standard PO’s must be RECEIVED ONLINE AND SENT TO A/P. A shipping line needs to be included on the original requisition.
Accounts Payable Travel & Daily Mileage July 22, 2014.
eTravel/Concur Ashley Starnes- Account Specialist II- Travel
WELCOME  This presentation is intended for Registered Student Organizations (RSOs) with members who plan to travel and expect to be reimbursed.
SEG Travel Corporation, Confidential and Proprietary 1 Site Demo.
 A Purchase Request is utilized for a variety of reasons, including, but not limited to: ◦ Items not able to be purchased through Office Max ◦ Conference.
1 GetThere User Training Booking & Managing Online Travel.
Using the Budget in Community A brief step by step guide to managing your group’s finances through the Student Activities Software.
Accounts Payable Training for Direct Pays. AGENDA Is a PO needed Learn When A Direct Pay Is Needed or Learn To Successfully Remove A Direct Pay Making.
Accounts Payable Training Vendor Information & Voucher Preparation Revised 10/16/2014.
FGCU Sport Clubs Financial Training Fall Today’s Agenda O Duties of a Treasurer O Types of Accounts O Funding & Access to Funds O Purchasing & Reimbursements.
Travel Advisory 2006 Claire Bellanti Director, Library Financial and Enterprise Services 2007.
EProcurement Job Aid Requisitions & Receipts. Table of Contents Creating a Requisition Define Requisition Vendor.
UPCOMING TRIPS The 'Upcoming Trips' tab (on the Travel Center home page) displays all current trips, booked online or with a Connexxus CSU Travel Agent.
1 Travel, Inc.’s Concur Online Travel Booking Training CC-QPL.0023.E01 10/3/2011 TRA-W.0001.
1 Begin the E Signature Process Here. 2 OPTION 1: Send a secure to the Insured to E-Sign and Pay Online This is a copy of the your Insured.
Before and After: Looking at the Changes in Business Processes.
Activating your Account and Profile Creation From the MNSCU Site Login Page, Click the Link Create a New.
TRAVELING FOR SUNY COBLESKILL
JEFFERSON LAB Travel Update Seminar. Seminar F O C U S Approvals Needed to Travel Local Travel Foreign Travel Conference Attendance Electronic Expense.
Online Admissions Tour When each slide comes to an end ‘Next’ will appear at the bottom right of the screen, please left click your mouse to move onto.
STUDENT ORGANIZATION TRAINING TRAVEL PLANNING MODULE Effective August 8,
YEAR END CLOSING PRESENTED BY ACCOUNTING AND FINANCIAL REPORTING THE Accounts Payable Group.
Welcome to Concur! Procurement & Support Services.
XAVIER UNIVERSITY FINANCIAL PAPERWORK PROCESS Overview for Students (Yes, you can fill out your own forms with confidence and ease!) Joanie Weidner,
WELCOME BACK PRESENTED BY ACCOUNTING AND FINANCIAL REPORTING THE Accounts Payable Group.
PROTRAV REIMBURSEMENTS & FLEET SERVICES Sport Clubs.
American Work ® Expense Reporting: End User Training.
Integrated Enterprise System 11/1/11Create travel expense TRIP - SAP GUI ECC 6.03 vers SAP TRIP Transaction Creating a Travel Expense Report (TER)
Step 1: Go to
Concur Training Session January Concur Training Introduction of Implementation Team Agenda What is Concur and what does it do? Getting Started Travel.
Step 1: Go to 2/29/16.
Travel Policy Overview 1. Policy Overview This is only a general overview for Northern Arizona University faculty, staff and students traveling on University.
Travel at RIT: What You Need to Know Presented by: Dawn Rizzo, Asst. Financial Coordinator Campus Life Kathy Hall, Student Government Office Manager.
Travel or Conference Training Sponsored by Classified Senate.
Commonwealth Travel Why are we here?  New travel policy  New travel agent  New online booking tool We’re talking about booking…not SAP processes.
FGCU Sport Clubs Financial Training Fall Today’s Agenda O Duties of a Treasurer O Types of Accounts & Access to Funds O Purchasing & Reimbursements.
Travel Department of Chemical & Materials Engineering
I Travel Booking Training
PURCHASE REQUISTIONS Second Approvers
TRAVEL TRAINING.
Travel Authorizations
How to Format a TA © 2016 Brigham Young University–Idaho.
Create a Mileage Only Expense Report
GERS GLOBAL EXPENSE REIMBURSEMENT SYSTEM
East Carolina University Enterprise Rent-A-Car
Business Travel What You Need to Know Business Services November 2012
World Travel, Inc. Concur Online User Guide
Travel Authorization -step by step-
TRAVEL TRAINING.
Portman Online User Guide.
Procurement Card Travel Program.
Business Travel Expense Report
Searching Concur Travel
LiveWire Log in page TIPS
Travel & Training Expenses
Create a Mileage Only Expense Report
TRAVEL TRAINING You may access our travel guidelines and forms by visiting:
Welcome To Lufthansa. Make Your Trip a Wonderful Experience, Book Your Trip on Lufthansa Airlines Lufthansa Airlines is a name that is known for amazing.
Presentation transcript:

Airfare Lodging Ground Transportation

 Currently, the university uses two vendors for airfare: Travel Leaders and Egencia Corporate Travel.

 Travel Leaders is a travel agency with offices located in Spokane. Their phone number is  To make flight arrangements using this vendor, call the above number. Any of their travel agents can help you book a flight. Once you have provided Travel Leaders with your flight information, they will hold your itinerary until you call back with a Gonzaga University purchase order number.  To obtain a purchase order number, please or fax a purchase requisition to Lindsey Ross in Purchasing. Her fax number is Her address is  Upon receipt of your requisition, a PO # will be issued. Purchasing realizes that travel is time sensitive. Purchase order numbers for airfare are given to the requested person ASAP. We will try to provide you with a PO # the same day the requistion is submitted. If you have an emergency, please contact Lindsey at ext  Travel Leaders does charge a $35 booking fee for each flight. They are a great vendor to use when booking international travel or group flights.

 Egencia Corporate Travel is a travel website that allows departments to book their own airfare using numerous airlines, including Southwest.  Their web address is  To log onto Egencia, you will need to obtain a username and password. Please contact Lindsey Ross in Purchasing at or at to do this. Be ready to provide the exact spelling of the names for the individuals that you would like to make flight arrangements for (their name should appear exactly as it does on their driver’s license) as well as their address. You will be set up either as an arranger (giving you the ability to arrange flights for others as well as yourself) or as a traveler (meaning you can only arrange flights for  If you are making flight arrangements for a non-GU employee, let Lindsey know. Egencia has an option for guest accounts.

 Egencia will allow you to book your flights and save them until you can obtain a purchase order number.  To obtain a purchase order number, please or fax a purchase requisition to Lindsey Ross in Purchasing. Her fax number is Her address is  Upon receipt of your requisition, a PO # will be issued. Again, Purchasing realizes that travel is time sensitive. Purchase order numbers for airfare are given to the requested person ASAP. We will try to provide you with the PO# the same day the requistion is submitted. If you have an emergency, please contact Lindsey at  You will need to enter your purchase order number as well as your budget information in the 2 nd to last screen before completing your arrangements on Egencia.  If you decide to cancel your flight, you will not be refunded for the entire cost. However, you will receive a credit that you can apply towards another flight.

Screen by Screen Tutorial for Booking Airfare through Egencia This should be the sign –in screen for egencia.com. Enter your username and password and click Sign in to access the website.

In this screen, you can choose your departure and arrival destinations as well as your travel dates and airline preference

If you want to book using Southwest, you’ll need to click the Target Your Search box. This will show you a drop-down menu. Click the box for Southwest Airlines and then click Search for flights.

This screen shows you all the available flights. It also selects the “best value flight” meaning this flight has the most convenient time arrangements, layovers and price. Click on Select to choose one of the flights.

Here you can select a refundable or nonrefundable flight. Nonrefundable flights are much cheaper and preferred. Make sure to agree to the terms and conditions at the bottom of the page before continuing with your booking

In this screen you will put the contact numbers for this flight. You may also choose to pick your own seat or let Egencia do it for you. You may also use your own frequent flyer miles. You MUST include the fund, ORG, Account and PO number in order to book your flight. Then, hit Continue.

Here you can pick your seats for each flight. The seats in orange are the seats available. You can skip the seat pinpointer if you choose and Egencia will pick the the seats for you. Choose Skip the Seat Pinpointer and continue booking option to do this.

This screen provides you with a summary of your flight arrangements. Select Complete this purchase to finalize your booking. You can also save your trip for later. Just select Cancel booking and save trip for later.

 If you decide to cancel your flight, you will not be refunded for the entire cost. However, you will receive a credit that you can apply towards another flight.  To view all your trips (cancelled, completed and pending) follow these instructions: Click on the My Trips button

Here you’ll see your list of trips. You can also search your transaction history by date. This is where your saved trips will be.

Making Travel Accommodations in and outside Spokane, WA

 If you are making travel arrangements for an individual who will be staying in Spokane, there are several hotels that will accept University purchase orders - Red Lion River Inn ( ) - Red Lion at the Park ( ) - Oxford Suites ( ) - Marriott ( ) - The Davenport ( ) - Hotel Lusso ( ) - Travel Lodge ( ) - Holiday Inn Express ( ) - Doubletree Hotel ( ) When you call any of these hotels, make sure you mention that you are calling from Gonzaga. If you don’t, you will more than likely be transferred to their line and those customer service reps will not be able to help you.

 The provided list of hotels will allow you to make a reservation for Gonzaga University. They will hold it until they receive a purchase order number and for up to 24 hours.  After making your reservation, fax or a purchase requisition to Lindsey Ross in Purchasing. Make sure to include the name(s) of the individual(s) staying at the hotel, the arrival and departure dates as well as the confirmation number.  A purchase order will be completed ASAP and a copy of it will be faxed to the designated hotel. You will also be ed the PO # and notified that it has been faxed.

 There are several ways to pay for lodging outside of Spokane - Cash Advance Request - Reimbursement Request - Check or credit card payment

 This is probably your best option when it comes to making lodging arrangements outside of Spokane.  A Cash Advance Request allows the allocated funds for your stay to be either deposited directly into your personal bank account or for a check to be cut in your name for the amount of your lodging arrangements before your leave.

To use the Cash Advance option, please follow these instructions :  Complete the Employee/Student Advance Request form at least one month before your departure date and submit this form to Linda Sue McClure in Accounts Payable. Please mail forms to AD 81, fax to x6800 or hand deliver to Accounts Payable in the Plant Services Building.  A check will be cut 2 weeks prior to the individual’s departure date. Depending on the method of delivery chosen, the check may be mailed directly to the individual’s home or GU/MSC box. -If a check is cut, it will be made out to the individual staying at the hotel. It will NOT be made out to the hotel itself. It is the individual’s responsibility to deposit the check into their personal checking, saving or credit card account so that they can pay the hotel for their stay.  If the individual chooses the ACH Direct Deposit option, they must make sure they have filed an Accounts Payable Direct Deposit – Gonzaga Community form at least one month prior to his or her departure date. -Once the bank has confirmed/approved the direct deposit accounting, deposits can be made to the account on file. Pending bank approval, the individual will receive their lodging deposit two weeks prior to his or her departure date.

 An expense report form must be filed within 15 days of the employee’s return date and sent to Justin Padden in the Controller’s Office. Original receipts /confirmations from the hotel should be included in the expense report.  Often, when you make reservations, hotels will require a credit card number to hold the room or pay a deposit. If you would like the room held on a university credit card or if your stay requires a deposit, please contact Lindsey Ross in Purchasing or x5649. She can help you with this  PLEASE REMEMBER TO INCLUDE TAX in your total request amount. Hotel tax rates vary all over the US and the world. Some hotels also have special fees you must pay. Always ask the hotel if tax and miscellaneous fees are included in the total they give you. If the total you are provided with is a perfectly rounded number, this is a good indication that these charges have not been included.

 If you wish to use this option, you will be responsible for paying for your stay with your own funds prior and during your stay.  Upon returning you will need to fill out a Reimbursement Request form, attach original receipts and return it to Linda Sue McClure in Accounts Payable.  Once your form has gone through the approval process, you will be reimbursed for your expense(s) by the method you choose.

 This option allows purchasing to process your travel arrangements.  Fax or a requisition to Lindsey Ross. Please include the complete address for the hotel, the phone number, the name of the guest and the arrival and departure dates. If you are to receive a special room rate due to a conference or other event, be sure to note this on the requisition.  Your room reservation will be made by Purchasing and held under a university credit card.  Closer to your departure date, a check will be issued, in the name of the hotel, that you can take with you to pay for your stay. The Controller’s office will call your extension when it is ready to be picked up from the Cashier’s window.

 However, be warned that there are some complications with this option: Many hotels are no longer accepting checks as a method of payment. If Purchasing runs into a problem like this, we will try to pay for this using our credit cards. However, this presents its own set of problems. Often, hotels will require the holder of the credit card to fax over personal i.d. for verification. Purchasing personnel WILL NOT send this information. Refusal to submit this identification can result in the hotel not accepting the buyer’s credit card as a form of payment. For this reason, it is IMPERATIVE that lodging requests are sent to Purchasing at least 1 month in advance. If the above method does not work, an alternative route will need to be used (usually a cash advance).

 There are several available options for traveling by ground in or outside of Spokane.

 If you are traveling with a small group and will be within 30 miles of Spokane, the University has vans available for your use. Call Customer Service at to make arrangements.  If you are traveling with smaller groups more than 30 miles outside of Spokane, you can rent vehicles at the following locations: -Dollar Rent A Car ( ) - Enterprise Rent A Car ( ) - Thrifty Car Rental ( ) These vendors will accept University purchase orders. To request a PO, please send your requisition to Purchasing. Include the dates of travel as well as what the travel is for. Please note that rental of passenger vans is not approved. You will need to rent standard vehicles or mini-vans only. Depending on the type of vehicle, a SUV may be acceptable as many of these are now the equivalent of mini-vans from a wheel base standpoint. Make sure that you rent the vehicle in the name of The Corporation of Gonzaga University. Do not EVER rent any vehicle in the traveler’s name. Should the automobile be rented in the name of the individual and not the University, insurance coverage is NOT automatic.

 If you are traveling with a large group, there are several vendors that you may use for bus transportation Laidlaw Transit ( ) Alpha Omega Tours and Charters ( ) Silver Eagle Charters ( ) Northwestern Stage Lines ( ) Each of these vendors will accept a University purchase order. You will need to call them in order to make your travel arrangements. Note that if you are staying overnight, you will more than likely have to make and pay for lodging arrangements for the bus driver.

 If you need to make reservations for only one or two individuals and you will be departing or traveling within Spokane, these vendors can help you with your arrangements: -Dollar Rent A Car ( ) - Enterprise Rent A Car ( ) - Thrifty Car Rental ( ) As mentioned before, these vendors accept university purchase orders. You will need to call and make your own reservation arrangements with them. Make sure that you rent the vehicle in the of The Corporation of Gonzaga University. Do not EVER rent any vehicle in the traveler’s name. Should the automobile be rented in the name of the individual and not the University, insurance coverage is NOT automatic.

 If you need to make arrangements outside of Spokane, you will need to check out a Budget Rent-A-Car card from Justin Padden in the Controller’s office. With this card you can make your travel arrangements and also pay for them. You can make arrangements using the corporate website callingwww.budget.com/corporate or ing You will be asked to present your card for payment upon returning the  If there is not a complimentary shuttle service provided for you and you wish to use this as your means for transportation, contact Lindsey Ross in Purchasing and she will help you with these arrangements.

 If you wish to use an advance to pay for your transportation, you will need to submit the Advance Request form at least 15 working days before your trip. This form needs to be turned into Linda Sue McClure in Accounts Payable.  You will need to complete an expense report form within 15 days after you return from your trip and turn it into Justin Padden in the Controller’s Office  If you wish to be reimbursed for your ground transportation, you will need to submit a Reimbursement Request form. Attach all your original receipts. Mileage will not be reimbursed for more than.585 per mile.