Travelers or travel arrangers can easily book flights, hotels, and car rentals using the company credit card.
Travelers are alerted to potential Travel Policy issues at the time of booking - fares in Egencia will appear as either “in-policy” or “out-of-policy"
24/7 Support through the app or telephone
Booking with Egencia
BEFORE YOU BOOK:
Any travel booked through Egencia must be in compliance with the overall Concord Physicians Travel Policy.
Prior to booking with Egencia, travelers should:
review the Concord Physicians Travel Policy
update their profile information in Egencia
download the Egencia mobile application
ensure what is to be booked in Egencia has been itemized on a fully-approved
Pre-Approval prior to booking
Car rentals can be reserved in Egencia, but a University card cannot be used to fund the rental.
A physical card will be required at the rental counter to fund the rental expense.
SEARCHING IN EGENCIA:
Egencia search results will display all rates and fares, regardless of whether those rates or fares
are in policy or not. Please ensure that what is being booked is not marked as 'Out of Policy' in
Egencia. Out of Policy fares/rates will display the following if not in-Policy:
Travelers should carefully read the 'Rules and Restrictions' associated with the travel which is
being purchased. The 'Rules and Restrictions' identify what is included with the purchase, and it
will also indicate items like if the rate is refundable or not, if the item can be 'paid online,' if the
item is eligible for loyalty points or frequent flyer miles, etc.
Travelers can search for flights, hotels, etc. in Egencia without having to book, and the search
results can be used as the basis for calculating the amounts to enter on the Pre-Approval. It is
advised to enter an amount on the Pre-Approval which is a little higher than the rates found in
Egencia to allow for price fluctuations.
MISCELLANEOUS:
Arrangers can view the travelers they can book travel for in their Egencia profiles. If a traveler is
not listed but needs added, a request needs to be entered through the HelpDesk to add the
traveler(s) to the arranger's profile.
If Egencia is showing that a trip cannot be booked online, 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.
Egencia may display other add-on services from third-party suppliers which can be purchased
as part of a trip, such as airport parking discounts or airport lounge access. These types of
benefits are prohibited purchases. Like any other Egencia expense, University purchasing cards
cannot be used for these expenses, and these services also cannot be purchased and then
reimbursed on an expense report.
Payments in Egencia
Travelers will be allowed to use the University's travel card in Egencia on a per-trip basis, if
approved on an itemized Pre-Approval. Travelers can also upload a personal card in Egencia
and use that as the payment method for Egencia bookings. Frequent flyer miles and hotel
reward points can be earned but cannot be used to make purchases in Egencia.
Egencia transaction fees are $9.00 per air or rail booking and will be charged to the card used at
the time of booking. The fee is charged per booked itinerary.
When booking hotels on the University travel card, choose a hotel room that has 'Pay Online'
rates available. Choosing a hotel room with a ‘Pay at Hotel’ rate means the traveler will have to
pay for the room at check-in. Travelers will still need to give a personal credit card at check-in
for incidentals, as the University travel card can only be used for room charges.
Department purchasing cards (p-cards) should never be used/uploaded in Egencia.
Egencia purchase notifications are sent to:
Travelers
Egencia arrangers
Delegate for the traveler
Approvals in Egencia
All Egencia bookings where the University travel card is the payment method will be either
approved or denied in Egencia by the Travel Department. Trips will be approved only if:
The Pre-Approval for the trip in question has been fully approved
The items requested in Egencia are both:
listed in the Pre-Approval
at or under the approved amounts on the Pre-Approval (if using the University travel
card as the payment source)
For most airlines, seats on a flight are reserved until midnight PST the day after the reservation,
including weekends. We want to ensure that a seat is purchased in a timely manner, to both
avoid potential price fluctuations and to guarantee a seat, so we ask that all travel be booked in
Egencia Sunday through Thursday. This should ensure that the reservation isn’t automatically
cancelled if attempting to book over a weekend.
Mobile Application
The Egencia mobile app can be downloaded from the iOS or Android stores. The mobile app is
used for:
flight alerts, travel warnings, etc.
booking or viewing travel
communicating directly with travel agents
To sign in to the mobile application, travelers should click the 'SSO Login' link in the lower-right
portion of the screen. At that point, the traveler can sign in using the same method as any other
University application
