EGENCIA Must Know Reference Guide(1)

Egencia(Booking(Tool((

(MUST(KNOW(REFERENCE(GUIDE((

(

BOOKING(AIRFARE(

(

HOW(FARES(ARE(DISPLAYED(IN(BOOKING(TOOL:(

If#your#Egencia#fligh t#searc h#is#for#a #roun d -trip#ticket,#then#the#price#will#display#as#a#round-trip#fare.###

Some#airline#websites#(such#as#JetBlue,#So uth w es t)#will#display#their#rates#as#one-way#fares#regardless#of#

one-way/round-trip#flight#search.###

(

CANCELLING(REFUNDABLE(TICKETS:(

If#you#cancel#you r#re s er va tio n #t h ro u g h #the#boo kin g #to o l,#p le a se #contact#E ge n c ia#c u st o mer#servic e#a t#800-

401-2932#so#they#can#process#the#refund,#otherwise#th e #r e fu nd#won’t#be#pro c e s se d .###Th e re #is#an #a ge n cy #

fee#for#process ing#re fun ds .#

CANCELLING(SOUTHWEST(TICKETS:(

Southwest#tickets#cannot#be#cancelled#through#the#booking#tool.##Please#contact#an#Egencia#agent#to#

cancel#your#booking.##There#will#be#no#fee#for#this#service.#

TOLERANCES(&(SEARCH(CRITERIA:#

Tolerances#are#built#into#the#booking#tool.##For#more#information#regarding#tolerances#and#search#tips,#

please#visit#the#Travel#Program#Online#Travel#Booking#webpage.#

MIXING(AIRLINES(INTO(ONE(RESERVATION:(

Do#you#ever#see#the#words#‘cannot#be#booked#online’#on#a#search#result?###Some#airlines#do#not#allow#

the#combining#other#airlines#within#their#reservation .##If#yo u #w a n t#t o #fly #o n e#a irline#out#a n d #an other#

back,#and#the#tool#isn’t#allowing#you#to#book#th e#tw o#in #one#record,#you#h a v e #to #book#tw o#separa t e #o n e -

way#reservations.###You#will#see#this#with#Southwest#Airlines#and#some#of#our#contracted#carriers.#

ADDING(YOUR(FREQUENT(FLYER(NUMBER(

If#you#are #a d d in g #a#f re q u ent#flyer#nu mber#to#y o u r#profile#after#a#reservation#has#been#made,#you#need#to #

add#it#to#the#current#reservation#in#order#t o #ge t#th e#credit.##Th e#n u m b e r#ca n #be #a dd e d #by #pu llin g #up #th e #

reservation#in #t he #b o o kin g #to o l.##Lo o k #for#th e #link#‘Add#F re qu e n t#F lye r#Numbe r’#a b ou t #a#q u a rte r#o f#t he #

way#down#in#the#reservation.##Don’t#forget#to#put#your#frequent#flyer#accounts#into#your#travel#profile!#

HOTELS(&(CAR(RESERVATIONS(

HOTEL(&(CAR(MODIFICATIONS:(

To#make#changes#to#your#hotel#or#car#reservation#either:#

• Make#a#new#reservation#for#desired#dates,#then#cancel#your#original#booking.###Agency#booking#

fees#do#not#ap ply #to#ho tel/c ar#rese rva tion s#bo ok ed #on #line.##(No te:##che ck#h ote l#can cella tion #

policy#for#current#reservation#before#making#a#new#one).####

• Call#Egencia#Customer#Service#at#800-401-2932#and#have#them#make#the#change.##This#is#a#fee#

based#service.##

HOTEL(RATES:(

There#are#four#types#of#hotel#rates#offered#through#the#booking#tool:#

Company(Negotiated(Rates#–#MHC#and#Boston#Consortium#negotiated#rates.##Credit#card#charged#by#

hotel#upon#check-out.##Receipt#provided#by#hotel.#

Egencia(Preferred(&(Expedia(Special(Rates#-#Egencia/Expedia#negotiates#directly#with#travel#providers#to#

deliver#a#wide#range#of#unique#rates,#offerin g #sp e c ia l#discounts#and#amenities#exclusively#to#Egencia#

travelers.##Egencia#is#the#merchant#of#record,#therefore#Egencia#will#charge#credit#card#on#morning#of#

check-in.##Re ce ip ts #pr ov id e d#b y #E ge n c ia#v ia#b o o k in g#t oo l.# # Receipts#are#not#available#directly#from#hotel.#

Published/Rack(Rates#–#publicly#available#rates.##Credit#card#charged#by#hotel#upon#check-out.##Receipt#

provided#by#hotel.##

For#more#information#about#Egencia’s#hotel#program,#please#visit#the#Online#Booking#page#of#the#travel#

program#website,#and#look#for#the#‘Und e rs ta n d i n g #H o t e l#R a te s ’#s e ct io n .#

(

RECEIPTS(

Airline#receipts#are#available#within#the#booking#tool#24#hours#after#the#reservation#has#been#made.#####

(

RAIL:(

Amtrak(-(receipts#are#only#available#through#the#Amtrak#kiosk#at#the#train#station.###If#a#receipt#is#needed#

prior#to#travel,#use#a#copy#of#the#itinerary#which#contains#the#price.#

Agency#booking#fee#receipts#for#Amtrak#are#available#through#the#booking#tool.##

HOTEL:(

Receipts#will#be#g iv en #u p o n #ch e ck -out#by#the#hotel#with#the#exception#of#reservations#that#are#confirmed#

with#Egencia#Preferred#or#Expedia#Special#rates.###Those#receipts#are#generated#by#Egencia#and#is#

available#within#the#booking#tool.##A#valid#credit#card#is#required#upon#check#in.#

CAR:(

#A#valid#driver’s#license#and#credit#card#are#required#to#rent#a#car.##Car#rentals#are#not#pre-paid.##A#receipt#

will#be#given#upon#return#of#car#by#Rental#Company.#

GUEST(ACCOUNTS(

Are#you#booking#travel#for#a#University#guest,#or#is#a#spouse#accompanying#an#employee#on#a#trip?##In#

order#to#book#a#reservation#for#non-University#travelers#within#the#tool,#you#ne ed#to#request#a#G u e st #

Account.##Please#reach#out#to#your#campus#Travel#Administrator#to #re q u es t#a n #ac c ou n t .###

Assigning#of#Guest#Accounts#–#a#single#guest#account#should#not#be#shared#among#travel#arrangers.##A#

single#guest#account#can#be#used#to#book#several#trips,#but#only#by#one#travel#arranger.#

NEED(HELP?(

Egencia#offers#on-line#train ing #Getting Started

How to Arrange Travel

#In#add itio n#to#the#t ra in in g #o ffe re d ,#if#yo u #need#ass ist a n ce #p le as e #contact#Egencia#Customer#Service#at#

800-401-2932.(