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World Travel FAQs
General
World Travel is a large travel management company based in the US. Their services include online booking with Concur Travel, a designated agent team trained on Yale policies and the Fly America Act for federally sponsored travel, and a team of agents specifically for booking meetings.
Your Designated Agent Team Phone Number: 833-780-1302 / 484-624-6988 Your Designated Agent Team Email Address: yale@worldtravelinc.com.
World Travel/Concur is to be used for travel on Yale business. Personal travel should not be booked with World Travel or Concur.
The Switch from Egencia to World Travel
Yale will officially move to World Travel/Concur on May 1. Yale community members are strongly advised to begin using the World Travel/Concur solution in the weeks leading up to May 1 to minimize any potential issues related to the conversion.
Now. You should start using World Travel/Concur right away.
If you already have trips booked with the Egencia, the site will remain open to you until the travel is completed.
No, there is no integration between Egencia and Concur, so tickets will not migrate. After May 1, we will have no visibility into these credits. If you have a credit for an upcoming trip, you must book the trip before May 1.
Employing the same process used to spend down credits related to COVID-19 cancellations, existing credits will be converted to funds available to all Yale travelers on a first-come, first-serve basis. These credits will not have any personally identifiable features. This process will ensure that Yale utilizes the credits before they expire.
Profile data will not be transferred from Egencia to World Travel. Profiles are created via a feed from Workday, so all business information will be included in the profile, but personal will need to be re-entered.
Administration
The preferred method is for the traveler to select you as their assistant from their own profile. They would have two options:
- Can book travel for me: Permits you to book travel for them.
- Is my primary assistant: Permits you to book travel for them and to access their profile.
Note: For either option, the required sections in the profiles for the traveler and arranger must be completed. Arrangers will also have a Travel Arranger View to keep trck of their travelers and their trips. Alternatively, you can be a self-assigning assistant, which will enable you to book for any profiled traveler. The traveler will be notified if you book their travel. With this access, you can only book travel. You cannot access someone else’s profile. Note: This method will only be provided to profiled travelers with a Yale.edu email address. Please contact travel@yale.edu for access.
Managers are automatically copied on all bookings. This is established via the hierarchy in Workday and cannot be modified by Yale Travel or World Travel. If a manager does not wish to receive these notifications, the recommendation would be to set up a rule in Outlook to forward the messages to a specific folder or trash.
It is recommended that anyone traveling internationally add their passport information to their profile. Go to your profile and scroll down to International Travel: Passports and Visas, where you will be able to add the documentation to your profile.
Trips booked for you or by you are in your Trip Library. From the Concur homepage: Under Home, select Travel and then Trip Library.
If you’re an arranger, please see Travel Arranger View. From the Concur homepage: Home, Travel, Arrangers
What do these terms from the Concur trip library mean:
- Ticketed - your ticket has been issued.
- Confirmed – your trip is confirmed but your ticket has not been issued yet.
- Withdrawn – your trip was cancelled.
Concur only allows changes to be made to tickets that have not been traveled on. We recommend changes be made directly with an agent.
Booking Help – Guests and Meetings
A Yale traveler with guest access can book travel for unprofiled guests on Concur. If you require access, please send a request to travel@yale.edu.
Alternatively, you or the guests can contact World Travel directly to book with an agent. The guest will be required to provide the contact information for their Yale host, and that host will need to approve any travel booked.
World Travel has implemented a link to the Higher Education Travel Request Form for your travel arrangers to submit their requests for group travel. The new link sends the request directly to the University Desk Team which will improve efficiency in the handling of your group travel requests.
Procedure
Complete the online form with basic information about your meeting and then submit it. A World Travel representative from the University Desk Team will follow up to collect further information about the meeting.
A meeting will be set up, and the planner will be provided with a code, along with the contact phone number and email address that your guest can use to book their travel.
Please schedule at least two weeks in advance of the meeting when possible.
Specifics
Unless otherwise agreed, all trips will be booked with an agent via phone or email. Establish the meeting planner as the primary point of contact for all questions/issues. Establish who will be the primary point of contact for the event at World Travel. Important to specify that the meeting planner must be copied on all reservation confirmations/invoice receipts.
Discuss and confirm all requirements in advance. Determine form of payment in advance, which will then be billed for all air/rail tickets.
Booking Help – Flights
You can book one trip at a time in Concur. You should book with a World Travel agent if you need to book you need to book multiple trips at the same time.
Avelo cannot be booked in Concur. We are reviewing options for World travel agents to book flights on Avelo on the Avelo website and will update this FAQ accordingly.
Concur performs flight searches by price or schedule. Shop by price groups the outbound and return flights together, presenting you with the lowest-priced options. Shop by schedule returns the outbound flight options first, followed by the return flight options. After you make your selections, Concur will combine those flights for you, display the fares available, and also show you other, lower-priced options.
If you are searching for the best price, it’s recommended that you shop by price. If you’re looking for a specific flight, you should shop by schedule.
Domestic flight searches are auto-populated to search for departures in the morning with a 3-hour window, and international searches are auto-populated for departures in the morning with a 5-hour window.
If there are no flights during the times you selected in Concur, you may see connections when you know there should be direct flights, or you may only see very expensive fare options. Therefore, it is always best to be as specific as possible.
For example:
- Flights to Paris are generally in the evening.
- To get the best results, search at a specific time in the evening with an appropriate hour window (2-10 hours).
- For example: 7:00 pm departure with a 5-hour window (this will search for flights up to 5 hours before and 5 hours after 7:00 pm).
- If you don’t know what times the best flights are, select 2:00 pm with a 10-hour window, but it will always be best to be as specific as possible.
- See the FAQ for agent-assisted bookings if you’re not successful.
Complex international trips (two or more stops) can be difficult to book online. Even if you’re able to book the necessary connections, World Travel needs to review the fares presented to ensure accuracy. One of the benefits of booking with World Travel is the ability to book these trips directly with an agent. The agent will review the best options with you and ensure they are priced optimally. If you are having difficulties or are unsure, you should speak with an agent.
Yale policy does not require flight comparison documentation for:
- Non-sponsored trips
- Sponsored trips booked through World Travel that do not require an FAA/Open Skies exception
Yale policy does require flight comparison documentation for federally sponsored flights that are FAA-compliant with an exception.
If you have booked your flight online via World Travel/Concur, and it required an FAA/Open Skies exception, please complete your expense report as follows:
- Create an expense report for travel via Workday.
- Attach the emailed trip confirmation.
- Retrieve the Trip History Report (there will only be a Trip History Report if the trip requires an exception.)
- Attach the Trip History Report, which will detail the available flights not chosen, and submit to the approver.
If you booked your flight through a World Travel agent, and it required an FAA/Open Skies exception, you must request the agent email the flight comparison information to you. It will not be included in the Trip History Report if it wasn’t booked online.
Although seats can be selected from the “Review and Reserve Flight” page, it’s not recommended that you make your selection there because Frequent Flyer information has not been passed on to the airline at that point. It is recommended that you continue the process on the next page. Concur will automatically assign seats based on the seat preferences logged in your profile. If there is no seat preference in the profile, you’ll be assigned any available seat. At this point, the Frequent Flyer information has been passed to the airline. Click on the “Change Seat” link under the current seat assignment. You can select preferred seats if you have frequent flyer status that allows for upgraded seating.
If you choose a seat and then see a message on the seat map stating that this seat requires payment, it is recommended that you pay for that via the airline website to avoid service fees incurred when an agent assists.
There are some instances where seat selection is unavailable when booking, such as the booking window being too close to the travel date. If you would still like to explore seat selection, you can contact an agent to try to select it for you, or you can go to the airline website to see if the seat you’d like is available.
When selecting a flight option, you’ll be shown if it includes a free checked bag. Additional baggage cannot be purchased on Concur. You must go to the airline’s website to purchase. Log in using your frequent flyer account, or search for the flight by entering the Airline Record Locator/Confirmation Number found on the World Travel receipt. A couple of important notes:
- On the airline website, you will likely need to navigate to “My Trips” or “Manage My Trips,” for example, to find your booking information and purchase baggage.
The Airline Record Locator/Confirmation Number is different from the World Travel Record Locator Number. It will have the airline name in front, e.g., Delta Airlines XXXX.
Booking Help – Hotels
Hotel searches in Concur require specific search requirements upfront. Options include:
- Airport
- Company location
- Address
- Reference Point/Zip Code
A 5-mile radius is auto-populated, but it can be adjusted as required. Be as specific as possible. An address or zip code is always helpful. The radius used in densely populated areas should be minimal, whereas the radius used for searches in remote locations may need to be significantly increased. You may need to perform searches using an address and compare the results to a search using the airport. A map will be displayed in the search results, and it may help you determine the best radius to use. See the FAQ for agent-assisted bookings if you’re not successful.