FAQs for Egencia travelers
Booking through Egencia helps strengthen the University’s negotiating power in the future, as well as reduce monies spent on travel within your department. When reservations are made outside Egencia, Yale Travel is limited in our ability to assist with “waivers and favors” from airlines and other preferred travel suppliers during those unforeseen circumstances.
A user profile is required before any travel bookings can be made. Please make sure your Egencia profile matches your name in your government issued ID. Please contact Yale Travel if it doesn’t match. The profile link can be found in the booking tool in the top right corner.
Egencia is for University faculty and staff traveling on university business, and may not be used for making personal air or rail reservations. Hotel and car rental reservations for personal travel are allowable through Egencia. Car insurance is not included when booking cars for personal use.
Egencia offers one-stop shopping for all your travel needs. All air reservations, plus hotel, car rental, private car, and Amtrak reservations should be made through Egencia.
Egencia offers the following two visitor travel options for groups and/or individual guests.
- Meeting Group: meetings with a fixed beginning and end date. Travelers may only book air reservations (no rail, hotel, or car) via Egencia.
- Guest Travel: meetings with no start or end date, primarily used for guests such as job candidates, seminar speakers, etc. Guests can book their own air, rail, car and hotel via an Egencia Guest account. Travel arrangements can be paid for by the guest or by the inviting Yale department.
For more information, visit the guest accounts and for group meeting requests forms section.
You need to be set up as their travel arranger by either contacting a Yale Travel representative at email@example.com or by calling 203 432-9962 or by clicking on Arrange for a traveler not listed tab which will send an email requesting access to their account.
On your Egencia homepage you will see a drop-down menu with the list of travelers that you’re set up to book for. Select the appropriate traveler and proceed. The reservation will be made in that traveler’s name.
To make a reservation for a visitor, you must have a “guest” account. Please contact Travel Management at firstname.lastname@example.org to request one. Once you have a guest account, all visitor travelers can be booked in this account. Guests accounts should not be used to book travel for Yale faculty and staff.
Egencia agents are available to assist you 24 hours a day, 7 days a week. To contact an Egencia agent call 877 647-1453. You will not be charged for this service.
If you cancel the trip within 24 hours of booking, most airlines will not charge a cancellation fee. Be sure to read the conditions of fares to verify eligibility for refund. To cancel a trip, select the cancel option within My Trips or contact an Egencia agent at 877 647-1453.
If a change is needed within the first 24 hours of booking the reservation you can cancel and rebook without a penalty fee. After the first 24 hours, you are subject to the rules of the fare purchased. The reservation can be changed online or by calling an Egencia agent at 877 647-1453.
The airline holds back a certain percentage of seats for airport check in. You may still hold a reservation on the flight, but you will have to request your seat assignment at the airport or by logging into the airlines website using your record locator number.
Yes, if the traveler’s frequent flyer numbers are stored in the User Profile prior to making any reservation.
You can update the frequent flyer numbers at any time through My Profile.
Yes, a reservation may be held until midnight the day after your reservation is booked. Please note that pricing may fluctuate until the ticket is purchased.
On the Flight tab, you will see three radio buttons directly above where you type in your departing city. The default is set to round trip, one way or multiple destinations. To book multiple destinations, click on the multiple destinations radio button and proceed with the booking. For complicated multiple reservations, an Egencia agent may better assist you by calling 877 647-1453.
Yale Travel offers a 25% discount on Acela Business class service to/from Washington, DC. Visit the travel website for additional Amtrak discounts.
The price should be the same or lower on Egencia, as we have some discounts that are only available on Egencia. You will enjoy other benefits that are only available using our contracted fares. Should you have to cancel, Egencia tracks unused tickets that may go to waste. We can get” waivers and favors” when our contract number is in the record, and the amount of our discount is based on volume, which can only be tracked if booked through the managed travel program.
Egencia monitors reservations and alerts us to any flight disruptions, such airline strikes, or civil unrest, making it easier for the university to fulfill its duty of care. Any difficulty in finding specific flights can usually be remedied by narrowing your search criteria to the airline and time of flight.
The Egencia Mobile app can be downloaded to your mobile phone via iTunes for iPhone or Google Play for the Android. You can book both flights and hotels in the Egencia mobile app. You will receive real-time alerts such as flight delays and gate changes.
As an arranger, any staff member delegated to this role will automatically receive travel confirmations from Egencia on behalf of the faculty/staff whom you support. The email confirmation will also include an itinerary which is automatically forwarded to your Outlook calendar. To disable receipt of individuals itineraries, please follow the below link.
As a commitment to the Yale community to assist in finding the best lodging rates, Egencia has implemented a new travel savings finder feature. Upon booking, this non-optional service will be added to your reservation allowing Egencia to continuously search for better rates on the arranger’s behalf up until the time of check-in. If a better rate is found, both the traveler and arranger will receive notification of the new rate along with finders fee.
Please note: Finder’s fee is calculated based on a percentage of the savings amount which results in an overall better rate for the lodging reservation. If a better rate is found and reservation is updated, please save updated reservation confirmation for Workday expense processing.
Learn more about Yale’s Travel policy, 3301 Travel on University Business.