Travel FAQs

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.

World Travel/Concur is to be used for travel on Yale business. Personal travel should not be booked with World Travel or Concur.

Yale officially moved to World Travel/Concur on May 1.

No, there is no integration between Egencia and Concur, so tickets will not migrate. Yale Travel can provide temporary access to Egencia to collect or use existing credits until June 28^th.

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.

The preferred method is for the traveler to select you as their assistant from their own profile. They would have two options:

1. Can book travel for me: Permits you to book travel for them.
2. 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 track 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. Note: This method will only be provided to profiled travelers with a Yale.edu email address. Please contact travel@yale.edu for access.

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 or edit the documentation to your profile.

Concur only allows changes to be made to tickets that have not been traveled on. We recommend changes be made directly with an agent.

• Please review World Travel receipts for expense purposes for an explanation of acceptable receipts.
• Overall, these services cannot be pre-paid or direct-billed through Concur, but there are workarounds and possible solutions that we’re currently investigating.
• Limousines cannot be prepaid or direct-billed. Once a booking is completed, contact the supplier to arrange billing.
• Car rentals cannot be direct-billed through Concu. Yale Travel can arrange a direct bill for students without a credit card who are traveling on Yale business using our account. This service is not available for employees, new hires, or guests. It is also intended as a process for infrequent requests. If you will have these requests on a regular basis, we suggest establishing your own direct billing account. All associated charges will be cross-billed to your COA. The following information and pre-approval of the COA assignee are required in advance. We cannot arrange direct billing with less than 5 business days advance notice.

To arrange for direct billing, please provide the information below:

COA: YD…CC…Etc.
Yale Contact:
Car rental company:
Name of student driver:
Pickup details: (date and time)
Dropoff details: (date and time)
Reservation confirmation (rental car company reservation #):
World Travel record locator:
Amount/charge total:
Business purpose:
Authorization of the COA assignee

Hotels cannot be direct-billed through Concur, but we are looking into an alternate solution. In the interim, either book the hotel and then contact the hotel to arrange direct-billing; or add a request under Comments for the Travel Agent on the Trip Booking Information page in Concur, requesting the agent to arrange direct billing using your pcard.

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/Yale Host as the primary point of contact for all questions/issues. Establish who will be the primary 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.

Avelo cannot be booked in Concur.

Flight searches are auto-populated to search for 2:00pm departures a 8-hour window. This will present the widest range of available flights, but the search can be narrowed using the controls.

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.
• 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).
• See the FAQ for agent-assisted bookings if you’re not successful.

Yale policy does not require flight comparison documentation for:

• Non-sponsored trips in Economy Class
• 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 and Business Class.

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:

1. Create an expense report for travel via Workday.
2. Attach the emailed trip confirmation.
3. Retrieve the Trip History Report (there will only be a Trip History Report if the trip requires an exception.)
4. 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.

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.