Announcements and Updates

Announcements

IATA has launched ‘Travel Smart with Lithium Batteries’, a global safety campaign that provides travelers with seven simple rules for safely carrying mobile phones, laptops, power banks, and other lithium-powered devices when they fly.

The campaign assets highlight seven simple rules every traveler should follow:

  • Pack light: Only bring the devices and batteries you really need.
  • Stay alert: If a device is hot, smoking, or damaged, tell the crew (or airport staff) immediately.
  • Keep devices with you: Always carry phones, laptops, cameras, vapes (if allowed), and other battery-powered items in your hand baggage, not in checked luggage.
  • Protect loose batteries: Keep spare batteries and power banks in their original packaging, or cover the terminals with tape to prevent short-circuits.
  • Gate check reminder: If your hand baggage is taken at the gate to go in the aircraft baggage hold, remove all lithium batteries and devices first.
  • Check battery size: For larger batteries (over 100 watt-hours, such as those used in larger cameras, drones, or power tools), check with your airline as approval may be required.
  • Check airline rules: Always confirm your airline’s policies, as requirements may differ in compliance with local regulations.

You can learn more about the campaign and flying safely with electronic devices and lithium batteries.

Overview

Beginning October 12, 2025, the European Union is implementing the Entry/Exit System (EES)—a digital border control system that replaces manual passport stamping with biometric data collection. Full implementation is expected by April 10, 2026.

Who Is affected?

  • Non-EU travelers entering Schengen Area countries for short stays.
  • Includes visa-exempt travelers (e.g., U.S. citizens) and short-stay visa holders.
  • EU citizens and Schengen-associated nationals are not subject to EES.

What changes for travelers?

  • Biometric data (fingerprints and facial image) and passport details will be collected at border crossings.
  • Manual passport stamps will be phased out.
  • Automated kiosks and mobile apps may be available for pre-registration to reduce wait times.
  • Returning travelers will benefit from faster processing using stored biometric data.

Why tracking travel matters

The EES automatically calculates how long travelers stay in the Schengen Area. U.S. citizens and other visa-exempt travelers are limited to 90 days within any 180-day period. This includes personal travel.

Overstaying can result in:

  • Fines
  • Entry bans (up to 5 years)
  • Visa denials
  • Invalidation of travel insurance

To avoid penalties, Yale travelers must track all time spent in the Schengen Area, including leisure trips.

Implications for Yale travelers

  • Prepare for biometric registration at EU borders starting October 2025.
  • Monitor travel duration carefully to avoid overstays.
  • Expect faster crossings after initial registration.

We have developed a new process to assist with setting up PCard billing at Yale’s preferred hotels in New Haven.

After booking the reservation for your guest, whether through World Travel/Concur, the hotel directly, or the internet, you can use the link below to provide the hotel with the required information for the PCard billing. By selecting the hotel from the provided drop-down menu, the hotel will be notified directly via email. You will be copied on the email for your records. The hotel will have your contact information in case they have any questions, and also to confirm the PCard billing to you.

Hotel Direct Billing.

*Note: This process is only applicable to the hotels listed in the dropdown menu.

April 9, 2025

We are excited to introduce a brand-new resource to enhance your travel booking experience at Yale: the Yale Preferred Supplier Portal.

Yale’s preferred travel agency, World Travel, provides business travelers and arrangers with a world-class online booking tool, Concur. While we strongly encourage using World Travel/Concur for all business-related travel, we recognize that it may not always be the best option.

To support your travel needs in those instances, we have launched the Yale Preferred Supplier Portal, a dedicated resource providing trusted alternatives that align with Yale’s travel policies.

What you will find on the supplier portal

  • Direct Access Links – Quickly book travel with Yale’s preferred suppliers.
  • Preferred Rates – Take advantage of exclusive, negotiated Yale discounts.
  • Contractual Benefits – Your bookings through these links help Yale secure even better rates in future negotiations.

This new resource is now available, and we encourage you to explore it and take advantage of its benefits.

We are launching the supplier portal with a focus on airline programs, giving you access to preferred rates and benefits with select carriers. Additional supplier content, including hotels, car rentals, and more, is in the works and will be added in future updates.

We value your feedback: Your input is invaluable as we strive to make this resource as effective and user-friendly as possible. We welcome and encourage your feedback and suggestions on the supplier webpage.

We are committed to providing you with the best travel experience and support. Thank you for your continued cooperation and contributions to Yale’s travel program.

Please don’t hesitate to contact us via our Questions form if you have questions or need assistance.

March 17, 2025

Effective April 10, 2025, U.S. citizens traveling to Brazil for tourism or business will need a visa to enter the country. Travelers should apply for an e-Visa in advance and allow ample time for processing to avoid disruptions. Those who already have a valid physical visa in their passport for the purpose of their visit do not need to apply for a new one.

February 25, 2025

We want to inform you of an important change regarding guest bookings on Amtrak through Concur T2. This change only applies to guest bookings and does not impact users with active Concur profiles.

Key updates

  • Full guest booking functionality in Concur T2 is scheduled for release in October 2025.
  • Currently, guest bookings for air, car, and hotel revert to the legacy Concur platform, but this option is no longer available for Amtrak.
  • Concur T2 recently introduced a new application programming interface (API) for Amtrak, and Yale cannot operate on two APIs simultaneously.
  • As a result, only guest bookings for Amtrak are temporarily unavailable through Concur.

Alternate booking options
Until the new Guest Booking functionality launches, only guest bookings for Amtrak can be made:

We appreciate your patience as we prepare for the upcoming enhancements. Stay tuned for further updates, including details on Yale Travel’s preferred supplier webpage, which will feature direct booking options with Amtrak.

For any questions or assistance, please contact Yale Travel via the Questions form.

February 4, 2025

Yale has enabled New Distribution Capability (NDC) in Concur to give travelers access to more flight options. When searching for flights in Concur, you may see options marked as “NDC.” Understanding what NDC is and how it differs from traditional booking methods can help you make informed travel choices.

What is NDC?
NDC is an innovative technology standard that enables airlines to offer more personalized and dynamic content directly to travelers than traditional travel agency content. NDC allows airlines to provide richer content such as exclusive offers, ancillaries (like seat selection, baggage, and upgrades), and tailored services. This content is delivered via modern APIs, enabling real-time access to up-to-date pricing and product availability.

How is NDC different?

  1. Direct Airline Access: Allows airlines to distribute content directly, which can mean more flexibility and control for airlines over their pricing and offers.
  2. Rich, Personalized Offers: Enables personalized offers, bundles, and ancillary services.
  3. Real-Time Pricing: Offers more dynamic pricing, which can adjust based on demand, availability, and other factors, giving you potentially more competitive rates.
  4. Enhanced Ancillaries: Allows airlines to offer additional services like priority boarding, lounge access, and special accommodations, which can be booked in conjunction with flights.

What to consider when booking NDC flights
Since airlines have more control over NDC content, the customer service experience (such as refunds, cancellations, or changes) may vary depending on the airline’s policies, which could be less standardized than with traditional travel agency bookings.

Key takeaways
NDC provides more flexibility, customized travel options, and potentially better pricing. However, travelers should be mindful that customer service experiences and policies may vary by airline, and pricing may fluctuate in real time.

To help you navigate the new system and make the most of its features, we’ve prepared the following resources:

January 12, 2025

Airport security will require Real ID driver’s licenses and state identification cards for domestic travelers in 2025.

The Transportation Security Administration published a final rule providing a framework for federal agency-phased enforcement of Real ID requirements. Federal agencies, including TSA, will begin Real ID enforcement on the deadline of May 7, 2025. Starting on that date, only those state-issued driver’s licenses and identification cards that meet the security requirements established by the Real ID Act will be allowed for official purposes, including boarding commercial aircraft.

Congress passed the Real ID Act in 2005 to enhance security standards for identification directly in response to the security vulnerabilities highlighted by the 9/11 attacks. Anyone who uses a driver’s license or state-issued identity card as their primary form of identification to board commercial passenger aircraft should ensure these credentials are Real ID-compliant.

TSA Statement: TSA publishes final rule on REAL ID enforcement beginning May 7, 2025 | Transportation Security Administration

Travelers should check the DMV website for their resident state to confirm whether they need to apply for a Real ID: Learn how to get a REAL ID | CT.gov

November 26, 2024

Beginning January 8, 2025, all US, Canadian, and non-European passport holders must obtain an Electronic Travel Authorization (ETA) to enter or transit through the UK. Travelers must secure their ETA before departure to avoid flight boarding or UK entry issues. (Beginning April 2, 2025, the ETA requirement expands to any non-British and non-Irish citizens, as well as any non-visa holders for the UK.)

Key Details About the ETA

  • Purpose: The ETA is required for short stays (up to six months) for purposes such as tourism, business, family visits, or short-term study.
  • Transit Requirement: It is also mandatory for travelers transiting through the UK.
  • Who Needs It:
    • Effective January 8, 2025, all US, Canadian, and non-European passport holders. An ETA can be applied for now for travel on or after January 8, 2025.
    • Effective April 2, 2025, this expands to any non-British and non-Irish citizens, as well as any non-visa holders for the UK. An ETA can be applied for beginning March 5, 2025, for travel on or after April 5, 2025.
  • Application Process:
    • Complete an online application.
    • Provide passport details and a digital photo, and pay a non-refundable fee of £10.00 (approximately $13.00).
    • Processing typically takes three working days.
  • Validity: The ETA will be digitally linked to the traveler’s passport and remains valid for two years, or until the passport expires, whichever comes first.

Action Required

To avoid disruptions to your travel plans:

  1. Apply for the ETA well in advance of your trip.
  2. Ensure your passport is valid for the duration of your travel.
  3. Apply for an ETA via the ETA Application.

For more information about the UK’s ETA requirement, visit the UK government’s ETA website.

If you need help applying, please visit CIBTvisas.

Concur Updates

To help make the user experience more modern, intuitive, and unified, we’ll be making a series of UI changes for SAP Concur solutions. The first set of updates, coming in November, will apply to navigation, the user profile, and the page footer.

  • Multi-city flight search is now available in the New Concur.
  • Banner Messaging: The Concur Travel Trip overview page will include banner messaging alerting travelers to schedule changes or cancellations.
  • Concur is adding low-cost carriers using Travelfusion. Frontier Airlines is available in September, and others will follow.

Coming soon

  • Train booking level cancellation: Currently, trips that include a train booking must be canceled in their entirety; individual train segments cannot be canceled separately.
  • Guest Travel: Enhancements will be made to the existing functionality to enable usage with the new Concur Travel. Currently, the feature redirects back to legacy Concur Travel even if all other bookings are done in new Concur Travel.