Company Travel

• Egencia is the preferred booking method for company travel

  • • Accounting is notified upon completion

    • Payment is made on a company card

    • Confirmation emails are automatically sent to accounting, the traveler, and Christina Bennett who will update the Company Travel spreadsheet

    • Once an employee's account is active, they are able to add their personal information, loyalty programs, or TSA precheck number

Egencia Roles

• Travel Manager - add/delete accounts, manage users, run reports, arrange travel for any active user

         Christina Bennett  |  Jennifer Westermann  |  Laurie Hahn  |  Jake Mark

• Global Arranger - arrange travel for any active user

Bryan Bowman  |  John Mark

• Arranger - arrange travel for any active user within your branch

  • • Branch managers and other key branch staff

• Traveler - edit user account, view travel arrangements

User Accounts

• • Full-time employees or consistent returning seasonal staff can have an Egencia account with or without the ability to book their own travel

  • To request a new user account, email the employee's full name to Christina Bennett

  • Once an employee's account is active, they are able to add their personal information, loyalty programs, or TSA precheck number

Flights

• On occasion, a less expensive flight can be found direct through the airline's website

  • • If you are flying American or Alaska, check their website price against Egencia as they are commonly less expensive. 

    • If an airline is having a fare sale using a coupon code, you may need to use the airline's website to book. 

    • For either of the above scenarios, book using your branch manager's company card. In addition to the travel, forward email confirmations to Christina Bennett & Laurie Hahn. 

• When looking at flights, consider the employee's time and look for options with the least amount of travel time. Sometimes a layover is unavoidable, or considerably less expensive, but overall it's best to look for non-stop flights.

• When booking for a photographer, make sure you select a flight that allows plenty of time before the shoot. Flying them in the day before is ideal. Do not book the last flight of the day.

Car Rentals

• National & Enterprise are the preferred companies for car rentals through Egencia

  • • Dorian has negotiated rates that will not show on the site, they are charged after-the-fact

    • National & Enterprise reservations booked through Egencia will automatically be company-paid 

    • To receive these rates, the loyalty account number must be added to each Egencia user's account

    • National offers Emerald Club to any Dorian employee

      • • When renting through National, you can bypass the rental counter and select a vehicle from the Emerald Aisle

        • Vehicles are midsize only. If you need a larger vehicle, you should rent through Enterprise.

        • The employee must be added to our Emerald Club list. Email their name & email address to Christina Bennett at least two weeks prior to travel.

• If National or Enterprise are significantly more expensive, or unavailable, choose Hertz or Avis. 

  • • We do not have a direct-bill agreement with either Hertz or Avis

    • If a manager's company card is not available, employees will have to use their own funds to pay for the vehicle and submit the receipt to Laurie Hahn using the Expenses option of the SureMobile app or the  Expense Reimbursement Form 

• Drivers under 25 are able to rent vehicles, but the price will be higher

• Make every attempt to bring the car back with a full tank of gas. We are charged significantly more if it's not. 

• Avoid budget rental companies (Budget, Dollar, Alamo, Thrifty, etc)

Hotels

• When booking a hotel through Egencia, look for rooms that indicate Paid by my company. This will ensure the company card is charged for the room, not the employee. 

• If a room is reserved that indicates Pay at hotel, the employee will be responsible for the charges and will need to submit the receipt to Laurie Hahn using the Expenses option of the SureMobile app or the  Expense Reimbursement Form 

• Choose refundable rooms, even if they are slightly more expensive

• When booking a room, consider location 

  • • Close to the area the employee will be working

    • Safety

    • Proximity to restaurants

• Ideally, rooms should cost under $150 per night. When that is not possible, you'll need to select a reason on the confirmation screen.

• Most hotels require a personal credit card for incidentals. This can place a hold up to $300 that is refunded upon check-out. If you are booking on behalf of someone else, make sure they are aware of this.

• These hotels have been vetted by company travelers for location, cleanliness, cost, and safety

• This is not an exhaustive list, but a good starting point when searching in an unfamiliar area

• Once a flight, hotel, or car has been booked, travel details are entered in the Company Travel Spreadsheet

  • If travel is booked through Egencia, Christina Bennett will receive a notification and update the spreadsheet

  • If travel is booked through an outside website:

    • • Full-time staff can enter their own travel details

      • Managers will need to enter details for seasonal staff

      • If the confirmation email is forwarded to Christina Bennett, she will update the spreadsheet

•  Dorian provides per diem for meals during company paid travel

  • • Breakfast (traveling before 7am): $15 

    • Lunch: $20 

    • Dinner (traveling after 6pm): $25

• Complete the Per Diem Request Form as soon as you book travel to ensure your request is processed in a timely manner

  • • Employees booking their own travel are responsible to submit their per diem request

    • Managers booking on behalf of another employee are responsible to submit their per diem request

    • Per diem for sales blitzes, seminars, and retreats will be submitted by the Travel Department

• Funds will be direct deposited into your account the morning that you travel