The University offers two designated full-service travel agencies, and a self-booking tool for arranging your official University business airline, hotel, rental car, and rail travel. Please ensure your travel complies with BPM E-5-1 Reimbursement of Travel Expenses. We encourage all travelers to make your official business travel arrangements through Travel Services for the following very important reasons:
We encourage you to use UK Travel Services’ AAA Corporate Travel Services, Concur Travel, or Avant Travel for all your official University business travel arrangements for air, hotel (other than conference hotels), and rental cars. However, we do require all international airfare to be booked through a UK travel vendor. All travel expenses must be paid with a University procurement card (not a personal card), when possible.
All full-service travel agencies and many online booking tools charge a service fee to their clients, since the airlines stopped paying commissions to agencies.
Service fees are charged for each airline ticket issued or hotel/rental car/rail reservation made by a Travel Services vendor. Therefore, please keep in mind that if you request a change in an airline ticket that has already been issued (purchased), this may result in a new ticket being issued as well as another service fee being charged. Service fees are nonrefundable if an airline ticket is voided, refunded or exchanged. Service fees may also be charged for any other service performed that may be considered beyond a travel agent’s work scope (such as booking a ticket for a traveler directly through an airline website).
Our negotiated service fees with AAA Corporate Travel Services, Concur and Avant Travel are supported by the University and carry the following benefits for our business travelers.