Egencia

Where can I go to learn more about Egencia?

How do I get started with Egencia?

Is Egencia mandatory to use, and will I be denied reimbursement if I do not use it?

How do I add or turn off purchase notifications in Egencia for myself or my travelers?

Why don't I see the University travel card as a payment source when booking in Egencia?

Egencia is showing that my trip 'cannot be booked online.' What do I do?

I found a flight or conference room which is cheaper than the same flight or room in Egencia.  What do I do?

Egencia reservations for myself or one of my travelers (if I am an arranger) are automatically appearing in my Outlook calendar without my permission.  How do I disable this?

What do I do if I am stranded or need to change my travel plans while traveling?

Banner Travel

Banner Travel is displaying inaccurate dates (negative years or other non-current dates).  What do I do?

I am receiving a "404" message or a blank page when attempting to log in to the Travel & Expense Module from the Travel Workflow e-mail.  What do I do?

One of my Travel Authorizations ("TA") or Travel Expense Reports ("TR") is stuck in Workflow.  How can I release this document back into Workflow so it can be approved by another approver?

How do I process a Travel Authorization ("TA") or Travel Expense Report ("TR") if all or part of the travel is funded by a grant?

I am the last approver for this TA or TR.  What do I do now?

Is there a report which shows TAs/TRs by delegate?

How can I check the status of a TA/TR?  How do I know if a TR has been paid?

How do I know who the next approver is for a TA/TR?  How do I forward a travel document to the next approver?

I can't print my TR, or the traveler has not received a Workflow e-mail for the TR, or the traveler gets an error message stating there is no signed approver...what do I do?

How do I process a Travel Authorization for a student or graduate assistant?  Is this allowable?

Travel Process

What is the University's travel process?

I would like Ball State University to pay my registration fee.  What do I do?

I have already prepaid for some or all of my travel expenses prior to my trip.  Can I be reimbursed for all of these expenses before the trip?

I do not require a reimbursement for my trip, but I would like to use a University vehicle.  What should I do?

What are allowable travel expenses?  Are there limitations on what can be reimbursed for lodging, meals, etc.?

What do I do if a traveler has already completed a trip with no approved Travel Authorization and now wants reimbursed?

I want to book my travel through a travel agency.  Is that allowed?

Are passport fees/visas reimbursable through the Travel module?

 

 

Egencia

Where can I go to learn more about Egencia?

All Egencia resources, including profile setup, how to book, and other considerations, can be found on various pages of this website.  Training videos and user guides are here, and be sure to review the other pages on this site regarding Egencia.

How do I get started with Egencia?

Click here to review Egencia training videos and quick-start guides.

Is Egencia mandatory to use, and will I be denied reimbursement if I do not use it?

Egencia should be used for booking air, hotel, or rail, unless there is a valid business reason not to do so. Such examples include hotels tied to conference registrations, where the conference rate is cheaper/more applicable than what can be found in Egencia, flight or hotel availability concerns (time of day, connections, etc.), etc. 

Travelers are asked to provide the rationale for not booking through Egencia on their expense reports, and a copy of a comparable fare, 'apples to apples,' from Egencia should be included if the reason is price-related. 

How do I add or turn off purchase notifications in Egencia for myself or my travelers?

Egencia purchase notifications are sent to travelers, arrangers, and delegates (if the traveler is listed under the delegate's 'Delegate Control' tab in Banner Travel).  To turn off notifications, either submit a HelpDesk ticket (Security - Travel & Expense Access) to remove the arranger role or remove the traveler from your 'Delegate Control' tab in Banner Travel.  There is no current way to disable purchase notifications to the travelers themselves.

Why don't I see the University travel card as a payment source when booking in Egencia?

This would mean that the traveler does not have an approved Travel Authorization detailing that Egencia expenses will be funded with the University's travel card. Travelers will be allowed to use the University's travel card in Egencia on a per-trip basis, if approved:

  • If requesting use of the University travel card, the Travel Authorization from the Banner Travel & Expense Management module will indicate, on the ‘Non-Reimbursable’ tab, the types of travel in Egencia the University travel card should be used for and up to what amounts
  • Once the Travel Authorization is fully approved, the traveler (or the traveler’s arranger) will then have the ability to book travel in Egencia with the University travel card for the approved expense types and up to the amounts listed on the Non-Reimbursable tab from above

Egencia is showing that my trip 'cannot be booked online.'  What do I do?

This could be due to a few scenarios:

  • there could be a legitimate issue with the Egencia site; in this case, contact an Egencia agent and state that you are having issues with the site. If the Egencia agent books your travel but you were having issues with the site, mention this to the agent and the agent-assisted fee should be refunded.
  • there could be an issue where an interline agreement does not exist between the airlines listed on your itinerary. The typical scenario would be an itinerary where the departure airline is American and the return airline is Delta or United (or vice versa). Because the two airlines do not have a current interline agreement, travelers cannot book a round-trip comprised of legs from both flights.

In this case, the traveler can attempt to purchase two one-way tickets as opposed to one round-trip ticket. Note there would be a separate booking fee of $8.00 (or $12.00 for Southwest), per Egencia itinerary, charged to the card used for the purchase, and in the case where there are two one-way tickets from these airlines on the same day, the traveler would potentially have to claim baggage from the first flight, check in with the other airline, and go through security again, so extra time should be allotted between the two flights.

Other airlines with no interline agreements with other air carriers include Southwest, Jet Blue, and Frontier.

I found a flight or conference room which is cheaper than the same flight or room in Egencia.  What do I do?

Our contract with Egencia includes the Egencia Flight Price Guarantee, so if you find the exact same flight, apples to apples, on a different site, Egencia will cancel the flight which was booked and rebook you on the less expensive flight for no charge.

For conference hotels, both the conference registration and the hotel room can be booked through the Travel Department. Please review these procedures for more information.

Egencia reservations for myself or one of my travelers (if I am an arranger) are automatically appearing in my Outlook calendar without my permission.  How do I disable this?

1. First, ensure that Calendar sync settings in your Egencia profile have been disabled by de-selecting the 'Send calendar sync emails to _____ and additional email recipients' checkbox.

2. Next:

  • Log into OWA(Outlook Web App), click the gear icon and then select Calendar.
  • Click on Events from email, then uncheck Flights under Add these events to my calendar from email.

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  • Save.
  • in Exchange Online services, there is the default reminders which is 15 minutes before the calendar events, if you want to turn off it or adjust the time, you can navigate to the gear icon > Calendar> Reminders to edit it.

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What do I do if I am stranded or need to change my travel plans while traveling?

Contact an Egencia agent from either your Egencia app or by calling 877-310-0463.  Be sure to have your Egencia itinerary number with you before calling. An agent should then be able to make the proper accommodations.

Banner Travel

Banner Travel is displaying inaccurate dates (negative years or other non-current dates).  What do I do?

You can try a different browser, clear the browser history, close and re-open the browser, or wait and try later.  If none of this works, please contact travel@bsu.edu for assistance.

I am receiving a "404" message or a blank page when attempting to log in to the Travel & Expense Module from the Travel Workflow e-mail. What do I do?

You will typically receive this error if the user was not set up properly in the Travel & Expense Module.  Please forward the user's name and Ball State ID# to travel@bsu.edu.

If you log in and receive a blank page, try clicking the 'refresh' button in your web browser and the Travel module should load.

One of my Travel Authorizations ("TA") or Travel Expense Reports ("TR") is stuck in Workflow. How can I release this document back into Workflow so it can be approved by another approver?

E-mail travel@bsu.edu with the TA or TR number and the e-mail address of the next approver. 

How do I process a Travel Authorization ("TA") or Travel Expense Report ("TR") if all or part of the travel is funded by a grant?

If the trip is funded (in-part or in-total) by a grant, please forward to the appropriate Grant Specialist in Sponsored Projects Administration.

I am the last approver for this TA or TR. What do I do now?

If you are the last approver, enter travel@bsu.edu in the "Additional Approver's Email Address" field, under the "Approve and Add Approver" radio button, and press "Complete."

Is there a report which shows TAs/TRs by delegate?

There is an Argos report which contains this information.  It is located in (in Argos): Production<FI<Accounting<Traveler by Delegate.  Please contact the Help Desk if you have access issues.

How can I check the status of a TA/TR? How do I know if a TR has been paid?

You can check the status history of any travel document ("TA" for authorizations, "TR" for expense reports) by opening the document, clicking on "Status History," and clicking on "Workflow Approvals."  If the TR has been paid, "Paid" appears on the status of the Travel & Expense Module.

You can view the document postings by looking in Self-Service Banner.  In SSB, go to "Finance" and then "View Document."  Choose "Invoice" as the "Type."  The document number is the "TR" number.

How do I know who the next approver is for a TA/TR? How do I forward a travel document to the next approver?

To see the approval chain for your area, contact your administrative coordinator.

To forward to additional approvers, mark the "Approve and Add Approver" radio button in the Travel Workflow e-mail you receive, and then enter the next approver's e-mail address (EX: jdoe@bsu.edu) in the "Additional Approver's Email Address" field. Press "Complete." If the trip is funded (in-part or in-total) by a grant, please forward to the appropriate Grant Specialist in Sponsored Projects Administration. If you are the last approver, enter travel@bsu.edu in the "Additional Approver's Email Address" field and press "Complete."

I can't print my TR, or the traveler has not received a Workflow e-mail for the TR, or the traveler gets an error message stating there is no assigned approver...what do I do?

In the traveler's profile, all of the following fields need to be completed: remittance address, traveler's e-mail, an approver, and the default funding.  Contact travel@bsu.edu for assistance.

How do I process a Travel Authorization for a student or graduate assistant? Is this allowable?

Student travel authorizations and reimbursements may be processed in the Travel Module and should follow BSU employee travel guidelines.

Travel Process

What is the University's travel process?

Please review the main travel page, which outlines the University's travel process.

I would like Ball State University to pay my registration fee. What do I do?

Please review the Conference Registration Payments page for the appropriate procedures.

I have already prepaid for some or all of my travel expenses prior to my trip. Can I be reimbursed for all of these expenses before the trip?

Your delegate can process a Travel Expense Report ("TR") if you have provided original receipts showing the items have been paid.  After your delegate completes your TR, the TR will require your approval. You will receive a Travel Workflow e-mail which you must approve in order to be reimbursed for your travel expenses. Once your TR has been approved by all applicable parties, you will receive your reimbursement.

Registration and airfare prepayments can be fully reimbursed prior to your trip with an original, paid receipt. Receipts must be submitted within 60 days of the purchase date; receipts submitted outside the 60-day window will not be reimbursed.  Please review the Expense Reimbursements Accountable Plan procedures for more information. 

Confirmation of a room reservation will not suffice in order to receive reimbursement.  Please review the Ball State University Travel Policy for receipt requirements.

I do not require a reimbursement for my trip, but I would like to use a University vehicle. What should I do?

The TA should have "Authorization Only" selected from the drop-down box of the "Estimated Expenses" section under the "Reimbursable" tab.  If there is nothing listed in the "Reimbursable" section, the form will be returned for corrections by BSU Travel.  On the "Non-Reimbursable" tab, you must choose "Motor Pool" from the drop-down box.  Please visit the Transportation Services website for more information about University vehicles.

To request the vehicle, the delegate should access Fleet Commander to schedule the vehicle and should e-mail an approved Travel Authorization to transport@bsu.edu.  

What are allowable travel expenses? Are there limitations on what can be reimbursed for lodging, meals, etc.?

Please review the Ball State University Travel Policy for more information.

What do I do if a traveler has already completed a trip with no approved Travel Authorization and now wants reimbursed?

It is incumbent upon each individual area to determine whether the traveler should be reimbursed or not in this case.  The University requires a traveler to have an approved Travel Authorization on file prior to traveling.

I want to book my travel through a travel agency. Is that allowed?

University Policy states that all University travel should be booked using the University's dedicated booking tool (Egencia). 

Are passport fees/visas reimbursable through the Travel module?

The University does not typically reimburse expenditures for passports.  Visas may be reimbursed through the Travel module with an original, paid receipt, submitted within 60 days of the purchase date.