© 2014 Egencia, LLC. All rights reserved. Expedia, Egencia, and the Egencia logo and Get Ahead are either
registered trademarks or trademarks of Expedia, Inc. in the U.S. and/or other countries. CST #2083922-50
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Frequently Asked Questions
About Booking Air Travel
Q: Which flight information should I
monitor, Egencia’s flight alerts or the
airport monitors?
A:
The Egencia On The Go Flight Alerts
are intended to be an additional tool to help
travelers be aware of changes to their flights
no matter where they are: in a taxi on the
way to the airport, sitting in a restaurant, etc.
However, when airlines make changes to
flight schedules the changes will first appear
on airport monitors so it’s recommend for
travelers to use both tools as resources to
keep up-to-date on their travel details. With the
The Egencia experts
reveal useful tips on
booking airline tickets
and hotels.
frequency of flight changes, canceled flights
may not update to your flight alerts right away.
Q: What is the most effective way to
get lower air fares?
A: Here are a few tips:
1. One of the best ways to find lower fares is to
book as early as possible.
2. Take advantage of Egencia’s flight search
filters to quickly identify the cheapest time
of day to fly. This is displayed in the overview
grid at the top of your flight search results.
3. Remain open to alternative airports if it
makes sense with your city pairs. You can
quickly see this information on the left hand
side of your flight search results. For more
information on leveraging flight search
filters, check out this four minute video.
Q: When should I call an agent
instead of booking a trip online?
A: We’ve built the Egencia site to help you
manage most of your needs online, however
there are times when you need to talk to a
Travel Consultant:
• When prompted by the Egencia site.
• For help navigating the Egencia site.
• For complex domestic travel.
• For more than simple roundtrip
international trips or travel to Asia, Africa
or the Middle East.
Insider Travel Tips for Egencia Travelers
© 2014 Egencia, LLC. All rights reserved. Expedia, Egencia, and the Egencia logo and Get Ahead are either
registered trademarks or trademarks of Expedia, Inc. in the U.S. and/or other countries. CST #2083922-50
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Q: Any time saving tips for paying for
my trip?
A: Yes, include the last four digits when you
name your credit cards in your Egencia profile.
For example, name your credit card Visa 8523.
That way you will have the last four digits
handy to complete your bookings on Egencia,
without having to dig out your wallet.
Q: Is it possible to search by arrival
time?
A: Not yet but this request has been
submitted to our Product Development
Team for future enhancements. Please note
that you can look at results in order of arrival
time by clicking on the column header “arrives”.
Q: I know there is a Delta flight
between X city and Y city. What is the
fastest way to find it on Egencia?
A:
Target your search from the beginning.
Enter not only your departure, destination and
date but also your airline. This will help find the
flight you are looking for much faster. Spend a
quick four minutes to watch this video on
flight search best practices.
Q: Is there a quick way to book
multiple travelers on the same
itinerary?
A:
Yes, Travelers can easily collaborate on a
group trip by inviting colleagues to their trip
by clicking “invite others” from the Traveler
Tools box. Trip Collaboration will allow you to
view each others itinerary details, share notes
(such as where to go for dinner or conference
details), email the group or copy travel items
or entire trips. If your Travel Manager has
designated you as a Travel Arranger on your
Egencia site, you can simply select multiple
travelers before beginning the booking
process.
Q: Why do I sometimes see lower air
fares on other websites?
A: The shopping algorithms of websites are
set to favor different preferences such as
price vs. total travel time. Since Egencia is
focused on the needs of corporate travel, we
put more emphasis on flight options conducive
for the time sensitive business travelers and
eliminate for example itineraries with multiple
connections or extreme layovers. Some of
these preferences are also decided by your
company’s specific travel policy. If you should
find a better price online for the exact same
flight within 24 hours of booking, Egencia
agents will book the cheaper flight for you
– and waive the transaction fee to make the
change, or if we are unable to find that flight,
we will give you a credit for the difference.
To take advantage of this, contact our
customer service team at 1-866-397-2677
(no service fee will be charged).
Q: I often travel between the same
two cities. Is there a quick way to
book this trip without having to do a
new search every time I travel?
A:
Indeed there is. You can use the copy a trip
function by clicking “My Trips”, navigating to
the trip you would like to replicate and clicking
“copy”.
Insider Travel Tips for Egencia Travelers
The Egencia experts
reveal useful tips on
booking airline tickets
and hotels.
© 2014 Egencia, LLC. All rights reserved. Expedia, Egencia, and the Egencia logo and Get Ahead are either
registered trademarks or trademarks of Expedia, Inc. in the U.S. and/or other countries. CST #2083922-50
Page 3
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Q: How can I avoid getting stuck in
the middle seat?
A: Egencia offers several tools to help you
land the perfect seat:
1. Make sure you complete your seating
preferences in your Egencia profile.
2. Take advantage of our ‘Better Seat
Search’ feature and let us find you a better
seat.
3. Airlines tightly manage seat availability.
Generally 24-48 hours prior to departure,
airlines will widen seat availability. An insider
tip – use Seat Pinpointer™ within 24-48
hours of departure!
4. If your frequent flyer status entitles you to
preferred seating, make sure you specify
the correct frequent flyer tier in the
Travel Preferences section of your
Egencia profile. For example, select Delta
Gold Medallion rather than Delta SkyMiles
from the drop down menu. Otherwise the
preferred seating options will not be shown
as available to you.
5. You can also leverage SeatGuru™ content
in the seat map view to see review of that
particular seat from fellow travelers.
Q: I selected my seat using the Seat
Pinpointer on Egencia but didn’t
receive the seat I selected. What
happened?
A:
When you select your seats with the Seat
Pinpointer, Egencia requests the seat from
the airline. While seat availability is up to date,
someone else may have selected the seat
simultaneously. Please review your final seat
assignment with your confirmation email.
Q: If I’m at the airport and my flight
is canceled, what should I do? Call
Egencia, stand in line, get online or
call the airline?
A:
All of the above. Use all of the resources
available to you. Go to the airline service
desk to get rebooked on a new flight and call
Egencia while you wait in line, they may be
able to tell you what availability other airlines
have. Go online to Egencia and you may be
able to rebook yourself.
Q: What happens if I miss my flight?
Will I get reimbursed automatically?
A: If you missed your flight, follow the steps
above to get on the next available flight. If
the airline service desk or gate agent is able
to book you on another flight they will simply
process an exchange and do not typically
charge you as long as you missed the flight
because of airline delays.
If you end up booking a flight on another
airline, the missed flight will remain in the
system as a no show. You should call an
Egencia agent who will ask the airline to
process a voucher. If the airline allows it, the
voucher can be used towards another trip on
the same airline within a year off issue (check
the rules as they vary among airlines).
If the missed flight was on a refundable fare,
the agent will process a refund. If you know
you are going to miss your flight, you can also
change your travel online up to two hours
before your departure. This will help you
avoid having to request a voucher. For more
information about changing your flight online
and a list of airlines that support this option,
view this one page overview.
Insider Travel Tips for Egencia Travelers
The Egencia experts
reveal useful tips on
booking airline tickets
and hotels.
© 2014 Egencia, LLC. All rights reserved. Expedia, Egencia, and the Egencia logo and Get Ahead are either
registered trademarks or trademarks of Expedia, Inc. in the U.S. and/or other countries. CST #2083922-50
Page 4
www.Egencia.com
Q: How can I void my ticket online?
A:
You can now void your ticket (for most
airlines) online up to two hours before
departure. Simply log into Egencia, navigate
to “My Trips” and click cancel next to the trip
you would like to void. Watch this short video
for step by step instructions. Please note
that there are times when the void cannot be
completed online and you will be prompted to
call a Travel Agent. This can occur when:
• There are multiple carriers on the ticket.
• A refund is due back to you or there is an
additional charge for the booking.
Q: Where does the change fee come
from when I switch my flight?
A: Change fees are charged by the airlines
and are not an Egencia fee. However if the
traveler contacts an agent to change the flight,
a Travel Agent assistance fee will be charged.
If flights are changed online with Egencia, no
additional fee from Egencia is charged.
Q: I hear flights may be canceled due
to weather issues, what should I do?
A: If you hear that flights may be canceled
due to weather or other issues, check the
airline website as it should be the most up
to date resource. You may consider booking
another flight for a later time or the next day
to make sure you are “protected” in case
your flight is canceled at the last minute. If
you do so and your flight is not canceled, you
can usually cancel the backup reservation
within 24 hours and prior to departure without
incurring a penalty. This is considered a void.
It is best to contact an agent either directly
or by email to make sure the cancelation is
processed in time to avoid any cancelation
penalties. Again, be sure to check the rules for
every flight you book. If you decide to push out
your existing flight, you can do so online up to
two hours before departure time.
Q: My passport is expired and I’m
flying internationally in a few days.
What should I do?
A:
There are regional passport centers that
can renew your passport for you onsite for an
expedited fee of $60. There is also an option
to renew your passport through overnight
delivery. CIBT also offers visa and passport
services.
Due to the unique situation of each traveler,
such as citizenship, Egencia Travel Agents
are not able to advise on the passport or visa
requirements for each traveler and destination.
We encourage travelers to familiarize themselves
with the regulations on the CIBT site.
Insider Travel Tips for Egencia Travelers
The Egencia experts
reveal useful tips on
booking airline tickets
and hotels.
© 2014 Egencia, LLC. All rights reserved. Expedia, Egencia, and the Egencia logo and Get Ahead are either
registered trademarks or trademarks of Expedia, Inc. in the U.S. and/or other countries. CST #2083922-50
Page 5
www.Egencia.com
Frequently Asked Questions
About Booking Hotels
Q: What are the advantages to
booking my hotel through Egencia
versus with the hotel directly?
A:
When you book on Egencia, we can
help locate you in case of emergency
during your business travels such as natural
disasters, airport closures, plane crashes,
terrorist attacks or strikes. By leveraging
travel data, Egencia can determine if you are
impacted by a travel incident and notify your
company of your whereabouts based on your
travel itinerary. This is an important first step
in bringing you home safely and keeping your
loved ones informed.
Please be aware that they are only able to
help find you for travel booked on Egencia.
Booking your hotel on Egencia can also
help your company’s bottom line. Egencia
clients enjoy hotel savings of 10-40% off of
standard hotel rates. Your Travel Manager
can also easily track your company’s full
spend at a particular hotel or hotel chain and
leverage this data to secure better rates and
additional amenities.
Q: What are the different types of
hotel rates on Egencia?
A: There are four types of rates available to
you:
• Company Negotiated Rates that your
company has secured with a hotel directly.
• Egencia Preferred Rates that Egencia has
secured with hotels are designed to meet the
needs of business travelers.
• Expedia Special Rates that Expedia has
secured for vacation travelers but can also
offer great last minute availability to business
travelers.
• Standard Rates that are publicly available
from the hotel directly, also called published
or rack rates. To learn more about these rate
types, check out this one page overview.
Frequently Asked Questions After
The Trip
Q: Where can I find my travel receipts?
A:
There are three ways to find your receipts:
• Egencia emails your receipts 24 hours
after the trip is complete for all travel expenses
when Egencia is the merchant of record,
including air tickets, transaction fees and many
hotels on Egencia. Learn more about receipt
emails from Egencia in this one page
overview.
• Receipts can also be found on your
Egencia site under “My Trips”.
• You can also see your receipts by clicking
“receipt” from the trip tools box on your
Egencia site. Please note that the receipt will
have the full trip cost including any Agent
assisted fees you may have. The itinerary will
only show your travel items.
Have another travel tip you’d like to see
covered? Contact us.
Insider Travel Tips for Egencia Travelers
The Egencia experts
reveal useful tips on
booking airline tickets
and hotels.
