Egencia is IU’s self-service online travel booking tool. Travel may be prepaid by IU using a payment method known as the ghost card. Paying with the ghost card helps alleviate the financial burden on travelers.
Egencia accounts are manually created and managed by Travel Management Services. This page explains the different roles available in Egencia and how to request them.
The table below describes the three types of Egencia accounts.
| Account type | Who needs it? |
|---|---|
| Traveler | IU employees booking their own travel. |
| Arranger | Travel Arrangers. Staff who will book travel on behalf of IU employees, students, or nonemployee guests. |
| Guest | Nonemployee guests who will have travel booked through Egencia. Requested by the Travel Arranger. |
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Request a Traveler Account
To request an Egencia account, email travel@iu.edu with the subject line “Egencia Account” and the following information in the body of the email:
- Role being requested (Traveler).
- Full name (first, middle, and last). Must exactly match passport or driver’s license information.
- 10-digit IU Employee number.
- IU email address.
After your account is created, you will receive a welcome email from Egencia. Click the Single Sign-On button in the email to access your account or use the Egencia task tile in One.IU.
Request an Arranger Account
An Arranger account is used in conjunction with Traveler and Guest accounts to book travel on behalf of others. To request an Arranger account, email travel@iu.edu with the subject line “Egencia Account” and the following information in the body of the email:
- Role being requested (Arranger).
- Full name (first, middle, and last). Must exactly match passport or driver’s license information.
- 10-digit IU Employee number.
- IU email address.
Each Traveler the Arranger needs access to must also have an active Egencia account. Request the Traveler accounts at the same time or visit the Manage your Egencia Travelers page to learn how to add and remove travelers in Egencia.
After your account is created, you will receive a welcome email from Egencia. Click the Single Sign-On button in the email to access your account or use the Egencia task tile in One.IU.
Request a Guest Profile
Travel Arrangers planning to book airfare or lodging for a nonemployee guest in Egencia will need to create a guest traveler profile for each individual guest. The nonemployee guest will not have access to use Egencia themselves; instead, the Travel Arranger must make reservations on their behalf.
Guest profiles appear in the Travel Arranger’s traveler list in Egencia alongside all other travelers the Arranger manages, and expire shortly after the trip ends.
To create a guest profile, follow the steps on the Nonemployee Guest Travelers in Egencia page. Travel will notify you when the guest account is ready to use.