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 Traveler account, submit a Travel Support Form by choosing the following options:
- I currently work with Indiana University as a… Traveler or Arranger
- I need help with: System Access
- Choose a topic: Request Egencia Access for Yourself
You will be prompted to provide the following:
- Traveler full name (first, middle, and last) as listed on travel identification
- Traveler’s IU username
- Traveler’s role at IU: Faculty, Student, Staff
After your account is created, the IU employee traveler 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
Travel Arrangers book travel on behalf of IU employee and non-employee travelers. To request an Arranger account, submit a Travel Support Form by choosing the following options:
- I currently work with Indiana University as a… Traveler or Arranger
- I need help with: System Access
- Choose a topic: Egencia Access for Travel Arrangers and Approvers
You will be prompted to provide the following:
- Arranger information:
- IU username
- Traveler information:
- If requesting new traveler account
- IU email address
- 10-digit IU Employee number
- Full name (first, middle, and last) as listed on travel identification
- Traveler’s role at IU: Faculty, Student, Staff
- If requesting access to existing traveler account
- Full name (first, middle, and last) as listed on travel identification
- IU email address
- If requesting new traveler account
If your traveler already has an Egencia account and you need Arranger access to it, you can manage this access yourself. 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 booking airfare or lodging in Egencia for a non-employee guest will need to request guest traveler profiles for each individual guest. The non-employee guest will not access Egencia themselves; instead, the Travel Arranger must make reservations on their behalf. Guest profiles expire shortly after the trip ends.
To learn about collecting non-employee personal information, follow the steps on the Non-employee Guest Travelers in Egencia page.
To request a guest profile, submit a Travel Support Form by selecting the following options:
- I currently work with Indiana University as a… Traveler or Arranger
- I need help with: Non-Employee/Non-Student Traveler
- Choose a topic: Request an Egencia Guest Profile
Travel will notify you when the guest account is ready to use.