This step is only required if you are booking non-employee travel in Egencia. You may skip this step if you are using a Designated Travel Agency, Direct Bill Hotel, or reimbursing self-booked guest travel.
Booking travel in Egencia for a non-employee guest consists of three steps:
Nonemployee guests are travelers who are visiting on IU-funded business. Below are examples of non-employee guests:
A Travel Arranger from the hosting department with the Travel Arranger role in Egencia should follow these steps to create and manage an Egencia guest profile.
A guest profile is required for each individual whose travel arrangements are booked in Egencia. Each guest profile expires 3 business days after the trip end date.
Follow these steps for each individual guest traveler.
Use the Non-Employee Travel worksheet to solicit information from the non-employee guest. The details you collect must match the guest's travel identification documents.
Use Secure Share to receive any traveler-specific information that is considered critical data.
Visit the Travel Support Form and select the following options:
Travel Management Services will notify you when the guest profile is ready to use and travel can be booked. The average time to complete a guest profile is 1 business day or less.
Visit Egencia and book lodging and/or airfare on behalf of the guest.
INDIANA UNIVERSITY
Financial Training & Communications
Cyber Infrastructure Building (CIB)
2709 E 10th St
Bloomington, IN 47408
Email: estc@iu.edu
