FAQ of the Month: Egencia & eWallet Excellence

You’re a travel arranger tasked with booking airfare or lodging in Egencia. Before you start, ask yourself these four questions to ensure a smooth trip for the traveler and a streamlined reconciliation process for you!

Do you have the travel arranger role in Egencia?

First, check that you have the travel arranger role in Egencia by logging in via the One.IU task tile and reviewing the landing page. Users with the travel arranger role have a traveler search field near the top of the page, as pictured below.

If you do not have this search, contact Travel Management Services and request the travel arranger role in Egencia.

Can you book on the traveler’s behalf?

Once you have the travel arranger role, you must have access to the traveler’s Egencia account to book their travel. Follow the steps outlined on the Manage your Egencia Travelers page to add or remove Egencia travelers. If you cannot locate the traveler in Egencia, you may need to request a traveler account on their behalf.

For IU staff travel you must have access to their individual Egencia profile. For nonemployee guest travel, you must have a guest account in place. The guide linked above demonstrates how to verify all these pieces are in place.

Have you selected the right traveler in Egencia?

IU employee travel should always be booked in the traveler’s name. Ensure you’ve selected the IU staff person’s name from the traveler search, pictured below, before booking. Never use a guest account to book travel for an IU employee.

When booking travel on behalf of a nonemployee guest, select “GUEST, [your name]” when searching for travel accommodations.

This is an extremely important step! What is selected here drives where credit card charges land in Chrome River.

Do you have access to the traveler’s eWallet in Chrome River?

Travel booked in Egencia must be reconciled in Chrome River within Accountable Plan guidelines.

For IU staff travel, credit card charges land in the eWallet of the traveler. In the case of nonemployee travel, charges land in the travel arranger’s eWallet.

If you are responsible for reconciling travel on behalf on an IU staff member, you must be setup as their Chrome River delegate. Egencia travel arranger access does not carry over to Chrome River. Visit the Chrome River Roles and Access page to learn more about delegate access and how to request it.

In the case of nonemployee travel, you will reconcile credit card charges from your own Chrome River account using a Nonemployee/Nonstudent Travel report. Remember to setup your nonemployee traveler in BUY.IU so you can include their information on the Nonemployee Travel report.