A new permission level in Egencia, known as the No Booker role, allows students to search for flights and lodging in Egencia, but not complete booking and payment. This can help Travel Arrangers to book students’ preferred reservations while reducing the back-and-forth involved in the process. Students must work through a departmental Travel Arranger to book and reconcile IU-prepaid travel.
Get to know the new role with some common questions below.
What can students do with the new permission level?
The “No booker” permission level allows travelers to log in, manage personal profile information, view itineraries and search/save reservations. Travelers assigned this permission level are unable to finalize reservations and require an arranger to finalize and purchase reservations on their behalf.
Who is assigned this role?
Students without any employee status are assigned this role upon account creation by Travel Management Services, and will need to have an arranger assigned to finalize any reservations. This Travel Arranger should also serve as the Chrome River delegate for the student travelers and submit any reconciliation or reimbursement reports on their behalf.
In what other scenarios can this permission level be used?
If a fiscal officer/department prefers their employee travelers use a departmental travel arranger to finalize and purchase reservations, the permission can be added to these travelers. The fiscal officer should submit a Travel Support Form for this request. Use the "Fiscal Officer or document approver - Approvers and Delegates - Something else" form topic. The form submission should include the traveler’s name and email address, plus the name and email address of the departmental travel arranger, when requesting this permission level for an employee account.
What if a student is also an IU employee while traveling on IU business?
Student employees can finalize and purchase their own reservations and do not require an arranger/delegate or the no booker role. Student employees are treated like employee travelers and have the same permissions and requirements as employees.
What if a student gets hired by IU but the “No booker” permission level is still assigned to their account?
Submit a Travel Support Form for assistance in updating your account. Use the "Traveler or Arranger - System Access - Update Egencia account details" form topic.