Welcome Aboard Egencia

The Egencia site is located here: http://www.egencia.com. Please bookmark this link for easy reference. For security purposes you will be prompted to change your password, upon log-in.

Watch this four minute video to learn how to maximize your Egencia profile for faster booking.

Please review your complete profile to ensure information and preferences are up to date by clicking My Profile (appearing at the top of every page).

• Personal Information: Enter your contact information, emergency contact and TSA Secure Flight data. Change your e-mail address at any time, select HTML or text formatting; indicate if you would like to receive business-pertinent news from Egencia.
• Payment Options: If your company requires that you use a credit card for any purchases, store your corporate credit card and billing address. For security purposes, the billing address must match your credit card statement exactly or the site will not allow you to store the card.
• Travel Preferences: Specify your flight, hotel and car preferences - including frequent flyer information and home airport
• Egencia On the Go: Sign up to receive alerts about flight status, gate changes and delays via e-mail, voice phone or text or enable calendar synch to stay on top of your latest travel information right from your calendar.
• Travel Arranging & Approval: Allow colleagues to book travel on your behalf

If your company uses central billing, the following information will not apply for you. For security purposes, you will need to update your credit card information.

Easy access to your stored credit card
When adding your credit card to your profile, add the last 4 digits of your credit card to the card description. The next time you use your credit card for a travel purchase, you will only need to provide the last four digits of your card which will be easily accessible.

Egencia On the Go Mobile Trip Alerts: Flight status alerts sent right to your mobileKeep on top of the latest information impacting your business travel, including flight delays and gate changes with mobile trip alerts.

How to Set Up Your Trip Alerts

1. On the Profile overview page locate Egencia on the Go and click on Flight alerts. From here, click Add Contact.

2. Type in the name of the contact and then select the preferred delivery method. Options include e-mail, voice mail or mobile text message. You can create up to eight contacts and a communication preference for each. There is a maximum of two voice contacts.

3. You can then select which of the seven alerts you would like for each contact to receive. Click Add Contact and you are ready to hit the road.

4. Click Add Contact and you are ready to hit the road.

Up-to-date travel information synchronized with your calendar: easily manage your travel alongside other business appointments.

How to Set Up Calendar Synchronization

1. On the Profile overview page locate Egencia on the Go and click on Calendar Synch Settings.

2. Check the box to have calendar sync emails sent to you and click Save Settings.

The Transportation Security Administration (TSA) Secure Flight program is now in effect for all US domestic airlines. To ensure you have a smooth travel experience, Egencia automatically transmits your Secure Flight Program Data to the airlines. To protect your privacy, all data (excluding the name field) will be masked when a colleague is arranging travel on your behalf.

It is important to note that a travelers full name on their Egencia profile should match their name exactly as it appears on the government-issued identification card he or she plans to use when traveling. For example if a driver's license is issued to John E. Doe, the name on their Egencia Profile should not be listed as John Edward Doe. This will ensure that the name on the itinerary matches their ID at check-in. . Also, to continue to earn credit on your air, car and hotel loyalty programs, update your name with these programs to match your ID.

How to Update Your TSA Secure Flight Data

1. On the Profile overview page locate Personal Information and click on TSA Secure Flight.

2. Enter your full name (as it appears on your ID), gender and date of birth and click Save Settings.

Seasoned business travelers know that the right seat selection can make the difference between four hours of productivity or four hours of aviation agony in a non-reclining middle seat. Here are a few tips to find the best seat on your next flight:

Designate Your Status in Your Profile to View Preferred Seating
It's important to specify your status tier in addition to your frequent flyer number within your Egencia profile. For example, select Delta Gold Medallion rather than Delta SkyMiles, from the drop down menu. Otherwise the preferred seating options will show as not available to you.

1. On the Profile overview page locate Travel Preferences and click on Frequent traveler accounts.

2. Select the appropriate program, such as Delta Gold Medallion.

3. Indicate if you have access to preferred seating by checking the box.

4. Click Add Frequent Flyer Account to save your changes.

Leverage SeatGuru to Find the Best Seat
To access SeatGuru content within the Egencia site, click the "seat availability" link under each flight search result.
In the seat map view, look for symbols indicating where reviews are available and if the seat has been reviewed with a good, poor or mixed rating. When you mouse over the seat, a pop-up window will provide seat specific information such as power source availability, video configuration and seat reviews from fellow travelers.

Watch this 4 minute video to learn how to use flight search filters to find the best flight faster.

Filters are displayed next to flight results:

• Airlines
• Departure time
• Stops
• Nearby airports
• Connection cities

Exchanging tickets on line with Egencia is easy.

1. Open the itinerary you would like to change and select the change this flight option.

2. Select a new flight option.

3. Review your cost summary. When a credit is due, you will be directed to call an Egencia Travel Consultant to complete the transaction.

You can view your unused tickets in the unused ticket panel on your Egencia site.

If you have unused tickets, you will be asked if you would like to redeem them when purchasing a new flight.

A reservation may be held until midnight (PT) the day after your reservation is completed. Please note that pricing may fluctuate until the ticket is purchased.

If the carrier allows, tickets can be cancelled with no fee by midnight the day after booking.

We want you to be able to focus on your business, not your business travel. You should feel confident that you're getting the best rate for your company at Egencia. Since actions do speak louder than words, Egencia has created the Flight Price Guarantee. If you find a lower fare for flights booked through Egencia, we will cancel the flight you booked and rebook you on the less expensive flight for no charge. If there's no availability on the cheaper flight, we will refund the difference. Learn more about Egencia's Flight Price Guarantee here.

Egencia Online is able to make both domestic and international reservations. For more complex international travel containing five or more destinations, or travel to Asia, Africa or the Middle East, contact an Egencia Travel Consultant for assistance.

Traveler-friendly tools make collaborating with fellow travelers, easy, efficient and fun. The time-saving, trip-sharing and organizational tools for arrangers and travelers enable the reviewing, sharing, and coordinating of complex and small group trips.

Trip collaboration tools keep the lines of communication open for group travelers, allowing you to:

• Add travelers
• View itinerary details
• Share notes
• E-mail travelers
• Copy items or entire trips

To create a group trip, click the invite others link from your itinerary.

The e-mail invitation to your colleague can be customized.

Once travelers have been added to a trip, you can view the group from your itinerary.

Seat Pinpointer displays the location of fellow travelers on the aircraft’s seat map, if travelers are on a shared group itinerary and on the same flight.

When booking a hotel with Egencia, you can choose from four different types of hotels.

	Negotiated Rates	Egencia Preferred Rates (EPRs)	Expedia Special Rates (ESRs)	Published/Rack Rates
Rate Description	Some companies secure rates directly with hotels	Designed to meet the needs of the business traveler	Great option for last minute booking	Standard hotel rates
Hotel Receipt	Room, tax and incidental receipt provided by Hotel	Room and tax receipt available on your Egencia site - receipt from hotel only for incidentals	Room and tax receipt available on your Egencia site - receipt from hotel only for incidentals	Room, tax and incidental receipt provided by Hotel
Payment Options	Credit card charged at check-out	Credit card used to guarantee reservation charged the morning of check-in	Credit card used to guarantee reservation charged the morning of check-in	Credit card charged at check-out
Hotel cancellation window to avoid charge	Usually 24 hours prior to check-in *	90% allow cancellation until check-in, 10% require 24 hours	24-72 hours prior to check-in	Varies by hotel *
Loyalty points eligible	Varies	Yes	No	Yes
Cancellation charge before check-in within hotel cancellation window	Varies by hotel *	No greater than one night's stay and tax	In some cases full balance	Varies by hotel*
Negotiated amenities	Yes check with hotel at check-in	Yes (i.e. complimentary parking, internet, breakfast)	Yes	No
Purchase restrictions	No	No	Sometimes	No
Icon/map marker in Egencia search results
*Please reference specific rules and restrictions when booking. To learn more about your hotel options on Egencia, view this one page guide.

It is possible to search for hotels based on their proximity to a U.S. address or airport. Under the hotel search, click the radio button for Airport or Address and fill in the appropriate information:

This will return hotel results near the address or airport you selected, with the first result being the closest hotel. The map on the right will show each hotel in relation to your address or airport.

You can further filter your results using the drop down menu at the top left. Your search results will be reordered based on your new search criteria.

You can also quickly identify hotel options to meet your needs by leveraging the amenities filter.

Select the amenities you require (such as high-speed internet or business services) and click apply. Your search results will be refreshed to only show the properties that offer the desired amenities.

A "destinations" tab is available in the navigation bar where you can read city guides for the United States, Canada and Australia.

You can also see traveler opinions from TripAdvisor integrated into your hotel search.

Clicking the reviews link opens a new window with an overall hotel ranking, traveler reviews and links to further information about the hotel.

Begin by selecting the Cars Tab. Select Rental Car or Towncar/Limo (if applicable). Specify your pick-up and drop-off locations and dates. You can target your search by car class or car rental company.

Most of the time you will pay for the car rental and obtain your receipt at the car rental location, when returning your rental car. In some cases, such as low inventory or premium car rentals, car vendors will require a credit card when making a reservation.

If your company has agreements with particular car rental partners, these rates will be marked with the gold medal. Negotiated rates are identified with the handshake symbol.

To locate special rental car equipment options, such as navigational equipment, click the show special equipment link. Please note that requests for navigational equipment do not guarantee that the car rental provider will have it available.

Begin by selecting the Trains Tab either on your Egencia homepage or from the top navigational link.

If you do not see a trains tab on your Egencia site, please contact your company's Travel Manager to enable this feature.

Mouse over the Train search tips information link to access helpful information for popular Amtrak train station searches.

Search for a train station by city, train station name, or by 3-character station code (NYP).

A train search on Egencia will show up to the full day's schedule of available Amtrak trains on a single screen.

• Easier and quicker versus having to click through multiple pages of Amtrak results to find the train you want.
• For example, Amtrak.com returns only 10 options per page. To see more options, an Amtrak.com user would need to perform up to 4 additional clicks for a one-way trip and up to 8 for a roundtrip booking.
  
  
• You can also quickly compare different classes of service, such as coach vs. business class


• Trains can be booked up to 15 minutes prior to departure.
• Please note, if you company has an Amtrak negotiated rate agreement, this rate will show on the final check-out page (not the search or summary pages).

The "print view" of your Trains itinerary features Amtrak's Quik-Trak barcode. Travelers can scan this barcode at Amtrak station kiosks to quickly print their tickets without waiting in line.

You can store your Amtrak Guest Rewards Number within your Egencia Profile under Traveler Preferences>Frequent Traveler Accounts (see "Getting Started with Egencia" section above, #2 for more information).

For more information about booking train travel, download the Amtrak Quick Reference Guide (PDF).