Travel

Management Services



Airline Online Reservations

Getting Started with Egencia

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If you had an account in Orbitz for Business, your profile has been migrated to the Egencia site. For security reasons, if you had a personal credit card or your passport information stored in your profile, please update this information in Egencia.

If you did not have an account in Orbitz for Business, contact Travel Management Services at travelbl@indiana.edu to request an account. Please include the following information:

  • Full name (first, middle, and last) - Make sure the name matches your passport or driver's license information
  • IU user name
  • IU email address
  • Role being requested (Traveler or arranger)

After your account has been created, you will receive a welcome email from Egencia that will include in following information:

  • How to gain access to your account
  • Instructions on how to set up your travel preferences
  • Instructions on how to download Egencia to your mobile app (optional)

IU has set up Single Sign-On access to Egencia so you will need to use the "Single Sign-On" button to access your account.

Contact Travel Management Services at travelbl@indiana.edu if you have trouble accessing your account.

Updating your Egencia Account Profile

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Egencia provides a Travel Profile for each user. In the profile you are able to enter and save Personal Information (name, address, phone, and passport), Payment Options (credit cards and unused tickets), Travel Preferences (preferred flight, hotel, and car vendors), Egencia On The Go (flight alerts and calendar sync settings), and Travel Arranging information (add travelers/arrangers). Completing your travel preference information is especially helpful if you have arrangers scheduling travel for you who may or may not be aware of your preferences.

If you were a travel arranger in Orbitz for Business, your OFB traveler list has been migrated to Egencia. It is recommended that you view your travelers (from your Travel Profile) to see if any updates need to be made. You can remove or add travelers as needed from your profile.

See the Travel Arrangers section below for more information.

IU Air Card

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For IU business travel, a Trip ID (for employee travel) or a Disbursement Voucher number (for non-employee travel) must be assigned prior to booking your reservation in Egencia.

Airfare expenses may be charged to the IU Air Card. This card will automatically be available to you as an option on the Egencia site when booking flights. Expenses charged to the IU Air Card will be paid by Indiana University and will appear on your travel reimbursement document as prepaid by IU. Please Note: Only airfare expenses can be charged to the IU Air Card. Hotel, rental car, and other expenses cannot be paid by this method.

Travel Arrangers

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Arranging for IU Employees:

If you are authorized to arrange travel for other IU travelers, you will be able to use Egencia on their behalf. Travelers have the option to assign travel arrangers from their profile screen, or you can request to have a traveler added to your traveler list on your Egencia Travel Profile. If you were a travel arranger in Orbitz for Business, your OFB traveler list has been migrated to Egencia. It is recommended that you view your travelers (from your Travel Profile) to see if any updates need to be made. You can remove or add travelers as needed from your profile.

Please Note: Travelers and arrangers must have a registered account with Egencia before any reservations can be made.

Arranging for IU students and Non-IU employees:

If you arranged travel for non-IU travelers in Orbitz for Business, you have been assigned a Guest Account that you will need to use to make nonemployee reservations. The Guest Account can be accessed from your Travel Profile (by selecting "My travelers" in the Travel Arranging & Approval section) or selected from the "Choose a traveler" menu on a Book page (Flights, Hotels, Trains, Cars).

If you need to be assigned a Guest Account to make travel arrangements for IU students and Non-IU employees, please contact Travel Management Services at travelbl@indiana.edu to request the account. Please include your department code (or department name) in your request.

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Travel Management Services

400 East 7th Street Poplars 613 Bloomington, Indiana 47405

Phone: 812.855.2873 · Fax: 812.855.8866

Email: travelbl@iu.edu