Travel

Management Services



Airline Online Reservations

Getting Started with Egencia

top↑

If you had an account in Orbitz for Business, your profile may been migrated to the Egencia site. If you have trouble logging in to your Egencia account, a profile may need to be created for you (see below for further instructions).

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, or did and are having trouble logging in to Egencia now, 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

top↑

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 may have 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

top↑

For IU business travel, a TEM Doc # (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.

If the traveler is taking personal time during the trip at a location unrelated to IU business, you may not use the IU Air Card in Egencia to pay for it. Personal expenses should never be billed to IU.

Travel Arrangers

top↑

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 may have been migrated to Egencia. If it has not, you will need to rebuild it, either through adding your travelers or requesting that they add you. 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 may 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.

Home | Traveling | Discounts | Policies | Resources | About | Contact

News | Sitemap | FAQ


Travel Management Services

400 East 7th Street Poplars 613 Bloomington, Indiana 47405

Phone: 812.855.2873 · Fax: 812.855.8866

Email: travelbl@iu.edu