Gonzaga University Travel

1. Gonzaga University Travel Airfare Lodging Ground Transportation

2. Airfare Currently, the university uses two vendors for airfare: Travel Leaders and Egencia Corporate Travel.

3. Travel Leaders • Travel Leaders is a travel agency with offices located in Spokane. Their phone number is 509-327-8749. • To make flight arrangements using this vendor, call the above number. Any of their travel agents can help you book a flight. Once you have provided Travel Leaders with your flight information, they will hold your itinerary until you call back with a Gonzaga University purchase order number. • To obtain a purchase order number, please email or fax a purchase requisition to Lindsey Ross in Purchasing. Her fax number is 509-313-5953. Her email address is rossl@plant.gonzaga.edu • Upon receipt of your requisition, a PO # will be issued. Purchasing realizes that travel is time sensitive. Purchase order numbers for airfare are given to the requested person ASAP. We will try to provide you with a PO # the same day the requistion is submitted. If you have an emergency, please contact Lindsey at ext. 5649. • Travel Leaders does charge a $35 booking fee for each flight. They are a great vendor to use when booking international travel or group flights.

4. Egencia Corporate Travel • Egencia Corporate Travel is a travel website that allows departments to book their own airfare using numerous airlines, including Southwest. • Their web address is www.egencia.com • To log onto Egencia, you will need to obtain a username and password. Please contact Lindsey Ross in Purchasing at 509-313-5649 or at rossl@plant.gonzaga.edu to do this. Be ready to provide the exact spelling of the names for the individuals that you would like to make flight arrangements for (their name should appear exactly as it does on their driver’s license) as well as their email address. You will be set up either as an arranger (giving you the ability to arrange flights for others as well as yourself) or as a traveler (meaning you can only arrange flights for yourself). • If you are making flight arrangements for a non-GU employee, let Lindsey know. Egencia has an option for guest accounts.

5. Egencia continued… Egencia will allow you to book your flights and save them until you can obtain a purchase order number. To obtain a purchase order number, please email or fax a purchase requisition to Lindsey Ross in Purchasing. Her fax number is 509-313-5953. Her email address is rossl@plant.gonzaga.edu Upon receipt of your requisition, a PO # will be issued. Again, Purchasing realizes that travel is time sensitive. Purchase order numbers for airfare are given to the requested person ASAP. We will try to provide you with the PO# the same day the requistion is submitted. If you have an emergency, please contact Lindsey at 509-313-5649. You will need to enter your purchase order number as well as your budget information in the 2nd to last screen before completing your arrangements on Egencia. If you decide to cancel your flight, you will not be refunded for the entire cost. However, you will receive a credit that you can apply towards another flight.

6. Screen by Screen Tutorial for Booking Airfare through Egencia This should be the sign –in screen for egencia.com. Enter your username and password and click Sign into access the website.

7. In this screen, you can choose your departure and arrival destinations as well as your travel dates and airline preference

8. Booking Southwest flights using Egencia If you want to book using Southwest, you’ll need to click the Target Your Searchbox. This will show you a drop-down menu. Click the box for Southwest Airlines and then click Search for flights.

9. This screen shows you all the available flights. It also selects the “best value flight” meaning this flight has the most convenient time arrangements , layovers and price. Click on Select to choose one of the flights.

10. Here you can select a refundable or nonrefundable flight. Nonrefundable flights are much cheaper and preferred. Make sure to agree to the terms and conditions at the bottom of the page before continuing with your booking

11. In this screen you will put the contact numbers for this flight. You may also choose to pick your own seat or let Egencia do it for you. You may also use your own frequent flyer miles. You MUST include the fund, ORG, Account and PO number in order to book your flight. Then, hit Continue.

12. Here you can pick your seats for each flight. The seats in orange are the seats available. You can skip the seat pinpointer if you choose and Egencia will pick the the seats for you. Choose Skip the Seat Pinpointer and continue booking option to do this.

13. This screen provides you with a summary of your flight arrangements. Select Complete this purchase to finalize your booking. You can also save your trip for later. Just select Cancel booking and save trip for later.

14. Egencia continued… Click on the My Tripsbutton If you decide to cancel your flight, you will not be refunded for the entire cost. However, you will receive a credit that you can apply towards another flight. To view all your trips (cancelled, completed and pending) follow these instructions:

15. Egencia continued… Here you’ll see your list of trips. You can also search your transaction history by date. This is where your saved trips will be.

16. Lodging Making Travel Accommodations in and outside Spokane, WA

17. Lodging in Spokane If you are making travel arrangements for an individual who will be staying in Spokane, there are several hotels that will accept University purchase orders - Red Lion River Inn (509-326-5577) - Red Lion at the Park (509-326-8000) - Oxford Suites (509-353-9000) - Marriott (509-456-7600) - The Davenport (509-455-8888) - Hotel Lusso (509-747-9750) - Travel Lodge (509-623-9727) - Holiday Inn Express (509-328-8505) - Doubletree Hotel (509-455-9600) When you call any of these hotels, make sure you mention that you are calling from Gonzaga. If you don’t, you will more than likely be transferred to their 1-800 line and those customer service reps will not be able to help you.

18. Lodging in Spokane continued… The provided list of hotels will allow you to make a reservation for Gonzaga University. They will hold it until they receive a purchase order number and for up to 24 hours. After making your reservation, fax or email a purchase requisition to Lindsey Ross in Purchasing. Make sure to include the name(s) of the individual(s) staying at the hotel, the arrival and departure dates as well as the confirmation number. A purchase order will be completed ASAP and a copy of it will be faxed to the designated hotel. You will also be emailed the PO # and notified that it has been faxed.

19. Lodging Arrangements Outside Spokane There are several ways to pay for lodging outside of Spokane - Cash Advance Request - Reimbursement Request - Check or credit card payment

20. Cash Advance This is probably your best option when it comes to making lodging arrangements outside of Spokane. A Cash Advance Request allows the allocated funds for your stay to be either deposited directly into your personal bank account or for a check to be cut in your name for the amount of your lodging arrangements before your leave.

21. Cash Advance Continued… To use the Cash Advance option, please follow these instructions: Complete the Employee/Student Advance Request form at least one month before your departure date and submit this form to Linda Sue McClure in Accounts Payable. Please mail forms to AD 81, fax to x6800 or hand deliver to Accounts Payable in the Plant Services Building. A check will be cut 2 weeks prior to the individual’s departure date. Depending on the method of delivery chosen, the check may be mailed directly to the individual’s home or GU/MSC box. -If a check is cut, it will be made out to the individual staying at the hotel. It will NOT be made out to the hotel itself. It is the individual’s responsibility to deposit the check into their personal checking, saving or credit card account so that they can pay the hotel for their stay. If the individual chooses the ACH Direct Depositoption, they must make sure they have filed an Accounts Payable Direct Deposit – Gonzaga Community form at least one month prior to his or her departure date. -Once the bank has confirmed/approved the direct deposit accounting, deposits can be made to the account on file. Pending bank approval, the individual will receive their lodging deposit two weeks prior to his or her departure date.

22. Cash Advance Continued… An expense report form must be filed within 15 days of the employee’s return date and sent to Justin Padden in the Controller’s Office. Original receipts /confirmations from the hotel should be included in the expense report. Often, when you make reservations, hotels will require a credit card number to hold the room or pay a deposit. If you would like the room held on a university credit card or if your stay requires a deposit, please contact Lindsey Ross in Purchasing rossl@plant.gonzaga.edu or x5649. She can help you with this process. PLEASE REMEMBER TO INCLUDE TAX in your total request amount. Hotel tax rates vary all over the US and the world. Some hotels also have special fees you must pay. Always ask the hotel if tax and miscellaneous fees are included in the total they give you. If the total you are provided with is a perfectly rounded number, this is a good indication that these charges have not been included.

23. Reimbursement Request If you wish to use this option, you will be responsible for paying for your stay with your own funds prior and during your stay. Upon returning you will need to fill out a Reimbursement Request form, attach original receipts and return it to Linda Sue McClure in Accounts Payable. Once your form has gone through the approval process, you will be reimbursed for your expense(s) by the method you choose.

24. Check or Credit Card Payment This option allows purchasing to process your travel arrangements. Fax or email a requisition to Lindsey Ross. Please include the complete address for the hotel, the phone number, the name of the guest and the arrival and departure dates. If you are to receive a special room rate due to a conference or other event, be sure to note this on the requisition. Your room reservation will be made by Purchasing and held under a university credit card. Closer to your departure date, a check will be issued, in the name of the hotel, that you can take with you to pay for your stay. The Controller’s office will call your extension when it is ready to be picked up from the Cashier’s window.

25. Check or Credit Card Payment Continued… • However, be warned that there are some complications with this option: • Many hotels are no longer accepting checks as a method of payment. • If Purchasing runs into a problem like this, we will try to pay for this using our credit cards. However, this presents its own set of problems. Often, hotels will require the holder of the credit card to fax over personal i.d. for verification. Purchasing personnel WILL NOT send this information. Refusal to submit this identification can result in the hotel not accepting the buyer’s credit card as a form of payment. For this reason, it is IMPERATIVE that lodging requests are sent to Purchasing at least 1 month in advance. If the above method does not work, an alternative route will need to be used (usually a cash advance).

26. Ground Transportation There are several available options for traveling by ground in or outside of Spokane.

27. Ground Transportation Continued… If you are traveling with a small group and will be within 30 miles of Spokane, the University has vans available for your use. Call Customer Service at 509-323-5656 to make arrangements. If you are traveling with smaller groups more than 30 miles outside of Spokane, you can rent vehicles at the following locations: -Dollar Rent A Car (509-462-4981) - Enterprise Rent A Car (509-328-0173) - Thrifty Car Rental (509-838-8223) These vendors will accept University purchase orders. To request a PO, please send your requisition to Purchasing. Include the dates of travel as well as what the travel is for. Please note that rental of 12-15 passenger vans is not approved. You will need to rent standard vehicles or mini-vans only. Depending on the type of vehicle, a SUV may be acceptable as many of these are now the equivalent of mini-vans from a wheel base standpoint. Make sure that you rent the vehicle in the name of The Corporation of Gonzaga University. Do not EVER rent any vehicle in the traveler’s name. Should the automobile be rented in the name of the individual and not the University, insurance coverage is NOT automatic.

28. Ground Transportation Continued… • If you are traveling with a large group, there are several vendors that you may use for bus transportation • Laidlaw Transit (509-482-7270) • Alpha Omega Tours and Charters (509-299-5595) www.alphaomegatoursandcharters.com • Silver Eagle Charters (509-487-6903) • Northwestern Stage Lines (509-838-4029) Each of these vendors will accept a University purchase order. You will need to call them in order to make your travel arrangements. Note that if you are staying overnight, you will more than likely have to make and pay for lodging arrangements for the bus driver.

29. Ground Transportation continued… If you need to make reservations for only one or two individuals and you will be departing or traveling within Spokane, these vendors can help you with your arrangements: -Dollar Rent A Car (509-462-4981) - Enterprise Rent A Car (509-328-0173) - Thrifty Car Rental (509-838-8223) As mentioned before, these vendors accept university purchase orders. You will need to call and make your own reservation arrangements with them. Make sure that you rent the vehicle in the of The Corporation of Gonzaga University. Do not EVER rent any vehicle in the traveler’s name. Should the automobile be rented in the name of the individual and not the University, insurance coverage is NOT automatic.

30. Ground Transportation Continued… If you need to make arrangements outside of Spokane, you will need to check out a Budget Rent-A-Car card from Justin Padden in the Controller’s office. With this card you can make your travel arrangements and also pay for them. You can make arrangements using the corporate website www.budget.com/corporate, calling 1-800-582-9791 or emailing corphelp@budgetgroup.com. You will be asked to present your card for payment upon returning the vehicle. If there is not a complimentary shuttle service provided for you and you wish to use this as your means for transportation, contact Lindsey Ross in Purchasing and she will help you with these arrangements.

31. Ground Transportation Continued If you wish to use an advance to pay for your transportation, you will need to submit the Advance Request form at least 15 working days before your trip. This form needs to be turned into Linda Sue McClure in Accounts Payable. You will need to complete an expense report form within 15 days after you return from your trip and turn it into Justin Padden in the Controller’s Office If you wish to be reimbursed for your ground transportation, you will need to submit a Reimbursement Request form. Attach all your original receipts. Mileage will not be reimbursed for more than .585 per mile.