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Egencia Travel Guidelines

Please read this entire page for a clear understanding of how you should use the Egencia on-line site to make your travel arrangements.

When am I eligible to utilize the online travel service that Egencia provides for SCA?

Your SCA contact will notify you when you are eligible for SCA-paid travel to/from training and/or to/from your program site.

When is the best time to book my travel on-line with Egencia?

We suggest booking your travel on-line Monday through Friday, 8:30am-5pm (until 3pm is best on Friday) EST, as soon as possible after selection. This will enable your supervisor to approve your itinerary quickly and help keep down the cost of your ticket.

How do I get to the Egencia website?

Please click here to go to the Egencia website, then Create an Egencia User Account. Fill out the traveler profile, filling out all of the mandatory fields. Please be sure the name used in the traveler profile matches the name on your photo ID.

Fill in your first and last name.
Create an Egencia user name- first initial of first name and last name (jdoe)
Supply your email address.
Enter your reason for travel (internship).
Select your Traveler Group (General Travel Group). If you know your Program Representative's name, please select appropriate name (ex. TRamirez Interns).
Where it says Select your Department, please skip. SCA will enter this information.
At bottom of page Click to create this account.
Once your registration is approved you will recieve an email that will provide detailed steps to return to Egencia and book your travel. Keep this email for important additional help and 24/7 assistance phone numbers and links.
If you want to book your travel with Southwest Airlines, please click on Southwest Booking Guidelines.
You MUST select an approver to finalize your flight itinerary. Your approver is your Program Representative at SCA. If you do not know who that person is, please use Cynthia Bevacqua as your approver.
After you create your air travel itinerary, your Program Representative will approve it and you will receive a confirmation email that your air travel has been booked.
Note: Due to higher flight prices, interns traveling to Alaska or Hawaii will be allowed to book flights that exceed the $650 travel budget.

How do I pay for my travel?

If you have been authorized to log-on to the Egencia website, SCA has made previous arrangements to pay for your air travel.

If SCA is paying for this travel, then they will also pay the associated booking fee. If you are paying for all or a portion of your travel to/from your site, (again, as outlined by your SCA contact), then you should use your own credit card for payment. Any reimbursement (if applicable) would be made after the travel expense has been submitted to SCA. If you are paying for your travel, then you will be responsible for paying the associated booking fee.

If you decline your Internship position after SCA has purchased your round trip travel, you may be required to return funds expended on your behalf.