Egencia Instructions

Online Travel Services -- Egencia Guidelines and Instructions

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

In order to provide greater efficiency and convenience for Amtrak travelers, Egencia is pleased to announce the Amtrak online booking functionality on our site, effective as of April 27, 2011. You can now enjoy a more efficient Amtrak booking process as well as faster boarding with Amtrak's convenient barcode right on the Egencia itinerary.

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?

Click here -> visit Egencia.

This link will take you to the Egencia website and 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 SCA representative's name, please select appropriate name (MStefancic members).
• Skip the Select your Department question, SCA will enter this information.
• At the bottom of the page Click to Create this Account.
• Once your registration is approved you will receive 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 read attached Southwest Booking Guidelines at the bottom of this page.
• You MUST select an approver to finalize your flight itinerary. Your approver is your SCA representative. If you do not know who that person is, please use Michelle Nyblom as your approver.
• After you create your air travel itinerary, your 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.

Who do I call at Egencia in the event I have travel problems?

The phone numbers to call at Egencia for an agent to assist you with any travel problems are
1(866)397-2677 or 1(702)939-2530.