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_at_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_at_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 drivers 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_at_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 in to 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, youll need
to click the Target Your Search box. 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

• 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

Click on the My Trips button
15
Egencia continued
Here youll 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 dont, 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
  individuals departure date. Depending on the
  method of delivery chosen, the check may be
  mailed directly to the individuals 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
  individuals 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 Deposit
  option, 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 employees return date and sent to
  Justin Padden in the Controllers 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_at_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
  Controllers office will call your extension when
  it is ready to be picked up from the Cashiers
  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 buyers 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 travelers 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 travelers 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
  Controllers 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_at_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
  Controllers 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.