Egencia is Lesley’s preferred partner for booking travel, and all university travel contracts are loaded into Egencia's system.
Lesley employees who are traveling to conduct university business should use Egencia to make reservations for:
- Air travel
- Car rentals
- Rail travel
Egencia offers Egencia Preferred Rates (EPR) and Expedia Special Rates (ESR) that allow us to book hotels nationwide for a discount. These are billed directly to the university. Lesley has direct bill accounts with Avis, Herz, Enterprise, and National car rental companies.
Before traveling or making travel arrangements, review the university's travel policies.
Create a Traveler Profile
To register and begin using Egencia, you'll need to establish a traveler profile.
- Contact firstname.lastname@example.org to set up a profile.
- Once your access has been approved, you'll get an email containing your username and temporary password.
Your Egencia travel profile contains contact information, your travel preferences, and TSA Secure Flight data. Make sure that all of the information contained in your profile is current.
Become a Traveler Arranger
Egencia allows you to make travel arrangements for other members of your department.
Contact email@example.com or at 617.349.8179 to become a travel arranger. Once you have been designated as a travel arranger and you have created your traveler list, you can book travel for these individuals by selecting their name from the drop-down box on the "Book Travel" module on the Egencia website.
Egencia's online booking tool enables travel arrangers to use Guest Accounts to make travel arrangements for guests visiting Lesley. Guests are visitors who are not employees and might include job candidates, speakers, athletic recruits, among others. Contact Procurement at firstname.lastname@example.org or at ext. 8179 to set up a Guest Account.
Book Travel & Get Assistance
After your have a traveler profile, you can begin booking travel. Go to http://www.egencia.com to make air, car, hotel, or rail reservations.
If you need help using the online tool, you can get travel training in person or online. Contact Procurement Services to arrange a 30-minute training session. You can also review the online Egencia Resource Center.
While we'd like to see all reservations made online, there are times when you may require agent assistance. For Egencia agent-assisted travel, or help using the online tool, call 1.877.814.5057 toll free.
Booking Travel and Getting Approval
Egencia's features will be familiar to those who have booked travel online. When searching for flights, Egencia displays fares sorted by price, lowest to highest. Lesley University policy requires travelers to be prudent and exercise good judgment when incurring travel costs.
- The traveler or travel arranger makes a travel reservation via Egencia, the university's designated travel agency.
Make your travel arrangements Monday through Thursday, 8:00 am–4:00 pm, or Fridays, 8:00 am–1:00 pm. While the Egencia system is available 24/7/365, the university requires review and approval of all trips. And, if the reservation isn't approved and finalized within 24 hours, airlines will cancel the booking request without notification.
Hotel Reservations: if you'd prefer to have your hotel stay direct billed to Lesley University, select room rates that state "Paid by My Company." If you do not select a "Paid by My Company" rate, you'll have to pay for your hotel and later submit an expense reimbursement. A credit card will likely be required at check-in to cover your incidental expenses.
- Egencia sends an email to the traveler or the travel arranger, as well as to the authorized departmental budget approver, with the itinerary and the cost of the trip.
Egencia's fee for an online flight reservation is $7 (no fee for an auto rental or hotel). The fee is included into the quoted airfare. If agent assistance is required, the fee is $32 for domestic and $38 for international flights.
- The department's budget approver reviews the itinerary and pricing. The budget approver forwards this email with their approval of the itinerary to Lesley's Finance Office at email@example.com. The Finance Office will review it and confirm ticketing.
- The traveler or travel arranger will receive an email from Egencia with itinerary confirmation and ticketing information.
Changes to Your Itinerary
You can go online and change your itinerary or cancel a reservation. After logging on, go to the Traveler's Trips and open the itinerary you'd like to change. You can cancel or exchange a flight with estimates of cost impacts. Similar tools are available to cancel or change a hotel or auto rental reservation.
All schedule changes are sent directly to the traveler via email. The traveler can choose to receive notice via text or call through the flight alert settings in their Traveler Profile. Travelers can also download a Egencia mobile application.
Egencia maintains 24/7 coverage to assist travelers who have made online reservations. Call the toll free number at 1.800.401.2932 if you need to change, reschedule, or cancel your reservation.