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11 Things You Need to Know About Prepaid Hotel Bookings

11 things you need to know about hotel bookings with amex gbt egencia.

This article originally appeared in 2021 as “11 great things you need to know about booking your hotel with Egencia”. It has been updated to better reflect our current offerings and an evolving travel landscape.

Going on a business trip but yet to book your hotel? Instead of leaving it to the last minute, book your stay with us instead. Not only do we pride ourselves for helping our customers save time and money when booking business travel, we can also take your business trip experience to another level. Read on to find out the 11 things that make us stand out.

The Egencia mobile app

Save business travel for business and let us handle the rest. Our Egencia app standout features keep your itinerary up to date, so you can stay informed throughout your travel journey.

• Store your corporate or personal credit card or debit card details and have access to multiple payment options on hand.
• Easily reference relevant cancellation policies and monitor additional fees or incidentals that arise without losing your current loyalty or program perks.
• Cancellations or changes remember your form of payment and adhere to company-wide refund policies based on supplier availability.

Earn loyalty points

Get rewarded for your loyalty and make hotel check-ins work for you. When you add your loyalty programs to your Egencia profile, not only can you earn loyalty points but you can do it while securing competitive hotel rates too. You can add your loyalty program to your hotel reservation at the time of booking or throughout your itinerary.

Advanced purchase, advanced choices

We know how advantageous networking during a business trip can be. That’s why we make it easy to view your colleague’s preferred hotel bookings. So if you want to join them for dinner, or even want some quiet time, the choice to lay low or socialize is yours.

Location, location, location

Sometimes being close to the office is the most important part of planning your trip. With Egencia’s booking map, you can view your office’s location and book a hotel stay close by, so you can hit snooze and still be on time to a meeting.

Avoid the crowd (unless you’re part of it)

Exciting things are happening all over the world, at any given time, but when you’re taking a business trip you may want to avoid some of the crowds and high hotel prices that go along with that excitement. Egencia’s booking map helps filter high prices that are out of policy so you’re booked at a great location without being overcrowded.

Less searching, more finding

Finding your hotel shouldn’t be about searching, it should be about finding. We make finding your ideal hotel room easy with the option to sort or filter by name, brand, price, distance from the office, travel ratings, and even available amenities.

Relevant reviews

Does every hotel have what business travelers need? Not everyone has time to scroll through a long FAQ for the answers. See real reviews from corporate travelers and get the right room for you.

Fast favorites

Can’t remember the name of the great hotel you stayed in last time you were in Los Angeles, Paris or London? No problem! If you’ve already booked your flight and want to add a hotel, we’ll remind you of the last one you booked for the same destination.

Say “bye” to receipts with pre-paid hotel bookings*

Skip the expense report : with hotel prepayment, your receipt is in your inbox and app. So you can save time on expenses and do something else, like enjoy some local cuisine. Many hotels offer discounted rates for prepayment too – another way to stay in policy and on budget.

Getting around gets easier

You could be fluent in six different languages, but business can take you all over the world. The Egencia app provides upfront ground transport options to get you where you want to be, with no foreign languages necessary.

Last-minute check-ins

Your flight home has been canceled and you need a place to stay. Get an in-policy hotel room for the night – with a fast last-minute booking process and great mobile-only discounts in the Egencia app.

Don’t just take our word for it, see for yourself how easy hotel prepaid bookings are with Egencia .

Looking for more insights or trends? Check out the Amex GBT Hotel Monitor for a deep dive!

* Prepaid hotels are available depending on your company’s Hotel Program.

Looking for better business travel solutions? Get in touch with us.

Recommended for you.

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Egencia Mobile App, Travel Management App

Travel management untethered

Egencia mobile app: The travel management app that gives you the freedom to soar.

Egencia’s In-App Trip Guide

Our mobile app is the best way for you and your travellers to stay up-to-date on your itinerary and manage any pivots in an ever-changing travel landscape.

One travel management app for any need

Access at your fingertips.

The Egencia mobile app lets business travellers, travel arrangers, approvers and corporate travel managers easily access all information. The powerful travel app also puts the efficiency and flexibility to book, manage and view business trips — all in the palm of your hand.

• All you need in one app. Access your itinerary, receipts, cancel or exchange an item, get assistance and more.
• Book your perfect option with personalised searches, easy filtering and a clear display of available amenities .
• Navigate any city . Compare ground transport options and find the best way to get where you need to go.
• Exclusive privileges. Get better value for a lower price with special hotel rates available for travel app users .
• Business expense tracker made simple. View and streamline payments with mobile expense reporting and receipt management .

Keeping business trip planning on track

We’re with your business travellers all the way. With an easy-to-use interface, they can book rail, car, flights and hotels. Beyond booking, we help them travel with confidence because they’re always connected to their itinerary so there’s never any question about where they’re going and when. Also available on Android Wear and Apple Watch.

Our travel management app also offers mobile-exclusive benefits, like special hotel rates and ground transportation options. When you’re booking, you can also pick up where you left off.

It’s our duty to help care for your travellers. Help is only a tap away with the app’s dedicated AssistMe button, so your travellers can easily connect with our customer service team, wherever they are.

If there’s a crisis, every second counts. Our Traveller Tracker is integrated into the app, so that you can search for and locate your business travellers in real time. You can search for a city or time range and view all of your travellers on an interactive map or in a list.

Travel risk management solutions

Quick and easy trip approvals

Never miss a beat. People in charge of approving business travel for their colleagues are often on the road themselves. Now, you can avoid inventory loss or price increases with lightning-fast approvals.

We make sure that travel disruptions don’t disrupt your bottom line. With just a couple of taps in the business travel management app, you can approve or deny a request or view travel history.

Arrangers find that supporting travellers is easy, even if they’re out of the office. They can view all of their travellers’ trips and modify their reservations directly from their mobile device.

Arrangers can also easily search for corporate travellers, view their business trips and make changes to reservations.

The Egencia mobile app

The Egencia mobile app makes business trip planning, booking, managing and viewing simple for business travellers, travel arrangers, approvers and corporate travel managers.

Stay connected throughout the trip and enjoy exclusive privileges, available only on the Egencia smartphone app.

Recommended for you

Ready to take your travel programme to the next level? Contact us to learn how.

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Business Travel Programme - Travel Programmes For Your Company

Welcome to better travel

Save time and money. Manage travel with ease. Boost traveller satisfaction.

Let us show you how to build the best travel programme for your business.

Travel management

Return to travel, traveller satisfaction, savings and analytics, customer service, travel management consulting, egencia advantage, egencia mobile app, business travel compliance, traveller risk management, travel expense management, executive traveller care, supplier network, business travel platform, implementation.

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Egencia Business Traveller Centre, Corporate Travel Resources & Advisories

Business traveller centre

Essential resources to help you plan and manage your business trips.

Help us to help you

• If you are due to depart in more than 72 hours, please email customer service.
• When contacting customer service, remain on the line and please do not hang up . We will answer your call.
• For general enquiries, checking availability and pricing, please use the online booking tool or the mobile app instead.
• To avoid duplication, please do not send follow-up emails once your initial request has been sent.

Use the Egencia booking tool or mobile app directly

• Review your booker profile and ensure it's up to date (name as per your passport, contact telephone number, frequent flyer cards, etc.)
• Redeem airline credits online (North America only)
• Book your new trip online
• Modify or cancel your trip online—here’s how to cancel your trip online
• Check Egencia Travel Advisor for updates on entry requirements, COVID test and mask requirements

If you have any further questions, please read the FAQs below.

Egencia mobile app

The Egencia app delivers the information business travellers, travel arrangers, approvers, and travel managers need, with the efficiency and flexibility to book, manage, and view their business trips.

Stay connected to your trip and enjoy exclusive privileges, available only on the Egencia app.

How to book corporate travel with Egencia

• How do I log in to Egencia for the first time to book a business trip?
• How do I retrieve my username and/or password?
• Download the Egencia app for iOS or Android . You’ll find that booking—and managing—your business travel is seamless and intuitive.
• How to redeem my airline credits online directly on the Egencia website in the case of changed or cancelled flights?
• How do I find out about any travel restrictions ?

Video: Booking corporate travel

Manage your business trips

• How do I change or cancel my flight booking?
• How do I change or cancel my hotel booking?
• How do I cancel my trip — including air, hotel, rail or rental car — online or through the app?

Video: Managing your business trips

Returning home

• Where can I view my available receipts and invoices from a business trip on the Egencia website for streamlined travel expense reporting?

Need more Egencia support or help with organising your trip?

• Log in to the Egencia Help Centre or use our online chat for immediate support
• Join one of the virtual training sessions for expert advice on key business travel issues
• Watch our videos for help that addresses a variety of corporate travel topics

Still can't find what you're looking for?

If your company uses Egencia and you would like to reach Egencia Support but can’t log in, please click here and you will be redirected to a support page.

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Corporate Travel Management, Business Travel Services & Solutions

Modern corporate travel management for the fast-changing travel landscape

Manage risk. Support traveller well-being. Plan for the future.  How can Egencia™ help you modernise your corporate travel programme?

The only proven global B2B travel tech platform

Egencia is always working to deliver travellers, travel managers, and travel arrangers unrivalled choice, value, and experience, with the powerful backing of Amex GBT.

We’re in a league of our own

Our platform can be optimised for all types of users, in companies big or small.

Tech is in our DNA   We originated in the labs of global tech giants and now we are part of the world's most valuable B2B travel solution.

AI-driven insights   Our AI delivers custom user experiences that add value to your company’s travel programme.

Suite of APIs   Amex GBT Egencia’s open API platform gives you the ability to build robust integrations that help you automate, connect and simplify your travel and expense management.

Unbeatable travel content We lead the industry with over 290 global airlines and 650,000 lodging partners.

Industry-first NDC capabilities Amex GBT Egencia is the first to offer new distribution capabilities to our clients. 

Amex GBT Egencia Preferred Rates  We offer the best value for business travel with access to special discounted air fares.

The unique content from Amex GBT Egencia provides unrivalled choice and value for air, hotel, car and rail.

Our technology-driven customer service and commitment to excellence puts Amex GBT Egencia on another level.

Industry leader in service Our platform and services are consistently rated above 95% satisfaction by customers.

Best-in-class traveller support We provide services to more than 2 million travellers in over 60 countries.

Globally proven Amex GBT Egencia proudly supports over 9,000 companies of all sizes around the world.

Constant innovation We consistently deliver enhancements and innovation across our online and offline services.

Smartest shopping experience Our technology provides the smartest, quickest shopping experience to give the best routes and rates based on user preferences.

Proven optimisation Our AI and machine learning deliver the best experience and enhancements for savings, traveller well-being and sustainability.

We lead the industry in innovation, with data insights from 100s of millions of transactions every year.

The world’s business travel platform

• Companies of all sizes in more than 60 countries trust Amex GBT Egencia to modernise their corporate travel programmes.
• We deliver simple, consumer-like business travel that users love and fast, knowledgeable support for unexpected moments.
• With a globally consistent platform and skilled travel programme management, rest assured that your travel programme is optimised to manage risk while maximising ROI.

Ready to update your travel programme?

If now is the time to redesign your corporate travel programme to manage risk, support traveller well-being and monitor your travel spend, this toolkit can help.

Amex GBT Egencia helps you stay connected

14 million business trips were made with Amex GBT Egencia last year. As your travel management company, we’ll be with you every step of the way.

Managing travel risk

Travel risk management has never been more important. Find out how you can manage risk, deliver duty of care and make your business travellers feel secure.

• A comprehensive and quickly adaptable business travel policy is crucial. Use this free guide to help you create a travel policy that adapts to your needs.
• Make traveller well-being a priority. Inform, alert and assist them in real time via the mobile app and online booking tool.
• Reduce risk by improving travel policy compliance.

Putting traveller well being first

You want employees to feel fully supported from the time they book until they return home. Amex GBT Egencia travel experts are ready to assist.

• Learn how you can enhance your duty of care policies for travellers
• Travel booking is only one part of the equation. Traveller safety is the other. Use this pre-travel safety checklist as a guide
• Learn how Amex GBT Egencia simplifies hotel bookings for travellers .  
• Put your travellers in the driver’s seat and take advantage of our fleet of 5 million car rental options worldwide

Savings and ROI

Even as the travel industry changes, businesses still need to make strategic decisions based on cost and ROI. Amex GBT Egencia can help you boost your bottom line.

• Gain insights, identify savings and optimise travel spend in real time with Amex GBT Egencia Analytics Studio
• Find out how Umpqua Bank maximised its business travel ROI with Amex GBT Egencia
• Amex GBT Egencia travel services can help simplify expense management . Easily track travel expenses that reflect spending with personal or corporate credit cards
• 19 ways our travel management solutions can help you save time and money

Amex GBT Egencia empowers over 2 million business travelers to get the most out of their business travel. Shouldn’t you be one of them?

Amex GBT Egencia’s G2 Winter 2024 Awards

Are you considering a return to business travel.

Amex GBT Egencia partners with Festive Road to offer a permissible travel framework to evaluate an organisation’s overall readiness to travel based on corporate, individual and government regulations.

Are you an Amex GBT Egencia travel customer?

I'm a business traveller, i manage travel, recommended for you.

Request a demo to see what Amex GBT Egencia travel management solutions can do for you.

Already a customer? Contact Amex GBT Egencia customer service .

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About Egencia

Egencia launches new self-service features for guest travellers, egencia launches new features for guest travellers.

Enhanced self-service booking features answer growing demand for guest travel management

London, UK – March 28, 2023 – Egencia , the only proven B2B travel tech platform, and part of American Express Global Business Travel (Amex GBT), announced new enhancements to its guest traveller features, which provide temporary users or non-profiled travellers with a complete managed travel experience including easy self-service booking and 24/7 emergency support. Invited travellers are now empowered to choose travel options easily and quickly, and companies can get even greater visibility and better policy compliance for these trips.

Bookings made by arrangers for guests and other travellers increased to 33% in 2022 compared to 26% in 2019. With improved self-service features for guest travellers and flexible configuration based on the type of guest, travel arrangers will have more time to focus on other business priorities and less time manually managing non-employee travel.

The Egencia platform offers many benefits for arrangers or guest users:

• Simple self-service – guests can easily self-register via an invitation link and self-book on the platform and mobile app, giving them easy access to support, trip updates and alerts.
• Better visibility – guest travellers now get their own profile putting all the information they need in one place, allowing for better travel risk management and visibility through Egencia Traveller Tracker
• Flexible configuration – profiles are tailored for different levels of access, so customers can choose what services guest travellers can use such as viewing trip itineraries, getting support, or booking travel
• Time-restricted access – guest accounts have a pre-defined ‘shelf life’, reducing the burden on travel managers when it comes to removing temporary accounts
• Enhanced security – reduces the risk of fraudulent bookings due to a better guest traveller identification and authentication process

John Sturino, VP Product & Technology, Egencia , said: “With the new world of work, we are seeing changing patterns in the way companies travel. Booking business travel for non-employees of a company is on the rise, whether it is inviting job candidates for face-to-face interviews, onboarding remote employees or bringing in contractors. We have been providing guest travel solutions to our customers for years, and in 2022 we supported more than 800,000 guest trips. To make the booking experience more seamless, we’ve designed a self-service experience to make it even easier and convenient for companies to book travel for their invited guests.”   Through a pilot in North America and Europe, 20 customers helped influence the new features that are designed to alleviate some of the challenges linked to increased volumes of guest bookings, trip tracking and invitation configuration. While the guest travel solution has been available to customers for years, the new guest traveller features will be available to all Egencia customers by early April, with the majority already using the guest services with high engagement.   Carol, Logistics Administrator, OSI United Kingdom: “We have seen an acceleration in our need for guest bookings, which has been driven largely by our contractors. Egencia’s new guest features has helped to make the booking process for guest travellers much smoother, mainly because it puts them in control. This allows our business travellers who fall under the guest booking category to get the full travel experience without any unnecessary technical obstacles.”   Stacy Heck, Global Travel Manager, The Giorgi Companies: “Egencia’s newest guest travel features are invaluable for speeding up the process of making travel arrangements for people outside our organization. For example, we have dozens of staff on temporary project teams who need to travel for overseas training and have candidates that require air tickets for in-person interviews. Now multiple bookings can be made at once and guests can input their own personal information themselves.”

Later this year, Neo , Amex GBT’s online travel and expense solution, will also make enhancements to further streamline its guest booking capabilities. Invited travellers will be able to create their own profile, relieving travel arrangers of this task and giving guests quicker self-service access to the booking tool.

For more information about Egencia and its guest travel management services, visit: www.egencia.co.uk . To learn more about Neo’s guest booking solution, visit: https://www.amexglobalbusinesstravel.com/neo-travel-and-expense/ .

About American Express Global Business Travel

American Express Global Business Travel (Amex GBT) is the world’s leading B2B travel platform, providing software and services to manage travel, expenses, and meetings & events for companies of all sizes. We have built the most valuable marketplace in B2B travel to deliver unrivalled choice, value and experiences. With travel professionals in more than 140 countries, our customers and travellers enjoy the powerful backing of American Express Global Business Travel.

Egencia – an American Express Global Business Travel Company – is the only proven, global B2B travel tech platform. Originating from the labs of global tech giants, we deliver the best user experiences, unmatched content, and unbeatable service to more than two million travellers worldwide. As part of the most valuable marketplace in business travel, Egencia is in a league of its own with industry-leading data insights and AI-driven innovation that powers the travel programs of 9000+ companies in more than 60 countries.

Visit amexglobalbusinesstravel.com for more information about Amex GBT, and follow @amexgbt on Twitter , LinkedIn and Instagram .

Media contacts

Taylor Aaron | Global Communications and Public Affairs | [email protected]

© 2023 Egencia LLC. All rights reserved.

GBT Travel Services UK Limited (GBT UK) and its authorized sublicensees (including Ovation Travel Group and Egencia) use certain trademarks and service marks of American Express Company or its subsidiaries (American Express) in the “American Express Global Business Travel” and “American Express Meetings & Events” brands and in connection with its business for permitted uses only under a limited license from American Express (Licensed Marks). The Licensed Marks are trademarks or service marks of, and the property of, American Express. GBT UK is a subsidiary of Global Business Travel Group, Inc. (NYSE: GBTG). American Express holds a minority interest in GBTG, which operates as a separate company from American Express.

Looking for better business travel solutions? Get in touch with us.

Recommended for you.

Optimizing your hotel program

And why it matters

A managed hotel program gives you the ability to understand where money is spent and where travelers are. Moreover, centralized reporting helps you keep track of expenses so you can negotiate better volume deals with hotels. We’ve put together the best resources to help you build a robust hotel program and drive adoption with your travelers.

With over 650,000 hotels and alternative lodging options in more than 200 countries, finding the perfect place to stay on your business trip is a breeze with Amex GBT Egencia (Egencia TM ). Egencia's industry-leading user experience allows travelers and arrangers to book in just under four minutes – on Egencia.com , through our app, or via Egencia Chat.

Understanding hotel attach rate

In simple words, hotel attach rate (HAR) is a key indicator of the number of times a hotel was booked with Egencia against the airline reservation.

Risk management : A well-defined hotel program gives you visibility of traveler whereabouts and helps you respond faster in case of emergency

• Egencia Traveler Tracker : Accessible via both the Egencia booking tool and the Egencia app - with this tool, you always know where your travelers are and can quickly contact them in case of emergency.
• Egencia travel consultants are available 24/7 to answer questions, make changes and help if travel disruptions occur.
• See the case study on how Splunk changed the way their employees travel.
• Savings : An improved travel program can result in more savings through a managed hotel program. Dynamic hotel rate cap - We use AI-powered algorithms to automatically and dynamically adjust hotel price caps according to the local median in each country. Egencia Savings Finder for Hotels: We use machine learning to automatically monitor and rebook if the rate drops after booking, which delivers savings to you without any additional effort.

Talk to your Travelers

Communicate the benefits of booking hotels with Egencia to your travelers. Here’s how:

Inform them of traveler benefits:

• Traveler wellbeing: Travelers can stay connected during emergencies with the Egencia app
• They also have the flexibility to book and manage their trips on the go.
• They can earn loyalty points as well as discounts. Watch ‘ understanding hotel rates ’.
• They can easily contact the hotel directly with special requests or questions via Message Hotel feature.
• They can personalize their search results to find where they’ve stayed in the past, or where coworkers stay.
• They can enjoy great deals by choosing company negotiated rates, Egencia Preferred Rates or mobile-only hotel deals.
• They can use filters to choose from in-policy rates and other key amenities to help make the most of their stay.

Use all channels:

• Communicate via your company intranet or newsletters.
• Add a tailored message on your Egencia booking tool.
• Check out our email library  to promote your hotel program and boost adoption.

Enlist your top travelers as ambassadors:

• Identify superusers through  Egencia Analytics Studio and encourage. them to spread the word about the benefits of booking hotels with Egencia.

Egencia Preferred Rates

Egencia Preferred Rates (EPR) are specially negotiated by Egencia directly with hotels to offer your travelers exclusive benefits including flexible cancellation policy, additional loyalty points, free breakfast, and more. Instruct your travelers to book hotels using EPR.

You can also complement EPR with your own negotiated rates for frequently visited cities. Just follow these steps:

• Extract your booking data : Look for top destinations by travel spend, top hotels, and airline routes.  Focus on cities with 300+ room nights and hotels with +150 room nights. Concentrating volumes over a reduced number of hotels will increase your ability to negotiate.
• For cities with 300+ rooms but no dominant hotels, survey your travelers and road warriors to gather insights about which hotels to approach.
• Review survey data on what amenities and services are preferred the most and include it in your negotiated rates.

Once you’ve got a selection of hotels in locations where you know your travelers are staying, you can reach out to these hotels to negotiate a rate. We see an average of 6% savings with negotiated rates.

Creating a hotel program

Business travelers may book out-of-policy because they either couldn’t find a hotel close enough to their destination, they found a better price, or they found a better hotel within their per diem.

Follow these steps to drive higher adoption by adding these benefits of hotel program into your travel policy:

• Flag ‘out-of-policy’ locations : Monitor safety by clearly articulating the destinations you don’t want your travelers going to. Watch  this video on how to set out-of-policy locations .
• Add city cap (per diem):  Review the average rate paid per city and establish a realistic per diem. Incorporate higher per diems for peak seasons or major events and consider assigning different per diems to different traveler groups. Watch  this video on adding per diem allowances.
• Adding negotiated rates : It’s time to add the hotels that you negotiated with. Watch this quick tutorial on  how to add negotiated rates .
• Add dynamic hotel rate cap:  When enabled, Egencia’s dynamic hotel rate cap policy delivers average savings of $20 per hotel booking.  Here’s how to enable it.

Measure your success

The first step is to login to the  Egencia’s Analytics Studio .

Once you’ve logged in, use these 4 handy reports  ( see how to run a report)  to analyze your hotel program’s performance:

• Hotel Savings - See how much you’ve saved through your negotiated rates, as well as just for being an Egencia customer.
• Bookings by Rate Types - Identify which rates your travelers are booking most.
• Top 5 Destinations, Cities, and Hotel Chains – Monitor any new destinations where you could negotiate more competitive rates.
• Policy Compliance - Keep a pulse on how people are booking to drive policy adjustments and enforcement.
• Navigate the community
• Connect Champions Program
• Earn points
• Redeem points
• Rules of Engagement
• egencia.com

• Egencia promise
• Terms of use

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See how Egencia works

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Egencia Business Travel Arranger Centre For Travel Bookers

Travel arranger centre

Learn how Egencia makes it easy to arrange business travel for others

Get ready to book business trips for your travellers

• Log in to your Egencia account or retrieve your password if you’ve forgotten it.
• Update traveller profiles with information such as seating and meal preferences, loyalty scheme member information, passport number, mobile number and emergency contact information.
• Redeem your business traveller's airline credits directly on the Egencia website in the case of changed or cancelled flights.
• Arrange travel for your group .
• Approve business trip requests from your email, the Egencia website or the Egencia app .
• Set up an alternative approver, so there’s no downtime in the case of an approver’s absence.

Watch this video to learn all that you need to book business trips

Improve employee and executive travel experiences

• Promote the Egencia app for iOS or Android . Your business travellers will enjoy a leisure-like booking experience when booking and managing their business trips.
• CIBT —an Egencia partner and the world’s largest global visa provider—will inform your business traveller if they need to obtain a visa for their trip (EMEA only).

Get your business travellers on the road

• Online check-in opens 24–48 hours before flight departure. The Egencia app will remind your business travellers to check in and redirect them to the airline’s check-in page.
• Change Egencia flights or hotels directly online or through the app
• Cancel trips —including flights, hotels, rail bookings or car hires—online or through the app with just a few clicks.
• Manage your group bookings directly on the Egencia website, by whole group or individual traveller.

Watch this video to learn all that you need to manage business trips

Once travellers are back home

• Access all receipts and invoices from a business trip on the Egencia website with a single click for streamlined travel expense reporting.
• Get help pursuing compensation in the case of delayed or canceled Egencia flights with Air Help (if your company is enrolled).

Need more help or support as a travel arranger?

• Log in to the Egencia Help Centre or use our online chat for immediate support
• Join one of the virtual training sessions for expert advice on key business travel topics
• Equip your business travellers to book business travel on their own with these on-demand videos

Egencia mobile app

The Egencia app delivers the information business travellers, travel arrangers, approvers, and travel managers need, with the efficiency and flexibility to book, manage, and view their business trips.

Stay connected to your trip and enjoy exclusive privileges, available only on the Egencia app.

Still can't find what you're looking for?

If your company uses Egencia and you would like to reach Egencia Support but can’t log in, please click here and you will be redirected to a support page.

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See how Egencia works

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Business Travel, 24/7 Global Business Travel Support

With you every step of the way

Whenever and wherever you need us.

Exceptional 24/7/365 support

Deliver the support your business travellers need, wherever they are in the world.

From the moment a reservation is made until their return home, we provide business travellers with 24/7/365 support. They’ll get one-click/one-call support when they need it from our team of business travel consultants who know exactly what your travellers need and how to get it for them quickly, smoothly and in policy.

We're here for you

Knowledgeable, local business travel agents are your travellers’ link to smooth corporate travel.

We have more than 2,500 travel consultants dedicated exclusively to business travel. With an average of 15 years of industry experience, they understand the unique needs of business travellers from the inside out. These local teams of business travel experts speak more than 32 languages in over 66 countries.

• On hand, whenever and wherever you need us, with our 24/7/365 customer service available to travellers and arrangers online, in the app, by phone or Egencia Chat.
• Complete profile connection through our unified platform allows our travel consultants to see travellers’ itineraries and their business’ travel policies, so they can easily make changes that make the most sense.
• Dedicated to corporate travel. Our travel consultants only work on business travel and understand the unique needs and demands of executive schedules.

Empowered employees are happy travellers

70% of travellers say they enjoy business travel. Find out how you can increase compliance, traveller satisfaction and more.

Single platform support

A universal, intuitive platform for every user that makes booking and travel easier for everyone.

We are the only major travel management company (TMC) with the same traveller experience across every touchpoint: online, in the app or by phone.

• One unified view for all bookings (flights, hotels, car and rail). No more juggling different travel agencies or travel portals.
• Everyone is on the same page— travellers, arrangers and agents all use the same platform —so nothing important gets missed.
• We see you.  Our agents see exactly what your travellers see, so they can make sure your travellers have everything they need.

The global travel platform is transforming business travel

Our platform connects every touch point in the travel process, giving travellers a personalised experience and travel managers the data and compliance they’re looking for.

Give your travellers choice

At Egencia, we offer you access to superior supplier content , giving your travellers choice and flexibility—online or with our expert corporate travel agents.

• Expert travel consultants ensure that your travellers are booked with the special amenities and business services they deserve .
• 500,000+ hotels and over 375 airlines give your travellers more relevant options and greater satisfaction.
• An intuitive booking experience means that your travellers will always be able to easily make or amend their arrangements.

Recommended for you

Ready to take your travel programme to the next level? Contact us to learn how.

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Egencia FAQs

We want to ensure that you feel comfortable and confident making travel arrangements using Egencia. Please review some frequently asked questions below and contact Travel Services if you have additional questions.

When will I receive an email confirmation of my travel booking?

Can i customize the name of my trip as i’m booking my trip.

While you cannot customize the name of the trip when making your booking, you can update the trip name after the booking is complete.

• Click on the Trips tab and open the trip you would like to rename.  
• Your destination will appear at the top of the screen with a "Rename" link in blue to the right.  
• Simply click on the link, rename your trip to make changes.

Can I book personal travel (for myself or other employees) on Egencia?

I read that egencia has a mobile app. how do i learn more about it, will northwestern's preferred and negotiated hotel rates show on the egencia site, why can't i find a flight that i saw on another website.

If you search for a broad flight match (example: a flight from Chicago to Seattle at any time of day), you may need to filter further to find the results you are looking for. There are two ways to do this:

• At the start of your search, you can enter more specific parameters such as adding in a specific airline or time.
• Another option is to narrow your results and "Search for More". Once your initial search results populate, click on your preferred airline and/or times in the left navigation panel. Then click on the "Search for more flights" link that appears in the center of the page above the search results.

Why do I sometimes see lower air fares on other websites?

The shopping algorithms of websites are set to favor different preferences, such as price vs. total travel time. Since Egencia is focused on the needs of corporate travel, we put more emphasis on flight options conducive for time-sensitive business travelers. Note that the prices shown on Egencia flights are always round trip and include the Egencia online booking fee. Some websites show one-way fares, and may not have a booking fee.

If you should find a better price online for the exact same flight within 24 hours of booking, Egencia agents will book the cheaper flight for you – and waive the transaction fee to make the change. Or, if we are unable to find that flight we will give you a credit for the difference. To take advantage of this, contact our customer service team (no service fee will be charged).

Why do some flights say "Price Unavailable"?

Most often this message appears when you have selected different airlines for your outbound and return flights. For round trip tickets, the airline must be the same for both legs of the trip. To get around this, you can book two one-way flights/tickets on different airlines for each leg of your trip.

Egencia wants to ensure you can access all available flight options. Sometimes this means that flights are not priced because they are a less attractive option – due to high price, long trip duration, etc. – and will be displayed with "Price Unavailable." You can still choose any of these flights, and in most cases, your click will price the flight and you can book. 

What do I do with my unused airline tickets/credits?

• Airline credits are generally available for a year after issuance
• Airline credits can be transferred to another traveler with the help of an Egencia customer service agent. The traveler who will be using the credit must select their flight and put it on hold. The original traveler must list the new traveler as a Travel Arranger in their profile. Next, call an Egencia agent who can facilitate the credit transfer. There generally is a fee of $100 for the name change, which is paid to the airline, and a processing fee from Egencia.
• In some cases, credits can be refunded. There is a fee of between $100-$250 depending on the dollar amount of the credit. Contact [email protected]  for assistance.

Can I make Southwest exchanges online through Egencia?

Will i be able to view my unused southwest ticket credits on egencia, can i share my trip with other co-workers, how to select my travel arranger, can i book an international trip on a sponsored program through egencia.

If your trip is funded by a Federal award (fund 610, 611, 620, or 621), or by a Federal cost share, the trip is subject to the Fly America Act that mandates the use of U.S. air carriers. Further, depending on your sponsor and destination, your trip may also be subject to Open Skies agreements that allow the use of certain non-U.S. carriers.

You can book an international trip on a sponsored program using a U.S. air carrier through Egencia. If booking an international trip on a sponsored program using a foreign airline is desired, Northwestern’s brick and mortar Travel Agencies (Travel 100 Group) can provide air policy guidance in selecting allowable flights.

See the Office of Accounting Services for Research and Sponsored Programs (ASRSP) website for additional information.

Should you have any questions regarding sponsored project travel, please contact Jany Raskina at  [email protected]  or 847-491-4697 on the Evanston campus, and Rosanna Sian at  [email protected]  or 312-503-0835 on the Chicago campus.

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See how Egencia works

• Customer centre Toggle submenu Travellers Help centre Business traveller centre Download the app Travel arrangers Help centre Travel arranger centre Training resources Travel managers Connect community Product updates Customer training
• Watch a demo
• Request a demo
• About Egencia

Egencia Mobile App, Travel Management App

Travel management untethered

Egencia mobile app: The travel management app that gives you the freedom to soar.

Egencia’s In-App Trip Guide

Our mobile app is the best way for you and your travellers to stay up-to-date on your itinerary and manage any pivots in an ever-changing travel landscape.

One travel management app for any need

Access at your fingertips.

The Egencia mobile app lets business travellers, travel arrangers, approvers and corporate travel managers easily access all information. The powerful travel app also puts the efficiency and flexibility to book, manage and view business trips — all in the palm of your hand.

• All you need in one app. Access your itinerary, receipts, cancel or exchange an item, get assistance and more.
• Book your perfect option with personalised searches, easy filtering and a clear display of available amenities .
• Navigate any city . Compare ground transport options and find the best way to get where you need to go.
• Exclusive privileges. Get better value for a lower price with special hotel rates available for travel app users .
• Business expense tracker made simple. View and streamline payments with mobile expense reporting and receipt management .

Keeping business trip planning on track

We’re with your business travellers all the way. With an easy-to-use interface, they can book rail, car, flights and hotels. Beyond booking, we help them travel with confidence because they’re always connected to their itinerary so there’s never any question about where they’re going and when. Also available on Android Wear and Apple Watch.

Our travel management app also offers mobile-exclusive benefits, like special hotel rates and ground transportation options. When you’re booking, you can also pick up where you left off.

It’s our duty to help care for your travellers. Help is only a tap away with the app’s dedicated AssistMe button, so your travellers can easily connect with our customer service team, wherever they are.

If there’s a crisis, every second counts. Our Traveller Tracker is integrated into the app, so that you can search for and locate your business travellers in real time. You can search for a city or time range and view all of your travellers on an interactive map or in a list.

Travel risk management solutions

Quick and easy trip approvals

Never miss a beat. People in charge of approving business travel for their colleagues are often on the road themselves. Now, you can avoid inventory loss or price increases with lightning-fast approvals.

We make sure that travel disruptions don’t disrupt your bottom line. With just a couple of taps in the business travel management app, you can approve or deny a request or view travel history.

Arrangers find that supporting travellers is easy, even if they’re out of the office. They can view all of their travellers’ trips and modify their reservations directly from their mobile device.

Arrangers can also easily search for corporate travellers, view their business trips and make changes to reservations.

The Egencia mobile app

The Egencia mobile app makes business trip planning, booking, managing and viewing simple for business travellers, travel arrangers, approvers and corporate travel managers.

Stay connected throughout the trip and enjoy exclusive privileges, available only on the Egencia smartphone app.

Recommended for you

Ready to take your travel programme to the next level? Contact us to learn how.

Reduced number of invoices requiring department approval Posted June 18, 2024

To support best practices in financial stewardship on specific types of purchases, departments are required to review and complete additional steps depending on the purchase type or amount to confirm that the goods and services have been received. The below invoice types have the following requirements:

• For capital equipment , receiving is required.
• For subawards , Principal Investigator (PI) approval is required.
• Currently, for invoices $5,000 or greater , department approval is required. This invoice amount requires that these invoices be placed on a department approval invoice hold until confirmation by authorized approver releases the invoice hold.

What is changing

On July 15, the invoice amount that requires department approval is increasing from $5,000 to $10,000 . As a result, a department approval invoice hold will only be placed on invoices $10,000 or greater.

While department approval will no longer be required for invoices between $5,000 and $9,999 , they will be placed on a temporary hold for five (5) business days to allow for department review. Preparers will have the option to:

• Take no action and the hold will be automatically released after five (5) business days
• Release the hold immediately through the invoice hold notification email
• Extend the hold to provide more time for department review. The invoice will not be released after five business days and the email notification will be resent every seven (7) days until it is released. After 28 days the email notification will be sent to the financial approver as well.

Please note : All invoice hold notification emails, including the new temporary hold notification email, are initially sent to the preparer, and uploader (if applicable) and to the financial approver after 28 days.

In instances where the notification emails are unable to be sent to the preparer or uploader (e.g., they are no longer in the role), the hold will become a department approval invoice hold and AP will send the hold notification email to the financial approver after 28 days.

If there are other holds on the invoice aside from the temporary invoice hold, those holds will need to be resolved separately.

The table below outlines the new process for invoices based on purchase amount:

What is not changing

The department approval invoice hold continues to apply to all invoices regardless of invoice submission method (e.g., mailed, emailed, or uploaded - unless uploaded by those with approval authority. See upload instructions below).

If the below actions are taken before the invoice is processed by Accounts Payable, the invoice will not be placed on a department approval hold.

• Before the invoice is submitted for payment : Departments can leverage the receiving process to proactively indicate approval, or ,
• When the requisition preparer or authorized approvers upload invoices, they will see a checkbox noting Invoice approved for payment which serves as department approval.
• If someone other than the requisition preparer or authorized approver uploads an invoice, the checkbox is not visible and uploaded invoices would then be placed on hold for department approval.

Please note that taking any of the actions described for Capital purchases or Subaward invoices also meets the department approval requirement, so additional action would not be required in those cases.

Why it is changing

This change better balances risk reduction and administrative efficiency. By increasing the invoice amount that requires department approval, nearly 50% of these invoice holds will be eliminated. In FY22, Accounts Payable placed a department approval hold on 8,857 invoices. Increasing the invoice amount to $10,000 would have eliminated 4,428 of these invoice holds. The new temporary hold will allow the department the opportunity to continue to review invoices between $5,000 and $9,999.

Invoice monitoring tools to support efficient hold resolution

Invoice holds are generally sent to the preparer of the requisition, the individual who uploaded the invoice on behalf of the supplier, and the financial approver. In cases where any of these individuals do not receive the invoice hold notification email (e.g., they are no longer in the role) or cannot promptly take action to resolve the hold , transaction preparers, PTA owners, and approvers can check invoice and payment status in real-time with the following tools:

• The Procure to Pay at a Glance report shows On Hold invoices in one section and Pending invoices (both On Hold and No Hold ) in a different section.
• The Purchase Order and Related AP Invoices report shows AP Invoice payment status and hold status for all invoices related to a selection of Purchase Orders.
• Drilling on an AP Invoice Number in any P2P report displays details about status.

The Procure to Pay at a Glance report will now display those invoices between $5,000 and $9,999 that are on a five-day temporary hold.

• Oracle Inquiry Tools: Requisition and PO Query : Images of uploaded invoices (but not electronic invoices), payment status, and invoice hold status can be viewed using the Requisition and Purchase Orders Query tool to search by requisition number or purchase order number and then scrolling to the Invoice Payment Details section on the PO Details page. For instructions on using this tool, refer to How To: View Requisitions, Purchase Orders or Invoices .
• Pending Transactions : Powered by Incorta, provides a consolidated, integrated tool where users can obtain information in one place about all of the pending purchasing and business expense transactions related to them and in certain situations, to take action. Learn more on the Pending Transactions reporting page.

Several resources on Fingate will be updated to support the change to the invoice amount that requires department approval, including:

• Refer to the Topic Overview: Purchase Order Invoice Processing , which provides best practices to support invoice processing and will include clarified information on the types of invoices that require confirmation that the goods and services have been received.
• View Resource: Managing Invoice Holds , which provides an at-a-glance table of the most common invoice hold notifications and actions required. This Resource page will be updated to include a description of the new five-day temporary hold and actions that can be taken to immediately release or extend the hold.

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