DIRECT BILLING OF AIRFARE CHARGES FOR EMPLOYEE BUSINESS TRAVEL
Travel Agency
Georgia Tech has entered into an agreement with Travel Incorporated to arrange for the prepayment of air travel for faculty and staff. Airfare charges with any other travel agency must be handled on a reimbursement basis to the traveler via the Travel Expense Statement. Only charges for air travel (and associated service fees) may be directly billed to the Institute. Charges for rail travel, hotels, and other transportation modes must be handled on a reimbursement basis directly with the traveler.
Travel Incorporated GA Tech Dedicated Agents Phone: (770) 291-5190 Toll Free: (877) 548-2996 Agents’ Hours: 8:00am – 5:30pm (EDT), M-F Extended Hours: 5:30pm – 9:00pm (EDT), M-F 9:00am – 6:00pm Sat. 12:00pm – 9:00pm Sun.
Direct Billing Process
1) Approval to travel must be obtained prior to ordering any airline ticket. In all cases, an approved Travel Authorization Request Form (TAR) must be signed by the traveler’s Department Head or authorized delegate, Director, Dean, Provost, or VP. This form (with approval signature) must be retained by the traveler’s home department. Note: A TAR is not necessary when paying for tickets by personal credit card. Billing to personal cards is the preferred method of purchase.
2)
A copy of the approved TAR must be received by Travel Incorporated prior to ticket issuance. The preferred method of receiving a Travel Authorization is via email directly to the travel agency at: gatech@travelinc.com. For the purpose of this direct billing process, the approver’s name may be typed on the Travel Authority Form prior to forwarding the form after the TAR has been approved by the appropriate person. If e-mail attachment is not available, the approved TAR form (with approval signature) may be faxed to (770) 291-4150 (Attn: Megan McCann). Travelers should always confirm receipt of faxed TAR form by contacting the dedicated agents via telephone. Note: Should a traveler make changes to their arrangements once travel has commenced, all changes must be made directly with Travel Incorporated to utilize the Georgia Tech billing service. The following information should be provided to Travel Incorporated at the time the ticket is ordered: 10 Character Campus Reference number (reported on the TAR form) People Soft number Employee ID number (not social security number) Name of traveler, traveler’s destination, departure and return times, and seating preference Name and the telephone extension of the person requesting the ticket, and delivery information (if necessary)
3)
This information can be included in the e-mail with the attached TAR or the traveler may contact Georgia Tech’s dedicated agents at the numbers listed above. 4) Service fees for booking travel are as follows: Employee Travel Booked Using A Personal Credit Card/Direct Bill $23.00 Domestic Call In Tickets $34.00 International Call In Tickets No Fee for Voids & Refunds (Domestic and International) No Fee for Exchanges when using a personal credit card
5) Travelers (or travel arrangers) will receive e-mail/fax confirmation of the trip itinerary, ticket price, and service
fee. This should be provided in lieu of passenger receipt for the Travel Expense Statement. If fax/email is not received stating that the ticket has been purchased, please make sure to contact Travel Incorporated.