Egencia Corporate Travel

Booking through Egencia helps strengthen the Colleges negotiating power in the future, as well as reduce monies spent on travel within your department. When reservations are made outside Egencia, MHC is limited in our ability to assist with “waivers and favors” from airlines and other preferred travel suppliers during those unforeseen circumstances.

Egencia offers one-stop shopping for all your travel needs. All air reservations, plus hotel, car rental, private car, and Amtrak reservations should be made through Egencia.

You need to be set up as their travel arranger by contacting purchasing@mtholyoke.edu.

On your Egencia homepage, you will see a drop-down menu with the list of travelers that you’re set up to book for. Select the appropriate traveler and proceed. The reservation will be made in that traveler’s name.

Yes, the travel arranger will be notified and the traveler will also receive the itinerary.

To make a reservation for a visitor, you must have a “guest” account. Please contact purchasing@mtholyoke.edu to request a guest account.

Select 'My Trips' from the Home page to see your reservation. Go to the list of travelers to see bookings made for other travelers.

Egencia agents are available to assist you 24 hours a day, 7 days a week. To contact an Egencia agent call 877 647-1453. You will not be charged for this service.

If you cancel the trip within 24 hours of booking, most airlines will not charge a cancellation fee. Be sure to read the conditions of fares to verify eligibility for a refund. To cancel a trip, select the cancel option within My Trips or contact an Egencia agent at 877 647-1453.

If a change is needed within the first 24 hours of booking the reservation you can cancel and rebook without a penalty fee. After the first 24 hours, you are subject to the rules of the fare purchased. The reservation can be changed online or by calling an Egencia agent at 877 647-1453.

The airline holds back a certain percentage of seats for airport check-in. You may still hold a reservation on the flight, but you will have to request your seat assignment at the airport or by logging into the airline's website using your record locator number.

Yes, if the traveler’s frequent flyer numbers are stored in the User Profile prior to making any reservation.

You can update the frequent flyer numbers at any time through My Profile.

Airlines charge a fee for all changes made to a nonrefundable ticket, in addition to any increase in the airfare.

Yes, a reservation may be held until midnight the day after your reservation is booked. Please note that pricing may fluctuate until the ticket is purchased.

On the Flight tab, you will see three radio buttons directly above where you type in your departing city. The default is set to round trip, one way or multiple destinations. To book multiple destinations, click on the multiple destinations radio button and proceed with the booking. For complicated multiple reservations, an Egencia agent may better assist you by calling 877 647-1453.

Click on the receipt icon under the Trips menu.

You can see all exchange fees on your Itinerary receipt. Receipt information will appear the following day after ticketing.

Staff can still book off the platform if they find a more advantageous price.  In Egencia, you will enjoy other benefits that are only available using our contracted fares. Should you have to cancel, Egencia tracks unused tickets that may go to waste. We can get” waivers and favors” when our contract number is in the record, and the amount of our discount is based on volume, which can only be tracked if booked through the managed travel program.

Egencia monitors reservations and alerts us to any flight disruptions, such as airline strikes, or civil unrest, making it easier for the university to fulfill its duty of care. Any difficulty in finding specific flights can usually be remedied by narrowing your search criteria to the airline and time of flight.

The Egencia Mobile app can be downloaded to your mobile phone via iTunes for iPhone or Google Play for the Android. You can book both flights and hotels in the Egencia mobile app. You will receive real-time alerts such as flight delays and gate changes.