Temple University has four excellent and highly experienced travel agencies to be used for business travel: STA Travel, DMS Travel Group at Journeycorp Travel, Marathon Travel and World Travel.

These four agencies offer the following: (a) reduced fees, (b) guaranteed lowest fare in their computer, (c) free access to their proprietary Internet reservation systems, and (d) supporting services commensurate with the needs of a decentralized, non-mandated environment.

Booking through a non-Temple agency, Travelocity, Orbitz, Expedia, or other Internet sites will continue to be permitted, but only per terms of this policy, which requires fare quote statements as proof of price difference.

Listed below are some of the reasons why the University does not rely exclusively on the Internet for total travel management:

Assistance with refunds and exchanges: Internet bookings are non-refundable and non-exchangeable, often from the minute they are booked and paid. Our travel agencies are able to track problems should there occur an error or change of circumstance.

Flexibility of payment: On the Internet, you can only use a personal credit card or a corporate card. Our travel agencies will accept a credit card or a Temple University Travel Authorization form.

Ticket voids: The airline Reporting Corporation has implemented the Business Process Improvement plan, which will limit the timeframe in which transactions may be modified or voided. Airline customers will have 24 hours after purchasing a ticket to decide if in fact she/he wants the ticket. The ticket may be voided up to 24 hours after the reservation has been made, however, after that time the ticket may no longer be voided. Bookings made through the Internet will not provide assistance; our agencies will provide this service.

Hotel overbooking protection: Hotel overbooking occurs when more reservations are accepted than there are rooms. In such a circumstance, bookings made through the Internet will not provide assistance; our agencies will provide this service.

International consolidator fares: Consolidators are high volume producers that discount mostly international flights. Our authorized travel agencies know which ones are reliable and are committed to using them if it means reduced prices without reduction of service.

Time. How much is it worth? Finding that random Internet bargain may be satisfying, but how much time did it take to find it? How much is that time worth?

Nonrefundable tickets: The new airline rule changes regarding nonrefundable tickets are not only dramatic; they are punitive. Though Internet purchases are included in these guidelines, that information is not always communicated by the site. Our agencies will advise you of the new standby, luggage and cancellation provisions, and steer you if necessary to more customer friendly airline and airport alternatives.

Travelers requesting reimbursement for airline tickets not purchased through Temple’s agencies because of an emergency, or extraordinary situation must complete a Travel Policy Exception Approval for Non-Temple Agencies form. Click here to obtain a copy of this form. Send completed form with additional documentation required to:

Richard Rumer, Associate Vice President
or
Veronica Gardon, Administrative Specialist
Office of Associate Vice President for Business Services
1700 N. Broad Street
Suite 415
(T.U. Zip 062-90)
or
Fax to: (215) 204-7193

For further questions, contact the Office of Associate Vice President for Business Services at (215) 204-5144.

Follow these guidelines below when making travel reservations:

1. Rail tickets may be purchased through Temple’s agencies or directly from Amtrak, and are exempt from the exception guidelines.

2. Agencies are unable to quote fares after a trip has been taken.

3. A faxed copy of itinerary and fare quote must be obtained from any one of the four authorized Temple agencies.

4. An itinerary and fare quote must be obtained from the non-Temple travel provider or Internet site.

5. Because airline fares are subject to change within a twenty-four hour period, fare quotes must be obtained from both travel providers (agency, Internet, etc.) the same day to insure an equitable comparison. In addition to obtaining quotes from both travel agencies on the same day, the same travel itinerary must be submitted to both travel providers. There can be a difference in price quotes if travel itineraries submitted to the two travel providers are not the same. No generic invoices or hand written quotes are acceptable.

6. When calculating total price difference, include service fee for each fare quote statement. If there is a savings difference of more than $25 from the non-Temple travel provider, then you may book with that travel provider. If the savings is less than $25, you must purchase the ticket from the Temple agency.

7. Travelers will not be reimbursed for flights at higher airfares to accommodate frequent flyer programs.

8. Out of town guests who must make their own travel arrangements are exempt from this policy.

Tickets can be purchased with a University American Express Card, personal credit card or Temple University Travel Authorization form. Tickets, which are purchased with a Travel Authorization form, will not be issued until the form is received with the appropriate authorized budget unit head’s signature, the traveler’s signature, and complete departmental budget account to be charged. A copy of the Travel Authorization Form can be downloaded from the interactive form website, http://webserv.adminsvc.temple.edu/employeeforms/Travel.htm.

For questions regarding the travel policy, contact the Travel Reimbursement Center at (215) 204-1263 or (215) 204-5279; or contact the Office of Associate Vice President for Business Services at (215) 204-5144.