Booking Travel
Below is travel booking info that provides guidance on ways USI employees can make business travel arrangements.
To see the steps involved in acquiring approval to travel, view the USI Travel Process.
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AIRLINE TICKETS
- Book airline tickets using Egencia (USI's preferred online travel booking tool), or another provider if better price/options
1. For travel to Europe the arrival date is typically one day later.
2. Basic economy airfare is typically non-refundable and non-changeable, regardless of the reason for not being able to fly.
3. Beginning May 3, 2023, the TSA will require every air traveler 18 years of age and older to present a REAL ID compliant driver's license. See the section REAL ID for more information.
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LODGING
- Conference lodging rates offered -- Book lodging directly with the conference hotel or housing bureau
- Conference lodging rates unavailable or not offered -- Book lodging using Egencia (USI’s preferred online travel booking tool) or another provider
- Click here for USI’s best practices when booking shared lodging such as Airbnb
1. Avoid non-refundable lodging rates.
2. If check-in will be after 10 pm local hotel time, then contact the hotel to notify them so you aren’t identified as a “no-show”.
3. Remember cancellation times refer to the local hotel time and not to Evansville time.
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VEHICLE RENTAL
- Local Vehicle Rental (within Indiana) -- Book vehicle rental using USI’s Enterprise web portal for exceptional rates and LDW coverage in the contract
- Non-local Vehicle Rental (outside of Indiana) -- Book vehicle rental using USI’s Enterprise web portal or Egencia (USI’s preferred online travel booking tool), or another provider if better rates/options
Review both items listed below as each have important and helpful information on properly using vehicle rentals for approved USI business travel:
1. View USI's Vehicle Safety Policy.
2. View USI's Vehicle Rental Process.
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Travel Procurement