Special Procurements:

4.7 - Business Travel and Travel Agency

PURPOSE

To define the procedure for arranging employee business travel.

POLICY

Rensselaer has retained the service of the following travel agency for travel arrangement convenience:

Empress Travel and Cruises

(518) 374-3176

The travel agency is prepared to:

• Develop trip itineraries
• Arrange and secure airline reservations and tickets
• Arrange and secure railroad reservations and tickets
• Reserve rental cars at discounted rates
• Arrange limousine services
• Arrange hotel and motel accommodations
• Deliver the ticket(s) to the traveler(s)

It is important that the traveler make needs known at the earliest possible date. Many discounted fares require reservations two weeks to thirty days in advance.

The following steps will occur when the agency is contacted:

Reservations will be made (air, train, car rental, hotel, etc.)

The department will be notified of the arrangements

Tickets will be delivered to the department

Airline tickets are billed directly to Rensselaer from the agency until the traveler obtains a Rensselaer Purchasing Card.(*)

Other bookings (e.g. car rental, hotel, etc.) are not billed directly to Rensselaer - the traveler should pay via their Rensselaer Purchasing Card or if the traveler does not have one, he or she must pay via a cash advance or cash/personal credit card until the traveler obtains a Rensselaer Purchasing Card. For later reimbursement - Refer to Petty Cash Policy 3.15

Travel and Entertainment Policy

(*)Once the traveler has a Purchasing Card, billing will be to that card number.

INSURANCE

When flying on Rensselaer business, the traveler is covered by Rensselaer's insurance policies.

Rensselaer's Travel and Expense Reimbursement Policy can be reviewed by clicking here

Revised 3/02, 1/05