ºÚÁÏÍø

ºÚÁÏÍø Employee Travel

ºÚÁÏÍø faculty and staff may need to travel in the course of conducting research and University business. Several arrangements and platforms exist to streamline the booking of travel, and to ensure the responsible use of University funds.

The ºÚÁÏÍø Travel Policy officially documents University requirements, while the additional resources below act as guides to employees as they arrange their travel.

View official travel policy

Travel Processes

CBT Best Practices

• For simple travel requests, please utilize the online booking tool found on the main page of Concur. Alternatively, employees can email or call to book travel if they need to correspond with a travel advisor. 
• If you need a travel advisor, be sure to include all the necessary details in your first contact (i.e. trip details like dates, times, hotel, car, full name(s) of all travelers, traveler preferences, budget code number, and any other things you would like CBT to consider).  If you are booking for a guest traveler, you will need to collect their full, legal name as seen on their driver’s license, as well as TSA information like date of birth, gender, current address, and phone number.
• If you have flight options that you have been researching please share the exact details, down to the actual fare class if you can, with the advisor. 
• Be clear on where you have flexibility with fares, different dates and times of travel, airline preferences, and times for arrival and departure.  Don’t assume that anything should be obvious to the advisor.
• Also be clear on where you do not have flexibility with fares, different dates and times of travel, airline preferences, and times for arrival & departure.
• If there are alternate airports you would consider for both outbound and/or return please be sure to share that.
• If the emails between you and the advisor exceed 4-5, it is suggested to both parties that a phone call would be prudent to simplify and be more efficient in getting the travel booked.
• CBT does not save profiles or travel details of non-ºÚÁÏÍø employees.  If a non-employee has booked travel through CBT in the past, for security reasons their legal travel information and form of payment will need to be provided again at the time of booking.
• If a department has many Guest Travelers, CBT can set departmental ADC’s up with Guest Booking privileges so they can book the travel for their guests themselves.
• If a departmental ADC would like for the guest to book their own travel with CBT, the ºÚÁÏÍø staff member must initiate the request with CBT. This can be done by adding university.travel@cbtravel.com or one or more of the ºÚÁÏÍø-specific advisors below to the email they send the guest with instructions on how to book travel. Thatwill allow the guest access to CBT services under the ºÚÁÏÍø account.

CBT Contact Information

Main ºÚÁÏÍø Designated Phone Lines

Toll-Free: 855-993-0423
Local: 801-613-1912 (Can be used out of the US)

Designated ºÚÁÏÍø Full-Service Advisors

Kari Fichter: Kari.fichter@cbtravel.com, 801-327-7693
Pooja Malik: pooja.malik@cbtravel.com, 801-327-7662
Allison Holms: Allison.holms@cbtravel.com, 801-327-7612

All University Advisor Team Contact Information

university.travel@cbtravel.com
800-285-3603

Please note: The advisors are designated as primary agents to ºÚÁÏÍø, but they do service other universities as well. If an arranger or travelers prefers to work with one particular agent who they have worked with in the past, they are welcome to email that one agent directly, but there could be delays in their responses. All emails with the colgate.edu domain that are sent to  university.travel@cbtravel.com will be routed to their designated agent group first, but if one of them is not available we will find the first available agent to ensure speedier response times. Sending an email to all of the agents’ individual emails does not ensure the quickest response.