January 28, 2016
Travel Health Alert - Zika Virus
The U.S. Centers for Disease Control (CDC) has announced a Travel Health Notice due to the outbreak of the Zika virus. The CDC recommends that pregnant women avoid travel to the following affected areas:
- Central America
- Puerto Rico
- South America
for most up-to-date areas. A few airline carriers are providing flexibility with travel waivers.
November 23, 2015
U.S. issues worldwide travel warning
WASHINGTON (AP) — Americans should be alert to the possible travel risks, especially during the holidays, following increased terrorist threats around the world, the State Department warned on Monday.
U.S. citizens should exercise vigilance when in public places or using transportation. Be aware of immediate surroundings and avoid large crowds or crowded places. Exercise particular caution during the holiday season and at holiday festivals or events. U.S. citizens should monitor media and local information sources and factor updated information into business and personal travel plans and activities.
This Travel Alert expires on February 24, 2016. To read more about this travel alert, please visit the State Department website by clicking here.
October 30, 2015
Concur Travel transitions to new agency on Friday, Oct. 30
Vanderbilt’s travel program transitioned to its new agency, World Travel Service, on Oct. 30. World Travel agents can be reached at the following numbers:
- Vanderbilt University, (877) 271-9258
- Vanderbilt University Medical Center, (877) 549-1570
The FAQ's on the transition can be downloaded here
. For further information, please email firstname.lastname@example.org
Travel Agency Transition - Frequently Asked Questions
Q – Why is Vanderbilt changing travel agencies – what differences will I see?
A – In response to faculty and staff concerns, the university conducted a competitive proposal process for a new agency. An internal search committee of faculty and staff selected industry leader, World Travel Service Inc., as the university’s new travel agency.
Beyond enhanced services, the impact for our travelers is minimal. There will be a new itinerary format and a new travel agency phone number. World Travel will provide upgraded search content in Concur, international faring expertise, and improved traveler assistance.
Q - What’s changing with VU and Concur Travel & Expense site?
A – Vanderbilt’s Concur Travel & Expense system will remain in place. Concur Travel will have improved content when searching for flights, hotels, and cars. Concur Expense will not be affected by this travel agency change.
Q – When will the new travel agency, World Travel, be in place?
A – The transition is scheduled to take place in the morning on Friday, October 30. Our Concur Travel site will be down for approximately four hours 6-10 a.m. The site will be back up and ready after 10 a.m. Throughout the transition, Concur Expense will still be available for creating, submitting and approving expense reports.
Q – What if I have a trip to book during the four-hour downtime on October 30?
A – World Travel Service will have agents available 24/7, including during that 4-hour transition period at the numbers listed below. The agent will not have access to your profile information, so please be prepared to give TSA-required information, credit card,etc.
Vanderbilt University: 877-271-9258
Vanderbilt University Medical Center: 877-549-1570
Q –Will the login and password for Concur change after World Travel is in place?
A – No. Your Vanderbilt Single Sign-on (VUNet ID and password) will not change. Users can log into Concur via eBiz.
Q – What about trips I have already booked with CTM? What if I need to make a change or need assistance?
A – Trips booked with CTM with travel taking place after October 30 will still reside with CTM and are still valid. You will be able to access and expense these reservations through Concur. If you have any changes or need assistance on those existing reservations, please contact CTM at (866) 303-1019.
Q – What if I need to book travel for November, December, January, and so on – should I wait and use World Travel?
A – Ideally, yes, but that may not be possible if you need to book your reservation before October 30. Best practice is booking three to four weeks ahead for domestic travel and six to eight weeks for international travel.
Q – I have an unused ticket credit with CTM. How do I use this?
A – All existing ticket credits are being transferred to World Travel. They can assist you with using your ticket credit at the optimal time. They will also email users with 60 days remaining on the credit to alert you that it should be used.
Q – Will I be able to buy Southwest “Wanna Get Away” fares in Concur?
A – Yes.“Wanna Get Away” fares are available for booking in Concur.
Q – Will I be able to cancel a Southwest ticket in Concur after October 30 and reuse the ticket?
A – When World Travel becomes our agency of record, the functionality that allows VU travelers to cancel and rebook Southwest tickets within the Concur online booking tool will be enabled. Also, if agent assistance is needed, travelers can call World Travel. World Travel agents can retrieve credit on Southwest flights almost immediately after a traveler cancels a Southwest flight and will apply it to another Southwest flight.
Q – What about filing an expense report in Concur?
A – Concur Expense will not be affected or have any downtime on October 30. The expense process and procedures will not change.
Q – Will my personal information or profile settings change?
A – No. All personal information in your profile will remain the same.
Q – Who is World Travel?
A - World Travel Service Inc. is the mid-market specialist for BCD Travel, the world’s third largest travel agency. Our program will be managed from their Knoxville Business Travel Center and headquarters with an assigned agent team. World Travel Service is a Concur Preferred Partner, supports only Concur technologies, and uses Concur’s T&E system internally. They maintain a notable list of higher education institutions and also clients located in Middle Tennessee.
Q – How can I learn more about World Travel?
A – World Travel representatives were on campus October 27 to meet the Vanderbilt travel community and answer any travel questions. Please click here to learn more about our new travel partner.
10:15 – 11:15 a.m. 214 Light Hall
3:00 - 4:00 p.m.
Sarratt Student Center Cinema
Q – Who can I contact for more information or questions not addressed in this FAQ document?
A – Please contact: email@example.com