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Who is World Travel Service?

World Travel Service Inc.

Vanderbilt University's travel agency of record, World Travel Service, provides booking and travel assistance services for faculty, staff, student groups, and university guests. World Travel fulfills all tickets booked through the Concur online booking tool.

World Travel Service Inc. is the mid-market specialist for BCD Travel, the world’s third largest travel agency. Our program is 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. Please click here to learn more about our travel partner and to review the results of the most recent traveler satisfaction survey click here.

A small team of dedicated travel counselors trained in Vanderbilt University travel policies and practices can help you with travel booked in Concur, and are specifically trained to assist you with complex, international, and multi-destination itineraries. Please contact one of our World Travel agents at 877-271-9258, who can check for best trip routing, schedules and airline fares as well as provide options, and ensure you have proper travel documentation for visa/transit needs.

Vanderbilt’s travel program transitioned to its travel agency of record, World Travel Service, on Oct. 30, 2015. The FAQ's on the transition can be downloaded here. For more information, please email travel@vanderbilt.edu.

Please contact a World Travel agent when making complex domestic air or any international air reservations, and when changing existing, ticketed reservations by calling between the hours of 7:00 a.m. – 6:00 p.m. Central Time.

  • 877-271-9258 for Vanderbilt University

For after hours or emergency assistance, please call  1.865.777.1600 .

For Concur Travel support, please email online@worldtrav.com (7:00am - 5:00pm CT)

Visa/passport services *

World Travel Service offers Passport and Visa services; including, new / renew passport, replacement, name change, amendments and additional visa pages.  World Travel Service is up to date on the frequently changing visa requirements and will walk you through everything you need for international travel, including passports and Visas.  Please contact Chris Pankuch, Passport & Visa Consultant, before your international trip is booked. 

For additional information, click here!

 *Additional fees apply

FAQ's: Booking your trip

What TSA (Transportation Security Administration) requirements should I be aware of when booking a trip?

The name on a traveler's state/government issued photo ID must match the name on the airline ticket. Since our Concur profiles are populated from Vanderbilt's HR system, please ensure that your name in HR matches the state/government-issued photo ID that you will be presenting at the airport. Failure to do so can hinder your ability to travel.  

To update your name, please complete the Personal Information Change Form and submit to HR processing to update your name. Please email the form and any questions about documentation to hrdataentry@vanderbilt.edu .

Date of birth and gender are required to book travel.
You must fill out these fields in your Personal Profile to comply with TSA's (Travel Security Administration) Secure Flight program. Your Concur profile will mask the date you enter with xx/xx/xxxx.

How do I capture frequent flyer miles when booking?
Enter your frequent flier and other travel reward program numbers in your Concur Profile in the online tool.   Your frequent guest #miles will automatically be applied when you book travel. Please note, your name on your reward programs must match the name in your Concur profile for proper credit.

Does the Concur tool include Southwest Airlines´ flights?
Yes, all of Southwest´s airfares - Business Select, Anytime and Wanna Get Away rates should appear in Concur.

Who are Vanderbilt's preferred airline carriers?
Vanderbilt travelers are encouraged to book on one of our preferred airline carriers that provides a negotiated rate on the fare purchase:

  • American
  • Delta
  • Southwest
  • United

How do I book a hotel that is designated as the preferred location for a conference?
If that hotel and rate is available in the Concur tool it should be booked in the tool. However, If the conference organizer has a dedicated website or special rate available to conference attendees you can book using the conference website or housing bureau.

Will World Travel or Concur notify me if there is a change in flight schedule?
If you opt-in for notification when filling out your Concur profile and/or have signed up to receive notifications through the free Tripit Pro app then you should be notified via phone, text message or email when travel changes occur.   We also encourage travelers to sign up for alerts with the specific airline they are utilizing for travel.

How do I get support if I am stranded during my business travels?
Call one of our dedicated World Travel agents at 1.865.777.1600.

What if I have lost my receipt for my airfare / itinerary / invoice from World Travel Service?
Lost your AIR receipt?   Please complete the Passenger Airline Ticket Receipt Request form and World Travel will email you a copy for your records.