Welcome to Brigham Young University Purchasing and Travel Management.

The Travel Department is part of Purchasing Department located in the Auxiliary Services Building. We are one of the departments that support your travel needs.

The Travel Office is dedicated to providing you with the very best travel support.  We offer the following services:  

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  • Flight reservations on airlines with competitive pricing for airline tickets.
  • Car rentals and hotel bookings at your destination.
  • A web page containing current travel policy information and helpful links to other travel information available on our web page also.  http://www.byui.edu/travel/

Air tickets will be centrally billed to BYU-Idaho's business travel account. 

Our first priority is researching least expensive airline fares.  We would like to work together with you to find that "best" fare.   Non-refundable or penalty tickets will be selected when available and practical.  We also use negotiated airline contracts when applicable.

Our service hours are from 8:00am to 5:00pm Monday through Friday.  We can be contacted at:

Kathy Thueson                        208-496-2960

Jeorgette Requiron                 208-496-2961

FAX:                                            208-496-2319

Cell:                                            208-313-5660

Emergency service/Home:    208-624-7518 Home/Kathy

TRAVEL AUTHORIZATION

Electronic Travel Authorization numbers must be received in the Travel Office to complete the purchase of airline tickets.  Credit card numbers are required to confirm hotel rooms.

The Travel Authorization form is electronic and the link can be found on our web page.  If you are inviting someone to campus, we require a Guest Travel document available at the same web page address as follows:   https://web.byui.edu/travel/TA/

EMERGENCY ASSISTANCE

If you have any questions or need assistance while you are traveling or after business hours, please call our emergency telephone number listed above.  We can help with cancelled flights, emergency return trips and most any needs you might have while traveling. 

MEDICAL

BYU-Idaho has an agreement with International S.O.S.  For information about the procedure for medical emergencies, please see our web site.  Please review this information before you travel, especially when traveling internationally.

PERSONAL TRAVEL

We can help with simple airfare, car rental and hotels the traveler has researched.  Our response time depends on our work load at the time you are planning travel.  Trip planning and frequent flyer reward bookings are outside the scope of our services.

TRAVELER PROFILE

Please complete a Travel Profile before your first travel request.  Profile data will ensure that the reservation request is processed appropriately.  Frequent flyer numbers will be recorded and automatically added to reservations.  Be aware that the frequent flyer card must match the name on the airline reservation. The Travel Office always recommends individuals check-in with their card on the day of travel to insure the miles are recorded.  We will need your email address to send confirmation of ticketing.  Airlines now also request a home phone number to alert you personally if there is a schedule change inside 48 hours of your flight.

AIRLINE TICKETS

An E-ticket will be issued for domestic and international travel.  Most airlines now charge extra for a paper ticket.  You will receive notification of ticketing via Virtually There. Virtually There is a web site with real-time itineraries, destination information, record of your invoice, and last minute flight schedule information. You are connected specifically to your reservation.  In each airline ticket record we will record an email that will enable you to retrieve the ticketing information.  Each email address registered to this ticket will receive a link to a web site that contains all of the flight information.  This information will record any flight time or flight number change and update the record automatically.  The Travel Office recommends the traveler print the itinerary and ticket information just before they travel, so the information is up to date.

The Travel Office will also have a live record of the traveler's information and resend the email to remind the traveler to review the flight information if there has been a major flight change.  

CHANGE OR CANCEL

Should a flight change be required, most airlines charge a fee to change a penalty-fare ticket.  In addition to the fee there is a chance of paying a difference in the fare if your new ticket costs more than the original ticket. The traveler is responsible to get approval for the additional charge.  If the traveler needs to change the return portion of the ticket after departure, they may call the airline directly or call the Travel Office for assistance.  Usually the Travel Office can offer more options than the airline. 

If the ticket must be cancelled completely, please call the travel office.  We can keep a log of cancelled tickets.  The destination, routing, and dates of travel may be changed, but the name cannot be changed.  When the ticket is used again, there will usually be a penalty, plus additional fare.

CAR RENTAL

Brigham Young University - Idaho's authorized rental car agencies are National/Alamo and Hertz. Rental car reservations should be made by the Travel Office to ensure that contract rates, unlimited miles and insurance are appropriately applied. The standard rental car class is midsize.  The rates may be advertised lower than what is quoted by the Travel Office, but those rates may not include everything Church Travel has negotiated for car rental.  Insurance is included in our car rental contracts.  Car rental upgrades and gasoline options can add to cost of car rental.  Decline all optional insurance and fuel service options. It is less expensive if you fill the gas tank prior to returning the rental car. Please read and follow directions to avoid an extra charge.  Once the traveler initials a contract, it is very difficult to revise.  It is important to report a rental car accident to the Travel Office.

LODGING

The Travel Office maintains a list of hotels used by the University.  Our preferred properties are listed on our web site.  Please call or email your request with dates, number of people, preferred property, and credit card number to hold the reservation.  The only direct bill hotels at this time are:

            Comfort Inn                             Rexburg, ID

            Cottontree Inn                        Rexburg, ID

            AmericInn                                Rexburg, ID.

BYU-Idaho has a preferred rate with Marriott, LaQuinta, and Best Western Hotels.  Generally we can find best rates available on hotels.  Let us know if you would like to compare prices to get the best rate.

If you need to cancel a hotel room that has been arranged by the Travel Office, please call us to cancel.  Cancellation rules are included on "Virtually There" itineraries. 

PER DIEM AND MILAGE CHARTS

The accounting travel office maintains the per diem and mileage charts.  There is a link to the information from the Travel Office web site.

CORPORATE CREDIT CARD

JP Morgan Chase is BYU-Idaho's authorized charge card company.  The traveler is strongly encouraged to use this card for all travel related business expenses.  Each traveler is responsible for the payment of monthly statements.  Fees for late payment are also the traveler's responsibility.  Report any lost of stolen cards to JP Morgan and Accounting. 

MISCELLANEOUS

Passports:        The Travel Office would like to keep record of your passport if you have one.  Responsibility for renewal and initial application is the traveler's.  Most countries require your passport be valid for six months after scheduled departure from the international country.  New passport requirements for travel to Canada and Mexico are in effect 31 Dec 2006.  Please see our web page for updates.

International Visas:     The travel office does utilize a visa service agency for international visas.  Contact the Travel Office for details on the countries you plan to visit. To apply for an international visa, you must have a valid passport. 

FREQUENTLY ASKED QUESTIONS:

How do I arrange airline tickets?

All personnel traveling on University business must have a Travel Authorization form approved by their supervisor.  To begin the process of travel approval, go to our Travel web page and click on Travel Authorization.  Fill in the appropriate boxes and submit it to your supervisor.  If you are booking car rentals (not affiliated with fleet services), air, or hotel from the Travel Office please have the travel authorization sent to the Travel Office.  If you need approximate costs to fill in the estimated travel costs, please feel free to call the Travel Office for your best pricing. Once you have completed the travel form, submit it to your supervisor.  The supervisor must approve (or deny) the request before the travel office can proceed with finalization of your travel plans.  If you do not get an answer from your supervisor, it might be wise to alert them of the email. If you have made reservations, you will need approval in 24 hours to hold the price for your airline ticket. You can tell if the TA is approved because it will have a TA number in the upper right hand corner, not a TMP number.

Where do I find a car rental?

Listed below is a 1-2-3 format for car rentals also available at our web site. 

1. Please remember when your travel originates from Rexburg you should begin with Fleet Services at extension 2466. 
2. The Travel Office at ext. 2961 or 2960 is here to handle renting cars at your destination or when your travel originates in other cities.  They will scan for the best prices, including insurance*, using established contracts the church has negotiated and comparing those to other car companies.  National/Alamo and Hertz have special offers to frequent car renters for additional services beyond our contracts.  You can use the links on our web site connect directly to these companies for on-line frequent renters applications (Emerald Club or Hertz #1 Gold).  These links will take you to a form that waives the $50 membership fee.
3. If you need to rent a car from Salt Lake City or Provo to Rexburg, Fleet Services (ext. 2466) is your best connection.  They have contracts in place for one-way rentals.  Each rental will require a Vehicle Request Rental Form (V.R.O.) which can be found at http://www.byui.edu/Travel/Car Rentals/Rental Links.htm   When you arrive on campus immediately return the car to Vehicle Dispatch and deposit the contract and keys into the drop box.  Fleet Services will fill it up with gas before it is returned to the rental company thus saving your department time and money.

*Car Insurance If you are using a car rental company that we have a contract with, you do not need to accept the insurance.  The church has negotiated the insurance into the rate of the car rental.  International Car rentals may be handled differently.

Which hotel shall I reserve for my stay?

Some conventions offer hotel properties at a discounted rate.  If you would like us to check on other properties, please call the Travel Office.  We have special rates at hotels and would be happy to use our system to search the area you are planning to stay for best locations or pricing.  See above information (Lodging) about direct bill and other details concerning hotels.

What if I am interested in my spouse traveling with me or personal travel?

The Travel Office can arrange for a companion traveling on the same itinerary to the same destination.  If this companion is not listed on the Travel Authorization, there must be a credit card provided to the Travel Office to pay for the additional traveler. Frequent Flyer bookings are the responsibility of the individual traveler.  Other personal travel can be booked on Cliqbook (see above).

How can I estimate travel costs for my Travel Authorization?

As you are planning your travel and need to have estimates of costs, you can contact the travel office for estimates.  The prices quoted are not guaranteed until final payment (or TA number) is made.  Also, you can get pricing information on the internet. You will want to make sure the flights are available on your dates of travel. Then we can work as a team to find the best prices.

I am having trouble with my Travel Authorization.  Who can help with my questions?

There is an on-line Travel Application help presentation on the www.byui.edu/travel/TA/ site.  It is labeled "How to Do On Line Travel.  That will take you through the travel authorization.  The "Travel Process" link will give you a step by step explanation of the steps to take with the Travel Authorization.  The "Travel Request" link will help with step by step information about filling out a TA.  If you are wondering about the approval process, the "Travel Approval" link will answer your questions.  After travel is completed, check out the "Travel Return" link. And if you have questions about a closed TA, the "Travel Report Help" link will take you to the answers.  After all that training, and if you still have questions please call the Travel Office or Accounting Office.

How do I get cash advances for my travel?

The travel advance can be picked up at the Cashier's Office in the Kimball Building when the traveler is ready to go.  Advances will not be given more than three days prior to departure unless special circumstances require earlier disbursement.

Where can I find the Travel Office? 

The Travel Management Office is in the same area as Purchasing in the Auxiliary Services Building just south of the Benson Building.  If you need to hand in finalization for travel, there is also a Travel Office that handles the accounting side of travel and they are located in the Kimball building.  We do different things, so don't be afraid to give us a call to see which one of the offices can help you.

How much is parking at the Salt Lake Airport?

Hourly/Daily Garage Parking:
First 30 Minutes: Free
Each additional 20 minutes or fraction thereof is $1.00 to the daily maximum of $19.00.
Daily Maximum: $19.00

Economy Parking:
First Hour: $1.00
Each Additional Hour: $1.00
Daily Maximum: $6.00
Weekly Maximum: $42.00

The Travel Office has a coupon for off airport parking at Diamond Parking on Redwood Road.  They provide a shuttle to and from the airport.  The daily cost for this service is:

$5.00 per day self parking

$8.00 per day valet parking

$12.80 per day covered parking

All parking at Diamond is secured parking.  You must have a Parking coupon to take advantage of the parking discount.  Please pick one up before you leave.

Idaho Falls Airport parking is:

$5.00 per day   $1.50 per hour

Where do I pick up my airline ticket, hotel reservation and car confirmation?

Most tickets are electronic.  If you have done your airline, car and hotel with the Travel Office, we will send you a link to Virtually There.  This link has live information about your reservations.  If you have questions, you can keep that link in your emails and check on it as your travel date gets nearer.  Then a day or two before you fly, print off the itinerary (this is not mandatory) and take it with you to the airport.  Your confirmation numbers, flight schedules and notes from our office will be on that print out.  You will then take that to the check-in area at the airport for check-in.  It will also work as a confirmation for your hotel and car reservations.

Will the Travel Office keep track of my frequent flyer or preferred hotel information?

Yes, we can record your preferred customer numbers for airlines, hotels and rental cars.  However, we recommend you check in with those numbers so they can be recorded by the vendor also.  Please call your frequent traveler provider number to redeem your awards.  At this time the Travel Office is not booking those reservations.

How strict are the airlines on check in times at Idaho Falls airport?

Security is now mandated by the Federal Government.  The Federal government requires a 60 minute check-in. So, the airlines do not have the choice of their cut off times for check in.  Thirty minutes before the scheduled time for departure all bags must be checked.  So, if you have checked bags you must arrive at least 45 minutes before flight time.  If there is a line for check-in you want to give yourself time to stand in line.  Salt Lake City Airport must also abide by the same restrictions.  International flights require 2 hour advance check-in.   These times apply if the alert status is not elevated.  They require more advance time for check-in if there is any type of alert.

If I find a cheaper flight on line (internet) can I book the flight?

The system we use at The Travel Office uses a different search engine than the internet.  We look at all airlines schedules and pricing on one screen instead of searching all the sites.  We like to think we are on the same team so if you are looking for the best available pricing, why not look together and compare?  The search engines are different so it helps if we look at all the options. 

Are there guidelines for International Travel?

All travel must be approved by your supervisor.   If you have questions about a destination, please call the Travel Office for assistance.