Contracted Travel Agency
Through a competitive solicitation process, the University of Illinois System has awarded a contract with a travel agency to accommodate the various needs of all universities. The contracted agency offers competitive booking fees and may book a single group trip that exceeds the bid limit, currently $100,000.00, without an additional competitive bid or a Request for Proposal (RFP). Airline tickets, hotel reservations, airport transportation, car rentals, and destination tours may be booked through the contracted travel agency.
When doing business with a contracted agency, employees may be asked to provide their University Identification Number (UIN). This information is essential to ensure that employees receive the system's contracted service fees. This information will also assist the system in capturing travel data to be used in future negotiations for additional discount programs. The system encourages the use of the Travel Card (TCard) for all qualified travel-related purchases.
Full-Service Travel Agency
The System has contracted with Collegiate Travel Planners (CTP) to provide a robust online travel booking tool and full-service travel agency for all university business travel. CTP is one of the top travel management companies in the industry. Employees have the option of working directly with an experienced travel agent or accessing iTravel, which is backed by the software that powers the industry's most comprehensive and innovative online corporate travel booking tool. In addition, departments may book a single group trip that exceeds the bid limit, currently $100,000.00, without a competitive bid or Request for Proposal (RFP).
Cancelling Trips / Redeeming Unused Airline Tickets
When an employee purchases an airline ticket for business travel from Collegiate Travel Planners, and the trip must be canceled, please cancel the reservation before departure. If the reservation is canceled prior to departure and the purchased airline ticket is non-refundable, it will be held in the employee's profile and can be applied as a credit for future business travel. If the airline ticket is refundable, a credit will be applied to the card used to purchase the ticket.
Benefits of iTravel and Collegiate Travel Planners
- Provides one-stop travel shopping and easy access to system travel policies including allowable lodging maximums.
- Provides easy access to discounts offered by:
- Provides agent assistance with "waivers and favors" to include clearing of special seats, often at no cost, voiding non-refundable tickets within 24 hours of issuance, and frequent flier upgrades.
- Provides access to over 80,000 discounted hotel rooms negotiated by CTP. Many include either Wi-Fi or breakfast.
- Maintains profiles for individual travelers listing the traveler's preferences for seats, hotel and car rental, and frequent travel program numbers.
- Continually monitors traveler itineraries for rate reductions on purchased airfare and reserved hotel rooms. Will reissue an airline ticket with department approval and store the airline credit voucher in the employee's profile for future use. Will rebook hotel room reservation at lower rate.
- Tracks unused airline tickets, automatically updates traveler profiles with the unused ticket information and alerts travelers of the unused ticket(s) when making future airline reservations.
- Takes every reasonable step to transfer unused non-refundable tickets issued to non-system employees into airline vouchers for the system.
- Informs travelers of visa, passport and health requirements for international travel and provides application forms or assistance as needed. In emergency situations, assistance will also be provided to obtain a new or renewal passport.
- Provides travelers with a 24 hour, worldwide emergency reservation system that assists with protection against airline cancellations, hotel overbooking, and in emergency situations such as illness, security threats, thefts, etc.
FAQ
How are Contracted Travel Agencies chosen?
A Request for Proposal (RFP) was conducted by the Illinois Public Higher Education Consortium (IPHEC) for a Full Service Travel Agency and Online Booking Tool. The agency chosen by the University of Illinois System was awarded based on the services offered and competitive fees.
Does Collegiate Travel Planners provide internet booking capabilities and full-service assistance?
Yes, Collegiate Travel Planners (CTP) offers a robust online booking tool (iTravel) and full-service travel agent assistance.
Why should I use CTP instead of one of our previously contracted vendors?
You will pay significantly lower booking fees through CTP and still receive expert travel assistance. Also, CTP is the system's only contracted travel agency that is exempt from the competitive bid process for a single domestic group trip that exceeds the bid limit.
What are the service fees associated with Collegiate Travel Planners and the online booking tool?
CTP's Agency fees are posted on the iTravel Resource Page.
What should I do if I have to change a reservation?
Once an airline ticket is issued, it can only be changed by calling the CTP Agent Desk. Hotel and car reservations can be changed in iTravel or by calling the CTP Agent Desk.
What should I do if an airline ticket for a guest (non-employee) is booked through iTravel or CTP and the guest ends up canceling his/her trip?
Contact a CTP agent and explain that the airline ticket was for a guest and the traveler will no longer travel on the system's behalf. The CTP agent will contact the airline and request a future name change so the remaining portion of the ticket can be used for another traveler. Please note this is not guaranteed for every situation.
When booking international travel, is it better to contact a CTP agent or use iTravel?
For multi-leg international itineraries, group travel, or travel to remote destinations, it is best to contact a CTP agent for assistance.
Is our Contracted Travel Agency and online travel booking tool mandated?
No, Collegiate Travel Planners (CTP) and the iTravel booking tool are not mandated. However, they are highly recommended due to the easy-to-use online travel booking tool, experienced travel agents, and significant savings available to the system.
What if I'm traveling for U of I System business and want to take my spouse/family with me?
Book your travel through iTravel then call Collegiate Travel Planners; give the agent your Record Locator and request to have your air itinerary duplicated for your spouse/family and pay for it with a personal credit card. The full-service agency fee(s) will apply.