travelnews: TRAVELTIPS: Smart Travel Tips for winter travel

[BAO news for travel administrators]

As major weather systems occur this winter, a reminder that all travelers should reconfirm flight status before heading to the airport.

Travelers should travel with contact information for:


*         Travel Agency  - https://ba.uoregon.edu/content/air-travel#travel-agency-information

*         Travel Agency Emergency 24/7 phone number

*         Airline

*         Hotel

*         Car rental company

*         Any other prearranged service

*         TripCheck, if driving

Be sure to check cancellation details for any prepaid service:

Air:

*         When buying an airline ticket be sure to book all segments on the same passenger name record so that airlines are aware of either up-line or downline flight delays or cancellations.

*         Know if the ticket you are buying is a "Basic Economy" fare which is a use-it-or-lose-it fare (no changes, no cancellations) or a more traditional fare that allows changes with a fee.

*         Book flights early in the day to allow for missed connections

*         Call your travel agent or, if after hours or on the weekend, call their emergency phone number. When a flight gets cancelled, all your fellow passengers will be standing in the customer service line or on hold on a customer service phone tree.  Your travel agent may have you rebooked before you ever see or talk to an airline agent.

*         If your flight gets cancelled due to weather and you cannot be re-accommodated, request a refund (not vouchers).

Hotel:

*         Document the cancellation policy for your hotel reservation.  Ask if there is flexibility in the case of a weather event.  Note who you talked to.

*         If you are delayed and need to spend additional nights, be aware of IRS per diem limits for reimbursement. http://ba.uoregon.edu/content/travel-reimbursement#lodging

Car:

*         Most car rental companies will allow a 60 minute grace period to pick up a vehicle.  Call ahead if you expect to be any later in order to be sure you have a car and at the rate you reserved.

*         Be sure to travel with our UO/State of Oregon car rental codes for our negotiated discount rates.  You never know when you might need to drive to make a flight out of another airport or if rerouted to Portland, you may need to drive back to Eugene.  Last minute car rentals with no advance reservation can run in the hundreds of dollars.  https://ba.uoregon.edu/content/vehicle-rental

Shuttles, tours, etc:

*          Document the cancel or no show policy and what to do in the case of a weather event.

Here's to safe travels!


[cid:D409AF7E-A065-4B03-9E7F-72A60DB7E5EF]
Laurie Jacoby, CTC
Travel Manager
Business Affairs Office
University of Oregon
lajacoby at uoregon.edu<mailto:lajacoby at uoregon.edu>
541-346-3158
**  Business Affairs is now located at the Thompson University Center.  More information here<https://ba.uoregon.edu/move>.

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