Egencia is one of several booking channels within the Stanford Travel Program. Egencia, a robust online booking system, can be used to book airfare, lodging and ground transportation. Egencia is used primarily to book domestic and standard international trips, either online or with an experienced travel agent. Other booking channels included in the Stanford Travel Program may be more appropriate for the travel need.
About
Egencia provides airline, lodging, and ground transportation booking services under negotiated rates and terms and is integrated with Stanford’s traveler‑assistance provider for emergencies.
When to Use Egencia
Use Egencia for university‑sponsored flights, hotels, and rental cars; learn more in the Topic Overview: Business and Travel Expenses, and the Topic Overview: Stanford Travel Program.
Stanford Travel booking channels are a great option for most domestic and international travel; however, some travel must be booked directly with the airline or hotel— for example, regional air carriers, travel for field research, ticket exchanges or reissues, and certain group reservations. For details on booking and managing travel arrangements, learn more in the Topic Overview: Airfare and the Topic Overview: Lodging. For details on the booking processes for various types of travelers, learn more in the Topic Overview: Planning and Booking Travel.
Egencia Features and Benefits
- Book online or with an experienced travel agent.
- Save up to 25% on discounted air, hotels and car rentals.
- Eligible to receive promotional offers exclusive to the Stanford Travel Program.
- Arrange travel on behalf of other faculty, staff or visitors.
- Earn supplier loyalty program points and eligible benefits.
- Savings Finder technology automatically searches for lower airfare and hotel rates.
- For travelers who have found lower fares elsewhere, the Egencia Promise Flight Price Guarantee may apply for qualifying tickets. Contact an Egencia agent for assistance.
- Reservations are automatically sent to and updated in the Travel Registry, which connects the reservation to Stanford’s provider of traveler assistance.
Transaction Preparers: When completing a travel expense report, be sure to select "Stanford Travel – Egencia" as the booking method.
Access
All faculty, staff, students, affiliates, and postdocs have an Egencia profile and can log in to Egencia with their Stanford email (SUNetID@stanford.edu) and password via Stanford single sign-on (SSO), if required. If you are unable to log in, submit a Get Assistance with a Travel Profile request.
To receive travel alerts promptly, download the Egencia mobile app and any airline, hotel, or rental-car apps used on your itinerary, sign in to each app using the SSO link, and enable push notifications.
Guest Travel
- To book guest travelers, submit a a Get Assistance with a Travel Profile request.
Groups and Meetings
- Online Meeting tool: For airfare for meeting attendees traveling to or from multiple locations, submit a Get Assistance with the Stanford Travel Program request.
- To receive support with the Meeting tool, including assistance with reservations, please contact an Egencia Group Agent:
Phone 24 hours a day at 1-212-329-7243
Email Monday through Friday 5 a.m. to 6 p.m. PST at @email
- To receive support with the Meeting tool, including assistance with reservations, please contact an Egencia Group Agent:
- Full service meetings: As of fall 2023, this service is not offered by Egencia. The Stanford Travel team recommends the use of Key Travel if this type of service is needed. Learn more in the Learn About System: Travel Booking - Key Travel.
- To book and pay for multiple travelers from various departments for a particular trip, event series, or for groups of travelers to the same destination (including non-Stanford travel companions), follow guidance for groups and multiple travelers.
Maintaining Your Travel Profile
- Review your profile to ensure your name is an exact match to your government ID. Learn how to change your profile name.
- Add your frequent flyer and loyalty numbers.
- Add your known traveler number (TSA PreCheck or Global Entry) if you have one.
- Add your passport details, if available.
Visit How To Manage your Profile in Egencia for additional instructions.
Booking Travel with an Agent
For agent assistance, contact Egencia:
- By phone: call 1-202-414-2334, 24 hours a day, 7 days a week.
- By email: contact @email
Service fees may apply when booking travel with an agent.
Booking with the Mobile App
After downloading the Egencia app from the App Store on your mobile device, log in using the SSO login link.
Learning
This course is required for Stanford Travel Card (TCard) holders and is recommended for all business travelers.
How tos
For Stanford Travelers and Travel Arrangers
For Stanford Travelers
For Travel Arrangers
Resources
Manage Expenses Related to Travel Cancellations including:
- Flight cancellations and exchanges
- Unused nonrefundable airline tickets
- Conference cancellations and reimbursement
- Cancellation fees
- Expense accruals