Booking

What happens if travel must be cancelled, either by the employee, department, or event?

The traveler can cancel their trip themselves if they booked it in Concur Travel.  If they booked it with a CBT Travel Advisor, they would just call and ask for it to be cancelled.  All cancellations should go through Concur travel or CBT.  Do not call the airlines directly as CBT will not be able to capture that information in their system since they did not do the cancellation.   When a ticket is cancelled it will turn into an unused ticket and will be managed in AirBank.  If the ticket happens to be refundable, CBT will make sure it gets refunded.

I booked travel, but need to cancel. It’s been less than 24 hours; can I get my associated CBT fees credited? 

Fees are not waived for cancellations within 24 hours.  However, many airlines offer no fees to change a reservation.

Yes.  But for reimbursement purposes only.  And, upon check-in, you must request the PAI added to the rental.  The Direct Bill procedure has not changed.

Flights booked through CBT should cost the same or less than other third-party websites.  Additionally, Kent State University has negotiated a discounted airfare rate with United and its participating international airlines.   

While exceptions may exist, these third party or “sale” deals usually involve conditions such as nonrefundable fares and hidden costs.  Also, these third-party websites and airlines do not offer premium cancellation support or emergency assistance.  The risk and liability remain with the traveler. 

Please use Christopherson when booking complete trips, overnight hotel only, one-day airfare or non-contracted travel.  The Kent State Hotel in downtown Kent may also be booked through Christopherson, as our contracted university rates have been established within the program.

 If you are traveling internationally, you are required to notify the Office of Compliance and Risk Management every time you travel out of the continental United States and Canada for business travel.  Please review the University Travel Manual for additional information.

Can I use my personal credit card to book my business-related travel?

Please refer to the University Travel Manual for the acceptable payment methods by travel expense type.

I have an airline credit card that allows me free seat selection and checked bags. Is that an issue?

The Ohio Revised Code section 102.03 prohibits public employees (this includes Kent State University employees) from accruing a personal benefit from business conducted on behalf of the University. Any miles, rewards, or points earned while traveling on business belong to the university.

Per policy, 7-02.8(D)(1)(b): All travel services must be purchased through from a university approved travel services provider when one exists.

If a traveler would like to use their personal credit card's benefit, the traveler must first book through the university's contracted travel services provider using their own personal credit card. Then, call their airline with their confirmation code to add in seat selection or baggage.

It should be noted, from the Travel Manual: Baggage fees and ticket change fees are allowable travel expenses when there is a reasonable business-related justification. Other airfare add-on and upgrade fees (seat assignments and upgrades, air WiFi, etc.) are not allowable travel expenses.

Christopherson asks me to load a credit card for payment holds. I don’t want to use my personal credit card for travel purposes.  What are my options?

For airfare, you should consider your department’s purchasing card with support from the cardholder.  Same with hotel reservations.  However, as hotels require credit cards upon check-in, call the hotel in advance of booking and request an authorization form.  Many hotels will allow their customers to fax a form, signed by the pcard holder, authorizing the use of their pcard on stay, tax and parking transactions.  Vehicle rentals are currently by expense reimbursement only; taxes will apply and are reimbursable.  The use of the direct bill code will be limited, granted on a case-by-case basis and booked direct through the Enterprise website.   

How do I use our departmental purchasing card (p-card) to make a hotel reservation?

Contact the desired hotel prior to booking through Christopherson Business Travel.  Request an authorization form to use a department credit card.  Note, sales tax should not be applied when using departmental purchasing card.  Some hotels may not have the ability to use a pre-authorization form.  It’s always best to call ahead and explain your need.  If the hotel allows pre-authorization to use a credit card in someone else’s name, be sure to call to confirm receipt of the form prior to travel.  

All eligible employees should book using CBT. Understand some hotels have minimum age requirements, as do vehicle rental companies.  Additionally, students are not permitted to drive a university vehicle unless specific authorization is granted by the department head and verification of valid driver's license is conducted.   

Graduate assistants are considered eligible.