Flying to Training

Please read this entire document for a clear understanding of how you should use the Egencia on-line site to make your travel arrangements.

When am I eligible to utilize the online travel service that Egencia provides for SCA?
We will notify you when you are eligible for SCA-paid travel to/from training and/or to/from your program site.  Make sure you review SCA’s Travel Guidelines and book your flight accordingly.

When is the best time to book my travel on-line with Egencia?
We suggest booking your travel on-line during regular office hours on Monday through Friday EST (8:30am-5pm, until 3pm is best on Friday).  Do this as soon as your training/program location is confirmed.  This will enable Debbie Monroe to approve your itinerary quickly and will minimize the cost of your ticket.

How do I create a new Egencia account?
This link will take you to the Egencia website and Create an Egencia User Account.   Fill out the traveler profile, filling out all of the mandatory fields. Please be sure the name used in the traveler profile matches the name on your photo ID.

1. Fill in your first and last name as they appear on your ID
2. Use this format for your username: first initial of first name and last name (ie: jdoe)
3. Supply your email address
4. Enter this as your Reason for Travel: Training or Program Travel
5. Enter this as your Travel Group: Crew Leader
6. Leave the drop-down for Select Your Department at ‘- unasigned -’
7. Follow the link at the bottom of the page to create your account.
8. Once your registration is approved you will recieve an email that will provide detailed steps to return to Egencia and book your travel. Keep this email for important additional help and 24/7 assistance phone numbers and links.

Some important tips:

• Southwest Airlines have a lot of excelent flights but Egencia doesn’t search for those flights automatically.  To include Southwest flights in your results please go to the Southwest Booking Guidelines and follow the steps.
• During this process you MUST select an approver to finalize your flight itinerary or it will never be approved. Please use Randall Rupp as your approver.
• After you create your air travel itinerary, the SCA account manager will approve it and you will receive a confirmation email that your air travel has been booked.

How do I pay for my travel?
You don’t!  SCA pays for your travel to/from training and to/from your program site up to $500 per round trip ticket.  Other travel-related expenses are also reimbursed, including baggage fees, meals, carbon offset options, etc.  Please see SCA’s Travel Guidelines for the full description of this benefit.

Who do I call at Egencia in the event I have travel problems?
The phone numbers to call at Egencia for an agent to assist you with any travel problems are: (866) 397-2677 or (702) 939-2530.

Driving To Training

-         Refer to your Training Letter for appropriate arrival times

-         Contact your Program Manager to coordinate car pooling or SCA provided transportation(if available.)

-         SCA reimburses at a rate of .40 cents per mile up to 1,200 miles

-         You may also be reimbursed for travel related meals, parking, tolls, bus or train tickets and most other expenses associated with land travel (except gas-included in mileage reimbursement.)

-         Please keep and turn in all original receipts within three weeks of completion of training. The following form must accompany your receipts as well as a print out of your driving route with miles listed.  Reimbursement Form

Your reimbursement form, must be signed and coded by your Program Manager.