Lightning is GVSU's online travel booking tool for reserving flights, hotel, car rental, and trains. Lightning was developed by GVSU's corporate travel agent, Collegiate Travel Planners (CTP). CTP supports the reservations made with Lightning.

You will access Lightning through your GVSU Okta dashboard. Once logged into Okta, find and click on the CTM Travel app. You will be taken to the CTM portal.

You will need to complete your traveler profile before you can book travel.

• See Lightning: How to Book Travel and demo videos in the Workday Job Aid & Demo Videos webpage > Finance > Travel & Expenses

Questions: Contact Kip Smalligan [email protected] 616-331-3211

Collegiate Travel Planners (CTP) is Grand Valley's travel agent. You may hear CTP referred to by the name of their parent company, Corporate Travel Management (CTM).

Individual Travel
[email protected] 844/529-5851

Small Group Travel (2 to 9 persons)
[email protected] 844/529-5851

Large Group Travel (10 or more persons)
Shelly Parks, Large Groups GVSU designated agent
[email protected] Direct: 781-496-3798
Business Hours: Mon - Fri 9:00 am – 6:00 pm ET (8:00am-5:00pm CT)
After Hours Assistance: 833-997-1935 / 720-836-1874

Alternate Large Group Travel Contact:
[email protected] 800/810-2695 or 210/530-0857

After Hours Assistance: 833-997-1935 / 720-836-1874

1. Book Travel
   a. Book travel for yourself or a Guest in Lightning.
   b. Call the Travel Agent:
   - Individual or group travel of 9 and under: 844-529-5851 or [email protected]
   - Group travel of 10 or more:
   Shelly Parks, Large Groups GVSU designated agent
   [email protected] Direct: 781-496-3798
   Business Hours: Mon - Fri 9:00 am – 6:00 pm ET (8:00am-5:00pm CT)
   After Hours Assistance: 833-997-1935 / 720-836-1874
   Or 800-810-2695 [email protected]

Note: Faculty travel that will be partially paid with University Funds do not need to book travel with the agency if travel will not be fully covered by the University.

2. Create Expense Report
a. Create a new expense report in Lightning.
b. While traveling, take pictures of receipts, using the mobile app to add expenses (i.e. parking, tolls, meals)
from your @GVSU e-mail account. Receipts will be automatically uploaded to your Lightning account.
c. Manually upload receipts as necessary.
d. Ensure all Alerts have been satisfied.
e. Submit report.

Yes. You should book travel through Lightning online or the CTM travel agent unless one of the below standard exceptions applies, in which case, you can book travel using a source other than Lightning/CTM:

• You have a conference rate at a hotel. Conference rates are not available through Lightning/CTM.

• You are booking a Grand Rapids hotel for a university guest and GVSU has a direct bill arrangement with the hotel. Contact Tonya Valencia at [email protected] or 616-331-2257 for more details.

• Professional development funds are being used to pay part of the travel costs and the other part is being paid personally and not by GVSU. Pay the whole travel out of pocket on a personal credit card directly with the travel providers and then submit for reimbursement for the part being funded by professional development funds.

• You are booking Allegiant Airlines or other airline that is not available through Lightning/CTM. Your expense card or declining balance card will need to be unblocked for airlines. Contact Tonya Valencia at [email protected] or 616-331-2257.

• You are using airline credits from a flight that was not originally booked through Lightning/CTM. Book with the airline or travel agent originally used.

Lightning and CTM collect the university's travel and spend data for leveraging future rates with airlines, hotels, and car rental companies.

Many of GVSU's travel policies, rules, and procedures are built into the booking process with Lightning/CTM to alert travelers up front when they are not in compliance.

CTM provides enhanced services such as name changes to re-use unused flight tickets and an extended grace period time to cancel airline reservations without penalty.

Duty of care capabilities to notify and account for travelers in emergency or urgent situations.

CTP will match a lower price from the airline's direct website on the identical itinerary fare.

Matching does not apply to third party travel sites such as Expedia or Kayak. Also NDC (New Distribution Capability) fares are not matchable at this time.

To request price matching, promptly email a screenshot from the airline's and Lightning's website, including as much information about the itinerary as possible, to [email protected]. They will communicate next steps.

Yes. Please refer to the Fee Schedule for details.

You can minimize booking fees by:

• For individual travel - using the Lightning online booking tool instead of having an agent book for you.
• For individual travel - booking airfare, hotels, car rental, etc. at the same time in one booking session. You will be charged just one booking fee when booked in the same session. A Lightning booking tool session ends if you log out, time out, or close your web browser.
• If your travel provider allows it, you can modify your reservations by contacting them directly (airline, hotel, or rental company, Amtrak). Some airlines will require you to make changes through our travel agent if it was originally booked through the travel agent.

1. Note: Some airlines are charging a fee for making changes in lieu of the original travel agent.
2. Note: If you change directly with the travel provider, your itinerary in Lightning might not be immediately updated or updated at all.

An exception to calling the travel provider directly would be airline changes where the new reservation is less cost than the original or where the lead time on new reservation is very short. In those cases, contact the CTP travel agent

Information Forthcoming

Information Forthcoming

Information Forthcoming

Per SLT Policy 6.18 Travel & Expense Procedures (310):

Personal vehicles may be used in lieu of commercial airline travel. Mileage will be reimbursed at the established current Federal GSA mileage rate up to 500 miles for University business travel [500 miles x $mileage reimbursement rate = $maximum amount reimbursable]

If your travel distance by car is 100 miles or more, consider renting a vehicle to use. At 100 miles it starts to become less expensive to rent versus the reimbursement rate. See the GVSU Vehicle Rental web page.

Transportation by bus, train, or other means will be reimbursed for the actual cost.

When you book travel through Lightning, add a note to the travel agent about what your needs may be (there are a couple options in your profile you can select that the airlines receive directly). The agent will then make accommodations you need on your booking. Also, after booking you can go directly to the vendor for anything specific. Note, that if your accommodation is outside of policy, please note that you have Disability Support Resources (DSR) approval for the exception. Exceptions without DSR approval are not allowed. We will confirm the exception with DSR.

Yes. The expense will be routed to the Lightning account of the GVSU faculty or staff who books the travel.

• If an individual is traveling more than twice a year, they should have their own expense card and they should use this card for all purchases and travel. This card is reconciled in Lightning. Request an Expense card
• If an individual is not traveling more than twice a year or needs to access cash during their travel, they should have a Declining Balance Debit Card. This card is reconciled in Lightning. Request a Declining Balance Debit Card
• All Airfare booked within Lightning or with CTP directly will be charged to a card stored in the system, automatically. The Traveler will reconcile that charge within their Expenses in Lightning.
• Personal Funds should only be used if an expense card or Declining Balance Card was not available or is not an option. Submit all receipts for reimbursements.
• Cash Advances will be very rarely handed out and will need to be authorized in advance by the Business Office with reasoning as to why one of the options above are not feasible. Please contact the Travel Team if you need to request an advance.

Most hotels will accept declining balance cards. However, some hotels and car rental companies might not, as they are considered a pre-paid card. Use a GVSU purchasing card or personal credit card if necessary.

You may book your travel outside of Lightning/CTM and get reimbursed for the portions your professional development funds are paying for.

You cannot change the name yourself in Lightning.
Contact Kim Wittkoski 616/331-2203 or Erica Herwig 616/331-2287

Here are three things that might be limiting your search results display:

1. Make sure the search green status bar indicates the search has finished. It can take a bit of time to complete.
2. The matrix at the very top of the search results summarizes results by provider. Click on the square to
   show the full results for each category.
3. The ± drop down menu allows you to vary the airline results by 'X' hours before and after your selected time. You may need to select a higher number to capture the results you are seeking.

Message states “We're sorry. We encountered an issue that prevented us from completing your request. While attempting to ticket your reservation, a failure occurred. Your reservation is confirmed but not ticketed. Contact the travel agency or airline directly.”

This means that GVSU's credit card on file with Lightning declined and your flight was NOT ticketed and you don't have a flight. You must contact Corporate Travel Management at 844-529-5851 or [email protected] to make sure that gets ticketed.

No. The airfare will be charged to a GVSU credit card on file with the travel agent (Card number ends in 5807. The card is referred to as the “lodge” card). You do not need to provide a credit card to book the reservation or at check-in. If you later add purchases such as checked luggage that were not included in your original reservation, you will need to provide a credit card at that time. If are using a GVSU expense card or declining balance card, you will need to have Tonya Valencia unblock your card for those later additional airline charges.

To Quote:

• Lead Contact (if reserving a group traveling together)
• A specific flight itinerary or desired Departure & Return Dates/Times
• Number of travelers
• Departure city/airport
• Arrival city/airport

To Book:

• Lead Contact (if reserving a group traveling together)
• A specific flight itinerary or desired Departure & Return Dates/Times
• First & Last Name(s) as it appears on traveler's government ID
• Date of Birth
• Gender
• Country of Residence
• Email address for each traveler
• Phone Number

The ± indicates the number of hours before and after your preferred departure time that will be included in your search results. To see more flight options, increase this number. This may be most relevant at small airports with limited flights.

No. You will add checked bags and carry-ons to your reservations when you check in via the airline's website or mobile app.

If you are purchasing checked bags or carry-ons as additional charges, and you are using your GVSU expense card or declining balance card to pay, Tonya Valencia will need to unblock the card for you. Contact Tonya at [email protected] or 616/331-2257.

GVSU policy allows for reimbursement for one checked bag. If travel exceeds five days, additional checked baggage fees will be permitted with approval by the delegated approver.

Sometimes you can in Lightning.

You cannot select seats via the Lightning mobile app.

If you are not able to select your seats in Lightning, you can select your seats through the airline's website or mobile app.

If you booked a Basic Economy fare, those typically do not allow the traveler to select their seat. The airline will assign the seat at check in.

Note that Basic Economy fares may not allow a change due to fare restrictions.

You can make changes to an existing flight in the Lightning Online Booking Tool. However, if your flight itinerary uses more than one airline, you cannot make changes in Lightning. Contact the travel agent Corporate Travel Management to change at 844-529-5851 or [email protected]. For large groups (10 or more persons) contact Shelly Parks at 781/496-3798 [email protected].

Any airline change fees and/or fare difference charges will be charged to GVSU's credit card on file with Lightning/CTM (ends in 5807). The expenses will be routed to the traveler's Lightning account.

You must do that via the airline's website or mobile app. You cannot do that in Lightning or through the travel agent. If you are using your GVSU expense card or declining balance card to pay for the upgrade, Tonya Valencia will need to unblock the card for you. Contact Tonya at [email protected] or
616/331-2257.

Basic Economy fares are very restrictive – see below. Rules vary by airline. Consult your airline for specific restrictions.
Delta Air Lines
United Airlines
American Airlines

• Use it or Lose It – If your ticket is not used, usually a credit to use for future flight is not given. If the airline does allow you to cancel for credit, there will be a cancellation fee and you will have to pay any higher fare difference.
  
• Changes to Itinerary – Usually no changes are allowed after the 24-hour grace period. On occasion some airlines allow same-day changes or standby. Try requesting the change within 24 hours of departure.
  
• Seat Selection – Airline assigns your seat at check in. No guarantee of sitting together. Advance seat selection might be allowed for an additional fee.
  
• Carry On may or may not be included. If not, you usually can add for an extra fee.
  
• Checked bags usually are not included for domestic flights. You might be able to add for an extra fee. They usually are included for trans-Pacific/Atlantic and other very long international flights.
  
• Seating & Cabin Upgrades – usually not allowed.
  
• Non-refundable – If the airline cancels your flight, and you don't accept their alternate itinerary, you will get a credit for a future flight. If there are compelling extenuating circumstances you can always ask if the airline will give you a refund; no guarantee, but you can always ask.

There may be additional risk or inconvenience with discount carriers if they cancel your flight.

Due to less frequent schedules, the carrier may not have any more flights the same day to your destination. It may be more than one day before the carrier has another flight there.

The carrier may not have agreements with other airlines so they will not transfer you to another airline's flight, that is, you can only re-use your ticket with the original carrier. If options with the carrier are not acceptable, they will give you a refund but you will have to buy a last minute ticket yourself on another carrier which likely will be much more expensive than your original ticket. And everyone else on your cancelled flight is scrambling for those seats.

If you booked your individual flight through Lightning booking tool, cancel it through Lightning or contact GVSU's travel agent 844/529-5851 [email protected]. There is no agent fee to cancel a flight in Lightning or with the travel agent during regular hours. You must cancel prior to flight's departure. You may be able to cancel via the airline's website or mobile app, but it's preferable to cancel with Lightning/CTM.

For large groups (10+ travelers) call 800/810-2695 or 210-530-0857 [email protected]. You must cancel prior to flight's departure.

If your flight was booked outside of Lightning/CTM, contact your online travel site or airline (cancel through website or mobile app).

Most airlines allow cancellation with no penalty within 24-hours of booking, if more than 7 days before departure. GVSU's travel agent, CTM, has a slightly extended 24-hour grace period. CTM has through the end of the next business day after booking – up to 11:59 pm CENTRAL TIME. Contact CTM if this extended time would be helpful.

If there is a cancellation fee, some airlines will deduct the fee from the credit value of your unused ticket. Others will charge the fee as an additional charge.

Cancellation fees charged by the airline/travel agency and paid out of pocket are eligible for reimbursement. When reimbursement has already been received for the cancelled trip, the traveler must reconcile this credit within 15 days with the Accounting Office.

Also see Airline FAQ question: What should I be aware of if reserving a “Basic Economy” airline seat?

If you booked a “basic economy” fare, check with your airline if they allow a credit for an unused ticket.

If your ticket does allow you to reuse your ticket, you will be given a credit to apply to a future flight. Be sure to cancel your ticket before flight departure in Lightning or call Corporate Travel Management 844-529-5851 to cancel. There is no agent fee to cancel in Lightning or with agent during regular hours. If you do not cancel prior to the flight, the airline might not give you a credit.

With most airlines you have one year to re-use the ticket. If you will be traveling again, you can reuse your ticket when you book through Lightning on the same airline.

If you will not be able to re-use the ticket, GVSU can do a name change and have another person use the credit. Contact Kip Smalligan 616/331-3211 if you want the ticket to be used by another person. A Workday request can be made to “refund” your department or program the value of the credit less any name change fees or agent fees.

Yes. You must have a credit card entered in your Lightning account profile to book a hotel in Lightning or through the travel agent. Also, the traveler will need to provide a credit card at hotel check-in. Note that there is a chance some hotels might not accept declining balance cards.

GVSU has direct bill accounts with the below downtown Grand Rapids hotels for university guests. Contact Kip Smalligan 616/331-3211 for instructions on how to book these.

If you are not using one of these hotels, you will need to reserve it through Lightning.

• Amway Grand Plaza
• City Flats
• Courtyard by Marriott
• Embassy Suites
• Hampton Inn
• Holiday Inn
• Homewood Suites
• Hyatt Place
• JW Marriott

When you book a room for a guest or student through Lightning or GVSU's travel agent, you will need to have a credit card entered in your Lightning profile to hold and pay for the room and tax; and the guest typically provides their own credit card at check-in to cover any incidental expenses.

If you do not want your guest/student to have to provide a card at check-in, you will need to put a credit card on file with the hotel. Contact the hotel directly and request their credit card authorization form. Some hotels have an online process for credit card authorization You will need to approve the card authorization to cover all charges including incidentals (movies, mini-bar, etc.).

You likely selected a Hyatt, Hilton, or Marriott member-only offer from the search results. These offers require you to provide a loyalty member number to book. Otherwise you will not be able to book it. Continue to scroll down in the search results to find non-member listings. (Example)

Since the room is reserved in your name, you will have to be the one that checks in.

If you are splitting the cost of the room with the other person, you will need to split the accounting when you do your expense report.

No. Airbnb or VRBO can sometimes be more reasonably priced than a hotel. They can be used in scenarios where it makes sense to use them; i.e. long stays, stays where they are a cheaper option than a hotel. Use of Airbnb or VRBO will be considered on a case-by-case basis. Contact Kip Smalligan 616/331-3211

GVSU is sales tax exempt in Michigan and some other states.

GVSU is typically not exempt from city or county taxes, but there could be some exceptions. Inquire directly with the specific city or county.

You will usually need to give the hotel a copy of GVSU's sales tax exemption certificate. To access a copy of GVSU's sales tax exemption certificate for Michigan and some other states, see Sales Tax Exemption. You will need to log in with your GVSU network login to access the web page.

Yes. You must have a credit card entered in your Lightning account profile to book car rental in Lightning or through the travel agent. The traveler will also need to provide a credit card at check-in.

See more information on car rentals at the GVSU Vehicle Rental web page. You will need to log in using your GVSU network ID to access the web page.