Please note, this page is intended to assist GVSU Faculty and Staff with arranging travel. If you are looking for information regarding T&E Reimbursement, please click here.

Changes in Airfare Reimbursement Procedures
Changes in Airfare Reimbursement Procedures

Effective immediately, reimbursement requests for airline travel must include an itemized list of all charges associated with the flight (baggage, seat selection, upgrades, etc.) Please note that any fees related to preferred seat selection and/or upgrades will not be reimbursed!

In Egencia, you can print out the itemized receipt by first selecting your trip itinerary, then clicking Receipts in the upper right hand corner of your screen.

If you have any questions about this change in reimbursement procedures, please contact Kim Suber at (616) 331-2203 or

Egencia Inc, An Expedia Company


Egencia FAQ's

Egencia, Expedia’s corporate booking tool, was selected as Grand Valley State University’s preferred travel agent. Egencia provides the option to book your GVSU business travel, as well as your own personal travel, by using an online ordering site specifically designed for GVSU.

You also have the option to arrange your GVSU business travel with the assistance of a traditional Egencia travel agent that is assigned and dedicated specifically for GVSU. Egencia leverages the same intuitive look and feel of sister company, with travel options and tools designed specifically for the business traveler.

Note: Grand Valley State University does not provide travelers insurance for faculty and staff. It will be the responsibility of the traveler to obtain travelers insurance if desired.

Egencia will be able to meet your university business flight, hotel and ground transportation needs in a cost-effective manner. Booking your business and university travel with Egencia is a more efficient, secure way for you to select and manage your travel itineraries. Your participation will enable the university to negotiate more competitive hotel and air agreements that will improve your travel experience and drive further savings. Travelers can store their frequent flyer numbers and travel preferences, manage their travel from their work calendar, easily leverage unused tickets or plan trips with colleagues. Egencia is there when you need them, their support and experienced corporate travel agents are available 24 hours a day, 7 days a week either by phone or email.

There is a transaction fee of $7 per itinerary when booking travel using the Egencia online ordering site. There is a transaction fee of $27 per itinerary when booking using an Egencia Agent versus using the online ordering site. There is no cost or fee to call an Egencia Agent with any questions you have regarding travel or the online ordering site.

Egencia can be used whenever university travel needs to be booked. If you do not have an Egencia login name and password please contact the Procurement Services department to receive your login name and initial password. Once you have your login name and password you can then access the Egencia online ordering site and set up your traveler profile. Log into Egencia for the online ordering site. For any further service, contact the corporate travel agent customer number (877) 264-2763.

Login and Password Information: Please contact the Procurement Services department for your login name and initial password.

University Guest Travel: If you need to book travel for a university guest please contact the Procurement Services Department via email at will be given access to our Guest Traveler Account and be assigned as an Arranger to book university guest travel within the Egencia site or with an Egencia Agent. When requesting access to this Guest Traveler Account please include in your email the FOAP number that you will be using to pay for this travel as well as the guest(s) name.

Note: Once the actual travel portion booked for your university guest(s) has been completed you will be removed from the list of approved users within the Guest Travel Account. Next time you need to use the Guest Travel Account you will just need to send an email again to the Procurement Services Department requesting access and you will be given that access.

Also note that whether booking your university guest(s) travel via online or with an Egencia Agent you must provide Egencia with a FOAP number that you will be using to pay for this travel as this is required for all university guest travel being booked through Egencia. (if booking online there will be a data field towards the end of the check-out phase where you can enter your FOAP number, if calling an Egencia Agent to book the travel please remember to provide your FOAP number to them directly.)

In order to improve Egencia’s overall customer service effectiveness, Egencia has rolled out their new Intelligent Services Platform, which has replaced our GVSU Travel Desk customer service line. In making this improvement and modification Egencia’s new customer service line was enhanced with an interactive voice response (IVR) which allowed for our previous primary intro recording to be phased out.

From Egencia:

"The new Intelligent Service Platform will offer your travelers a faster, smarter and more personalized customer service experience. We are leveraging technology-infused service to quickly recognize travelers based on the phone number they are dialing in on and interactive voice response (IVR), allowing Egencia Travel Consultants to know who is calling and what they need help with before they answer the call. Travel Arrangers will be asked to enter the itinerary they are calling about.

To take advantage of the Intelligent Service Platform, please encourage your travelers to check their Egencia profile to make sure their phone numbers are up to date. Travelers are able to list as many phone numbers as they would like, which will increase the likelihood that they can be automatically recognized when they call in for service.

Please note that the Intelligent Service Platform will not be available for phone numbers that have a custom greeting or routing system in place for travelers calling an Egencia Travel Consultant (such as VIP service desks)."


Egencia Contact Information

Egencia Homepage

Click "Log In" in the upper right-hand corner to log into your Egencia account

Egencia Reservations

(877) 264-2763

Egencia Reservations

(702) 939-2532

Car Rental



Discount Rate/Code



Avis Rent-A-Car

AWD #A563100


(800) 331-1212

Budget Car Rental

BCD #T557400


(800) 527-0700

Enterprise Rent-A-Car

XZ20775 Business 
XZ20776 Personal Leisure
Discount varies but usually is significant.
Enter in the Promotion Code or Account Number (Optional) field. Credit card required.
GVSU Faculty/Staff ID may be requested. 



(800) 736-8222

Hertz Rent-A-Car

Business Rewards discount number CDP 1809786.
Discount varies 5-20% based on location/date.
Use for business or leisure.
Free additional drivers if they are age 25 or over AND CDP # is used for the reservation.
Credit card required. 


(800) 654-3131

National Car Rental

XZ20775 Business 
XZ20776 Personal Leisure
Discount varies but usually is significant.
Enter in the Contract ID field.  Credit card required. GVSU Faculty-Staff ID may be requested.


(800) 227-7368