Payment Options

Payment Options for Business Travel

Booking travel using AAA Western and Central New York (AAA Travel), Egencia online booking or Travel Guard and GetThere (by Travel Guard)

All Cornell faculty and staff flights should be booked using Cornell Diners Club card or personal credit card. A travel advance may also be used by contacting your Business Service Center.

Faculty and staff that would like to use their Diners Club or personal credit card may use Cornell’s preferred agency, Egencia (powered by Expedia).
If administrative support personnel make your travel arrangements, you may designate your support person as your “arranger” on Egencia. Although your Diners Club or personal credit card information is required, this cannot be viewed by your designated arranger.
Faculty and staff should not “share” their individual credit cards (Diners or otherwise) with their support staff.

Direct invoicing with AAA Travel, though permitted, is not the preferred method for travel arrangements for individual faculty, staff and students. Direct invoicing with AAA Travel has always been acceptable for group travel and international travel. Instructions on how to direct bill with AAA Travel listed below.
Group (3 or more) and guest (visitor) travel:

Payment by FTC/BSC Pcard is only allowed for group travel or visitor travel based on guidelines established by Risk Management and SMS. We are not extending this payment method for the direct invoicing for individual, domestic travel.

Booking Fees	AAA Travel	Travel Guard	GetThere	Egencia
Domestic reservation	$35	$35	$8	$8/online; $32/agent assisted
International reservation	$55	$50	$8	$8/online; $42/agent assisted
Airline ticket exchange or reissue (customer request)	$35/$55	$35/$50	$30/$50	$8/online; $32-$42/agent assisted
Hotel booking only	No fee	No fee w/airline resv	No fee	No fee online; $15 stand alone w/agent
Car booking only	No fee	No fee w/airline resv	No fee	No fee online; $15 stand alone w/agent
Domestic group bookings (2-9 passengers)	$35 1st passenger $35 each add'l	$35 per passenger	n/a	$8/online per passenger; $32 agent assisted per passenger
Domestic group bookings (10+ passengers)	$20 per passenger	$35 per passenger	n/a	$8/online per passenger; $32 agent assisted per passenger
International group bookings	$45 per passenger	$50 per passenger	n/a	$8/online per passenger; $42 agent assisted per passenger
Visa/passport	$50 + $15 delivery	$50	n/a	n/a
Paper ticket delivery	Free to campus; $15 off-campus	$25	n/a	n/a

Instructions on how to direct bill with AAA Travel

The University Controller grants an exception to the travel policy’s limitations on “direct payment” for air and other travel related reservations through fiscal year 2012.

AAA Travel is willing to bill Cornell directly for airfare. Invoices for travel booked through AAA must be paid via disbursement voucher (DV) for faculty, staff and student or BSC pcard for group or visitor.

Billing process:
1. Call AAA Travel at 607-257-3557 or 800-954-7687
2. Identify the traveler as Cornell: faculty; staff; student; visitor
3. Provide billing information (AAA will set up each department with its own company code and billing information). Once the trip is ticketed, AAA will e-mail the invoice to the travel arranger.
4. Pay the invoice via a DV or BSC pcard; your BSC will help you with questions concerning a DV payment or their pcard.

Units are responsible for maintaining controls to avoid the risk of duplicate pay when using the direct invoicing option (i.e. establish a travel advance or other control procedure).