Northwestern University is announcing a change in its travel management platform, moving from Egencia to Key Travel. This transition will officially begin on February 10, 2025. It is important to note that the last day to make travel bookings through Egencia will be February 28, 2025. T100 Group will remain as a preferred travel agency partner for Northwestern.
For those with travel arrangements already booked through Egencia for the first quarter of 2025, access to your booking details in Egencia will likely remain available until your travel is complete. However, for any travel plans scheduled for later in 2025, modifications or cancellations will need to be handled directly with the respective airline or hotel provider. Further announcements will be made regarding the timeline for when access to future Egencia Travel bookings will be discontinued.
Key Travel Transition Open Lab Sessions
To support users through this transition, Procurement and Payment Services will be hosting Travel Open Lab Drop-In Sessions throughout February. These sessions are designed to provide a forum for campus users to ask questions and receive guidance regarding the switch from Egencia to Key Travel.
| Date | Time | Location |
|---|---|---|
| Thursday, February 27, 2025 | 10:00 – 11:00 AM | Join the Teams Meeting |
Advantages of Using Egencia for Your Travel Needs (Until Transition)
Egencia’s Online Portal offers a streamlined experience for Northwestern faculty and staff to manage their travel arrangements. Utilizing Egencia for travel provides several key benefits:
- Discounted Rates: Access to Northwestern’s negotiated discounts on airfare, hotels, and rental cars where applicable, helping to ensure cost-effective travel.
- Direct Billing: Option to directly bill airfare and accommodation costs to your designated unit or department chart string, simplifying expense management.
- Online Booking Convenience: Make online reservations for flights and hotels with minimal booking fees (note: a small fee applies to Southwest Airlines bookings), offering a budget-friendly solution for travel arrangements.
- Personalized Travel Profile: Store loyalty program numbers, TSA PreCheck/Global Entry information, passport details, and preferred airline seating choices within your profile for quicker and more personalized booking experiences.
For more detailed information regarding the services available and any associated fees when using Egencia, please consult the Travel Agencies page.
New to Egencia Travel? Getting Started
If you are new to using Egencia for your university-related travel needs, there are Tips and Resources available to guide you through the booking process.
Egencia User Registration for Northwestern Affiliates
Automatic access to Egencia is granted to all full-time faculty and staff at Northwestern University. You can Log In at any time using your Northwestern NetID and password. Please be aware that it may take up to two weeks after new hire orientation for system access to be fully provisioned. If you are a new employee and cannot access Egencia after this period, please reach out to Travel Services at 847-491-7569 for assistance.
Graduate students whose travel is funded by Northwestern, as well as part-time and temporary employees traveling on behalf of the university, are also eligible to utilize Egencia for university travel bookings. However, they do not receive automatic access.
If you need to arrange Egencia access for graduate students or part-time/temporary staff, you can register them as guests within the Egencia system. This requires you to be set up as a travel Arranger in Egencia with Guest Manager (new) permissions. To initiate guest registration, navigate to the “Tools” tab in the Egencia header on the homepage. Under “User Management,” select “Guest Booking” and then “Create New Template,” located in the top right corner of the page. You can create up to 50 guest profiles using a single template. For more detailed instructions, refer to the Egencia Training Hub, accessible under “Favorite Links” on your Egencia homepage. For any further inquiries, please contact [email protected].
Training and Support Resources
Training Resources are available to help you navigate the Egencia platform effectively.
Questions or Need Assistance?
Egencia Customer Service
Egencia provides 24/7 customer support from knowledgeable agents who can access your profile and provide tailored assistance. Please be aware that a fee is applied for each agent-assisted call concerning an existing reservation.
Contact Egencia Customer Service at 212.329.7203 (International rates may apply for calls placed from outside the US).
To reach a customer care representative via email, visit your Egencia homepage. Select “Help” in the Egencia header and then choose “Contact Us”.
Contact Travel Services
For additional information about Egencia training or any other travel-related inquiries, please contact Travel Services.
