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Booking Your Travel

Students studying abroad through Tulane University should book their airline ticket through World Travel Services. Booking instructions are as follows:

Concur Travel Booking Instructions

The approximate cost is $4.5 fee per ticket with no charge for hotels.

  1. Login at concur.tulane.edu with your Tulane credentials
  2. Search flights
    1. Suggestion: The default search time is a (+/-) four hour window around 9:00 AM (departure) and 5:00 PM (arrival). Expanding the search time will show additional flights
    2. The search functionality allows for preferred airlines
  3. In your user profile, you can upload rewards membership/miles program information for different airlines as well as credit card information

Pricing

Tulane blocks (will not allow booking for) basic economy airfare and non-cancellable hotel rates in Concur. These rates have restrictions and are non-refundable, which causes disputes, and ultimately the savings are not substantial enough for business travel. You may book these rates with an agent but understand Tulane will not reimburse if a basic economy fare is canceled, details and fees are below.

Travel Agent Full-Service Instructions

The approximate cost is $19 fee per ticket with no charge for hotels.

  1. Send travel request to World Travel Service at tulane.travel@worldtrav.com. The subject line should include Tulane Program (enter location & abbreviated program title here).
    1. Ex. "Tulane Summer in Paris" or "Tulane Program: DIS Copenhagen"
  2. An agent will reach out to provide flight options and discuss the trip details. Once all trip details are finalized, a credit card number will be required to confirm flights. DO NOT send credit card numbers via email. An agent will take the number over the phone. Rates and availability are not guaranteed until tickets are purchased. Changes to flights after purchase may result in fare increase and change fees assessed by the carrier.

Travel requests must include:

  • Travel dates
  • Preferred travel times
  • If you found a preferred itinerary and price, provide those details (keep in mind, itineraries, and pricing fluctuates)
  • Full legal name as it appears on the government ID you will use when traveling (passport or driver’s license for domestic travel)
  • Date of birth and gender
  • Cell phone number

Additional Notes

If your Travel profile in Concur is already completed, with payment source entered, the agent will have access to the information listed above already. The information entered in your Concur profile (e.g., credit card) is encrypted and not visible to faculty or staff administrators.

Concur Booking Manual PDF

Can I opt out of booking through Tulane's Travel Program?

Tulane highly discourages students to book on their own. In today’s travel environment, travel disruptions are very common, which is why Tulane’s travel program is so critical. If there are circumstances that require you to book outside of Tulane's travel system, you must acknowledge the following:

I understand that all Tulane-related international travel must be booked centrally through Tulane’s travel program. This includes when Tulane internal or administered monies fund any aspect of my program/project abroad, like a study abroad scholarship, housing or otherwise; then this travel must be booked centrally through the University, using either Concur or World Travel Services. 

If I fail to follow Tulane’s recommendation to book centrally and I am self-financing the entirety of my program/project, I acknowledge that I will be personally responsible for all costs of securing emergency reticketing and other associated costs. 

Contact

Laney Armstrong at larmstro@tulane.edu if you have any questions about booking travel. There is a learning curve when navigating a new booking tool, especially with international travel, please do not hesitate to reach out and ask for assistance. You can also learn more about Travel Management at Tulane and the Tulane Global Experience.

After hours emergency assistance is available 24 hours a day for your convenience at the numbers below (Refer to code: A-1B4T when calling):

  • (800) 514-5160 Domestic
  • (865) 777-1600 International (collect calls accepted)
  • There is a $20 call fee for after-hours, weekends and holidays (use for emergencies only).

First-time Flyers

Nervous about taking an international flight? You’re not alone! Navigating airports abroad can seem overwhelming at first, and plenty of our study abroad alum were first-time flyers once upon a time. Check out our airport navigation guide written by students for students for tips that make getting through the airport a breeze.

Airport Navigation and Flying Guide

Travel Management at Tulane
https://procure.tulane.edu/content/travel-management

Tulane Global
At Tulane, we are bold and audacious, and our impact knows no geographical bounds. As part of the vibrant and culturally rich New Orleans community, we cultivate diverse experiences and perspectives, locally and globally. We know today’s pressing global challenges demand comprehensive global solutions. As a global university and leader in research, Tulane’s international footprint boasts more than 70 programs across more than 70 countries. Tulane Global provides direction for the University’s international endeavors, collaborating across campus to support ground-breaking research, foster an inclusive international community and facilitate impactful global learning and engagement.