Travel Agency Contracts
The University has contracts with seven travel agencies to assist with your travel planning needs:
Agencies may charge fees for certain
services-a national trend in travel planning services- because
changes in the travel industry have led to lower commissions
for travel agencies. Refer to the Travel Agency
Fees-for-Services Matrix to
identify and compare specific fees at each agency.
As part of their contracts agencies must meet certain standards
for services and provide a range of services. These include:
- Maintain a website with access to travel information,
updates, newsletters, helpful travel tips, and other useful information.
- Maintain computerized travel profiles on individual University travelers
including, but not limited to, seat assignments, food requirements
and any other special requests.
- Return phone calls from the University within three business hours.
- Schedule travel departure, arrival times and locations as requested
by the University.
- Book domestic and foreign airline travel at the most favorable
rates available.
- Deliver tickets and/or trip itinerary at no additional charge, within
24 hours after reservations are confirmed with the requesting
University end user, unless a longer period of time is requested
by the end user.
- Reference a toll-free telephone number on each itinerary for the
end-users to contact in emergency situations, on a 24
hour seven days per week basis.
- Monitor air fare rates to determine if fares have decreased after
issuance of tickets to a University traveler, and if so,
reissue the ticket at the lower rate.
Hotel and Conference Contracts
The University has contracts with local and nearby hotels to assist with lodging of
overnight guests and conference planning. These contract summary sheets provide
information on price, services, and customer service contacts.
If you require additional information, contact the buyer in
Purchasing given on the summary sheet.
Charlottesville Area
