Travel at UD

World Travel, Inc. is the University of Delaware's travel management company.

World Travel's services are housed within Concur to fulfill employees' travel booking requests.

UD employees are encouraged to book travel through Concur. Booking through Concur provides support from World Travel agents while traveling as well as safety and security services from Crisis24.

In order for your travel to automatically be populated in Crisis24’s GlobalRiskManager platform, travel must be booked through Concur on the World Travel site.  Once travel is booked, you will receive a welcome email with additional information. 

Itinerary information from World Travel bookings is automatically transferred to an expense report in Concur that allows employees to attach UD credit card expenses with a simple drag and drop action.

Using World Travel to book your trips within Concur also enables the University to see when travelers are in locations with developing emergencies and provide assistance should the need arise. 

Low Airfare Guarantee. Prior to booking, if you find a lower airfare is available for your identical itinerary, World Travel, Inc. will match the lower airfare or provide a refund of double the difference

Booking with World Travel not only provides support from their agents while traveling, it ensures that safety and security services from Crisis24 will be available to you.

UD's partnership with World Travel and Crisis24 enables the University to see when travelers are in locations with developing emergencies and provide assistance should the need arise. 

Whe you book with World Travel in Concur, your trip is automatically populated in Crisis24’s GlobalRiskManager platform.

Once travel is booked, you will receive a welcome email with additional information. 

 

Prior to booking, if you find that a lower airfare is available for your identical itinerary (flight/date/class must be exact), World Travel, Inc. will match the lower airfare or provide a refund of double the difference.

Itinerary information from World Travel bookings is automatically transferred to Concur, saving employees time on their expense reports.

The University covers the cost of World Travel's fees for travel booked online in Concur, and pays World Travel centrally for these fees.

Contact the World Travel designated agent team for UD: 1-855-215-8312

The fees for agent assisted bookings are not paid centrally by the University and will need to be allocated by the employee to the appropriate funding source on an expense report.

World Travel charges a booking fee for each completed agent assisted Transaction.

Agent assisted Transactions are defined as follows:

  • The issuance of an airline or rail ticket, regardless of whether the ticket is electronic or prepaid, or the final disposition of the ticket.
  • The booking of a hotel only and/or car only reservation, regardless of whether the reservation is prepaid, or the final disposition of the reservation.

Note: The void, refund or exchange of any of the above listed Transactions is not considered an additional transaction unless a new ticket/reservation is issued.   

Transaction Type

Fee

Air/Rail Only*

$35.00

Air/Rail in combination with Car and/or Hotel**

$35.00

Car and/or Hotel Only

$10.00

*A $35.00 service fee is applied to each airfare ticket purchase.

**Fee covers air/rail, hotel, and car (or any combination with an airfare ticket purchase) when they are all booked at the same time for one service fee of $35.

After Hours Fee:

World Travel charges a $25.00 service fee for all incoming calls to their After Hours department. 

After Hours is considered 8:00 p.m. to 8:00 a.m. EST, including weekends and holidays. 

This fee is in addition to booking service fees and will be applied to all calls regardless of whether or not a ticket/reservation is issued.

  1. Before booking travel, log into Concur to complete and/or update your profile
    • Ensure that your name in your profile matches your legal ID exactly.
    • Clicking Save in any section of your profile will sync your information (travel preference, rewards programs, etc.) to World Travel’s reservation system.
  2. Create and submit a Travel Request
  3. Begin booking travel in the Trip Search tool in Concur.
    • You do not need to wait for the Request to be approved to begin booking your travel.
    • Faculty Requests are auto-approved.
    • Staff Requests will need Supervisor and COA approval prior to departure.
  1. Create and submit a Travel Request
  2. Begin booking travel in the Trip Search tool in Concur.
    • You do not need to wait for the Request to be approved to begin booking your travel.
    • Guest Travel Requests will need approval from the travel arranger's Supervisor and the COA prior to departure.

Concur allows you to create your expense report from your approved travel request. You can submit UD Credit Card charges and requests for reimbursement for out of pocket travel expenses on the same report.

Your travel itinerary will automatically be assigned to your Travel Expense Report if you generate the report from your approved Travel Request.

Crisis24 provides travel risk information and services to facilitate both domestic and international travel by all UD authorized travelers. 

This partnership provides safety and security intelligence prior to travel departure and alerts of emerging risks for the duration of your trip, in addition to granting the ability for 2-way communication in the event of an emergency via their mobile app. 

Should a situation arise that warrants evacuation of the area from where you have traveled, Crisis24 will also provide extraction services.

Please visit the UD Risk Management site for more details.

GeoBlue provides our campus community with international medical insurance coverage.

GeoBlue has a significant provider network in over 190 countries, all major cities, and many remote regions, representing over 120 medical specialties.

Support for services is available 24/7, by phone, web, or mobile app.

International medical coverage through GeoBlue is provided to our campus community with a $0 deductible.

For more information about GeoBlue registration, please visit the UD Risk Management site.

World Travel also offers personal travel services including packages, cruises, escorted tours, custom itineraries and safaris as well as professional destination wedding planning and group travel.

For Vacations:

Call: 1 (800) 451 5449

Email: vacations@worldtravelinc.com

For Cruises:

Call: 1 (800) 874 6700 ext. 6703

Email: cruises@worldtravelinc.com

The UD Credit Card Program is available to University employees to use for travel related expenses. 

Verification of expenses and submission of reimbursements and settling of any cash advances, along with necessary original receipts, must be submitted no later than thirty (30) days after the ending date of the business activity. 

 

Travelers may submit their out-of-pocket travel expenses on an expense report in Concur.

The traveler is personally accountable for the accuracy and itemized documentation of submitted expenses.

All reimbursement payments will be made by direct deposit to the same employee account selected for payroll deposits.

When traveling by commercial airline, tickets are to be for coach or economy class.

The University will allow a single class upgrade from coach or economy class for flights with destinations outside the contiguous United States, provided all three of the following requirements are met:

  1. The flight itinerary for the ticket must include a single leg of at least 6 hours of continuous flying time.
  2. The upgrade is approved by the traveler’s dean or vice president, and such approval is documented.
  3. The cost difference between the coach or economy class and the upgraded class is charged to a discretionary purpose code when possible.

Baggage fees, emergency aisle fees, early boarding, and other fees associated with coach fares are NOT considered upgrades.

Travelers are allowed two personal bag fees for travel up to one week.

An additional bag fee is allowable if the trip duration is more than 1 week.

Baggage fees, emergency aisle fees, early boarding, and other fees associated with coach fares are NOT considered upgrades, but should be considered when comparing and booking travel.

For Fly America details and conditions, please visit the Research Office website.

Rail fares on any trip should be the least costly option consistent with the University business travel policies.

The traveler should take advantage of round-trip or excursion rates whenever possible.

Business class seats are the acceptable class of service.

Any seating upgrades will be at the traveler’s personal expense.

Use of first class service on Amtrak trains is not permitted.

We recommend that rail travel with Amtrak should be booked directly on the Amtrak site and not through Concur/World Travel.

The Amtrak booking system validation is extremely sensitive and if your name in your Concur profile differs in any way from your name in your Amtrak profile (punctuation after initials, middle name vs. no middle name), it can cause your reservation to be cancelled.

Procurement Services has negotiated discounted rental rates for University Business Travel with the preferred rental car suppliers listed on this website. These rates apply to rentals within the U.S. and are inclusive of  the minimum $1,000,000 Collision Damage Waiver/Supplemental Liability Protection insurance coverage required by the University. 

Limits of coverage may vary by location.  Please confirm the limits of coverage upon pick-up to ensure that the required $1,000,000 Collision Damage Waiver/Supplemental Liability Protection insurance coverage is included.

Important to note

  • The Personal Contract ID# must be used whenever renting for non-UD business.  This contract ID will provide UD staff and students with the negotiated discount but does not include the insurance.  When using the discount for personal use, you will need to supply Enterprise with your personal full coverage insurance or purchase insurance to cover your rental.  
  • If you are traveling on official UD business but are traveling with a non-UD employee such as a spouse, you may use the UD Business Contract ID#.  However, if you are planning to let your companion drive, you will need to 1) list them as an additional driver and 2) either provide their personal full coverage insurance or purchase additional coverage for them (not reimbursable).
  • Check for Damage - Always remember to check for damages when you pick up your rental and document it prior to leaving the lot. Date stamped photos are a good way to document existing damage so that you are not held responsible for when it is returned

1-800-654-3131  www.hertz.com

 

CDP#: 1422401

Before your first rental, please take the time to enroll or update your profile in the in the Hertz Gold Plus Rewards® program to obtain the benefits listed below.

Existing Hertz Gold Plus Rewards members can add the University of Delaware CDP# (1422401) to their profile on the Hertz Gold Plus Rewards® site or by calling the Rewards Desk at 1-888-999-4900 during the hours of 7:00 a.m. to 8:00 p.m. EST Monday through Friday.

Hertz will also honor these discounted rates when employees make reservations for personal travel. Remember to provide the CDP# 1422401 when making a reservation.

Hertz Gold Plus Rewards®

Speed and Expedited Service – At over 50 of the world's busiest airports, there's no stopping at any counters. At over 1,000 locations around the world, simply go to the specially designated Gold counters, show your driver's license, and pick-up your keys.

Selection – Reserve a specific brand and model on popular vehicles at major U.S. airport locations in select vacation locations.

Free Days – Earn Free Days quickly with Hertz Gold Plus Rewards points.*

Freedom to Choose – Take your assigned car or choose one from the Gold Choice™ area at no extra cost.*

Carfirmation™ - Get Mobile Alerts sent to your phone to let you know which car you will be driving and where it is parked the minute it is ready.*

Fast Returns – eReceipts and eReturn – reduce paperwork and provide your fastest car rental drop off yet. No lines. No waiting.*

* Available at select locations. Residency restrictions apply.

 

1-844-382-6875 www.nationalcar.com

 

UD Contract ID#: XZ17A56

Before your first rental, please take the time to enroll or update your profile on the Emerald Club site. This will ensure that you receive the appropriate rates, services, and benefits every time you rent. 

Existing Emerald Club members can add the University of Delaware Contract ID (XZ17A56) to their Emerald Club profile at www.emeraldclub.com or by calling the member services line at 1-800-962-7070 between the hours of 9:00 a.m. and 6:00 p.m. EST, Monday through Friday. 

Enterprise/National also offers discounted rates when employees make reservations for personal travel. 

Emerald Club Benefits

Bypass the counter - Go directly to the Emerald Club Aisle at more than 50 major airports in the U.S. and Canada. 

Choose your own car - On the Emerald Club Aisle, choose your own car from a selection of mid-size and larger vehicles, and pay the reserved mid-size rate.

Rewards – Earn rental credits towards a Free Rental Day with every seven rental credits earned.

E-receipts for faster returns – There's no need to wait around for a piece of paper when you return your car. Sign up to receive this benefit and your receipts will be automatically emailed to you within 24 hours of each returned rental.

Emerald Club members may reserve at both Enterprise Rent-A-Car and National Car Rental locations, using their Emerald Club number to receive the contracted rates.

UD Personal Contract ID#: XZ17A57

Important to note

  • The Personal Contract ID# must be used whenever renting for non-UD business.  This contract ID will provide UD staff and students with the negotiated discount but does not include the insurance.  When using the discount for personal use, you will need to supply Enterprise with your personal full coverage insurance or purchase insurance to cover your rental.  
  • If you are traveling on official UD business but are traveling with a non-UD employee such as a spouse, you may use the UD Business Contract ID#.  However, if you are planning to let your companion drive, you will need to 1) list them as an additional driver and 2) either provide their personal full coverage insurance or purchase additional coverage for them (not reimbursable).
  • Check for Damage - Always remember to check for damages when you pick up your rental and document it prior to leaving the lot. Date stamped photos are a good way to document existing damage so that you are not held responsible for when it is returned

When making a car rental reservation, UD requires that Collision Damage Waiver/Supplemental Liability Protection insurance coverage be selected for a minimum of $1,000,000.

This applies to both domestic and international rentals.

Procurement Services has negotiated discounted rental rates with UD's preferred rental car suppliers.

These rates apply to rentals within the U.S. and include the minimum $1,000,000 Collision Damage Waiver/Supplemental Liability Protection insurance coverage required by the University. 

When making a reservation, the traveler must reference the designated CDP or Contract ID number to ensure that adequate insurance coverage is in place. 

Important to note

  • The Personal Contract ID# must be used whenever renting for non-UD business.  This contract ID will provide UD staff and students with the negotiated discount but does not include the insurance.  When using the discount for personal use, you will need to supply Enterprise with your personal full coverage insurance or purchase insurance to cover your rental.  
  • If you are traveling on official UD business but are traveling with a non-UD employee such as a spouse, you may use the UD Business Contract ID#.  However, if you are planning to let your companion drive, you will need to 1) list them as an additional driver and 2) either provide their personal full coverage insurance or purchase additional coverage for them (not reimbursable).
  • Check for Damage - Always remember to check for damages when you pick up your rental and document it prior to leaving the lot. Date stamped photos are a good way to document existing damage so that you are not held responsible for when it is returned

Use of a privately owned vehicle is reimbursable at the U.S. Government reimbursement rate as posted on the government website, gsa.gov/mileage.

The posted rate is intended to cover all operating expenses, including repairs, insurance, gasoline, depreciation, towage, and other similar expenditures.

Official travel by privately owned vehicles is based on the actual driving distance using the most direct route.

University automobile liability insurance coverage for privately owned vehicles used for University business is limited to secondary coverage; the vehicle owner’s automobile insurance is the primary coverage.

  • University liability coverage will apply only to claims which exceed the vehicle owner’s insurance. 
  • The University does not provide physical damage coverage for privately owned vehicles.

Meals and incidentals incurred during business travel are limited to the appropriate Per Diem allowance, regardless of payment method. 

The Per Diem allowances for meals and incidentals for domestic and foreign travel are found at the following websites:

 

To qualify for a Per Diem meal and incidental expense allowance, a trip must involve out-of-town travel away from home or away from the traveler’s usual work location for more than 12 hours.

Per Diem allowances for qualified trips that do not include an overnight stay will be 75% of the full day Per Diem for the destination city.

Prior to travel, determine whether you will be requesting reimbursement of your aggregate Per Diem allowance, or if you will be submitting direct meal expenses with receipts for reimbursement.

IRS regulations state that you cannot mix the two methods in a single trip.

If you will be requesting a reimbursement of your Per Diem Allowance:

Some departments may have limits on meal allowances that are more restrictive than the GSA/State Department Per Diem rates.

  • Please consult with your department's business administrator prior to travel to determine whether or not you will be able to claim the full Per Diem allowance determined by GSA/State Department rates.

If you will be using your UD credit card to pay for your meals:

  • Itemized receipts must be provided for meal expenses incurred on a UD Credit Card.
  • You will still need to know the per diem meal rate for your destination because your meal charges may not exceed the total Per Diem allowance for the trip.
  • Employees must reimburse the University for UD Credit Card meal expenses in excess of the aggregate Per Diem allowance for the trip within 30 days of their return. 

If you will be requesting direct reimbursement for out-of-pocket meal expenses:

Some departments may only provide direct reimbursement for out-of-pocket meal expenses rather than reimbursing employees for the aggregate Per Diem allowance.

  • Itemized receipts must be provided for direct meal expenses.
  • You will still need to know the per diem meal rate for your destination because your meal charges may not exceed the total Per Diem allowance for the trip.
  • Please consult with your department's business administrator prior to travel to determine whether or not you will be able to be reimbursed for your out-of-pocket meal expenses up to the full Per Diem allowance determined by GSA/State Department rates.

Domestic and Foreign Per Diem rates are reduced for the first and the last day of travel to 75% of the full daily Per Diem rate.

When a traveler is entertaining individuals on behalf of the University, the traveler must submit the meal receipt when reconciling the expense.

The traveler’s own claim for Per Diem must be reduced by that meal in accordance with the Meals and Incidental Expenses Breakdown Table for domestic travel or Appendix B of the Federal Travel Regulations for foreign travel.

If a traveler is attending a conference where a meal is provided, the traveler’s claim for the Per Diem must be reduced by that meal in accordance with the Meals and Incidental Expenses Breakdown Table for domestic travel or Appendix B of the Federal Travel Regulations for foreign travel.

When an outside agency pays for meals, the traveler’s claim for the Per Diem must be reduced by that meal in accordance with the Meals and Incidental Expenses Breakdown Table for domestic travel or Appendix B of the Federal Travel Regulations for foreign travel.

Lodging should be selected on the basis of the most economical choice based on the requirements of the trip. 

Travelers should book standard room accommodations at non-luxury hotels.

When traveling to a conference, it is appropriate to stay at the hotel hosting the conference. The room must be booked at the conference rate if available.

Located on the University of Delaware campus and surrounded by popular downtown destinations, the University Courtyard by Marriott puts you in the middle of everything.

The hotel offers free parking in addition to comfortable rooms and suites, featuring complimentary Wi-Fi, luxurious bedding, and flat-screen TVs.

Have a delicious meal at the on-site restaurant, The Bistro, serving American cuisine and Starbucks® coffee, or enjoy a handcrafted cocktail or local craft beer at the Lobby Bar and Lounge.

Host your next meeting or event in one of two contemporary meeting venues.

Visit CampusTravel.com for direct links to University-area hotels offering special UD rates.

  1. When traveling internationally, contact Bank of America before the start of your trip and let them know the time period you will be out of the country to ensure continuity in your UD Credit Card or Declining Balance Card usage.
  2. Check your UD Credit Card or Declining Balance Card before leaving on any business trips. Is your card funded correctly? Is your card set up to allow travel expenses?

Review UD policies:

  • University Travel and Business Hosting Policy 
  • UD Credit Card Policy 

What charges can be put on the UD credit card?

What out-of-pocket expenses are reimbursable?

What expenses require documentation and receipts?

Prior to travel, determine whether you will be requesting reimbursement of your aggregate Per Diem allowance, or if you will be submitting direct meal expenses with receipts for reimbursement.

IRS regulations state that you cannot mix the two methods in a single trip.

If you will be requesting a reimbursement of your Per Diem Allowance:

Some departments may have limits on meal allowances that are more restrictive than the GSA/State Department Per Diem rates.

  • Please consult with your department's business administrator prior to travel to determine whether or not you will be able to claim the full Per Diem allowance determined by GSA/State Department rates.

If you will be using your UD credit card to pay for your meals:

  • Itemized receipts must be provided for meal expenses incurred on a UD Credit Card.
  • You will still need to know the per diem meal rate for your destination because your meal charges may not exceed the total Per Diem allowance for the trip.
  • Employees must reimburse the University for UD Credit Card meal expenses in excess of the aggregate Per Diem allowance for the trip within 30 days of their return. 

If you will be requesting direct reimbursement for out-of-pocket meal expenses:

Some departments may only provide direct reimbursement for out-of-pocket meal expenses rather than reimbursing employees for the aggregate Per Diem allowance.

  • Itemized receipts must be provided for direct meal expenses.
  • You will still need to know the per diem meal rate for your destination because your meal charges may not exceed the total Per Diem allowance for the trip.
  • Please consult with your department's business administrator prior to travel to determine whether or not you will be able to be reimbursed for your out-of-pocket meal expenses up to the full Per Diem allowance determined by GSA/State Department rates.

Understand insurance considerations:

  • The University does not reimburse for travel insurance
  • The University does not cover the cost of, nor reimburse for, additional rental car insurance purchased when traveling domestically or internationally other than the required Collision Damage Waiver/Supplemental Liability Protection insurance coverage
    • In the event of an accident, keep the rental car agreement accessible at all times as proof of insurance coverage.

The University of Delaware maintains purchasing and/or travel related tax exemption certificates in states which grant exemptions. Use of these certificates is limited to University business.

We recommend that you ask the supplier whether you need to electonically send or present them with a physical copy of the exemption certificate. Most will want to verify/retain the certificate for their records.

Some of the certificates will require you to fill in additional information prior to presenting it to the supplier.

United States: Federal TaxFederal Exise TaxMulti-State Tax

Alabama (AL) - No Exemption
Alaska* (AK) - No Exemption
Arizona (AZ) - No Exemption
Arkansas (AR) - No Exemption
California (CA) - No Exemption
Colorado (CO)  - Sales
Connecticut** (CT) - SalesMeals & Lodging
Delaware (DE) - Lodging
District of Columbia (DC) - No Exemption
Florida (FL) - Sales & Lodging
Georgia (GA) - No Exemption
Hawaii (HI) - No Exemption
Idaho*** (ID) - Sales & Lodging
Illinois (IL) - Sales
Indiana (IN) - No Exemption
Iowa (IA) - No Exemption
Kansas (KS) - Sales & Lodging
Kentucky (KY) - No Exemption
Louisiana (LA) - No Exemption
Maine (ME) - Sales & Lodging
Maryland (MD) - No Exemption
Massachusetts (MA) - Sales
Michigan**** (MI) - Sales & Lodging
Minnesota (MN) - Sales
Mississippi (MS) - Application currently pending
Missouri (MO) - Sales
Montana (MT) - No Exemption
Nebraska (NE) - No Exemption
Nevada (NV) - No Exemption
New Hampshire (NH) - No Exemption
New Jersey***** (NJ) - Sales
New Mexico (NM) - No Exemption
New York (NY) - Sales & Lodging
North Carolina (NC) - Sales
North Dakota****** (ND) - Sales & Lodging
Ohio (OH) - Sales
Oklahoma (OK) - No Exemption
Oregon******* (OR) - No Sales Tax
Pennsylvania (PA) SalesAct 45 of 1998
Rhode Island (RI) - Sales & Lodging
South Carolina (SC) - No Exemption
South Dakota (SD) - No Exemption
Tennessee******** (TN) - Sales
Texas (TX) - Sales
Utah (UT) - No Exemption
Vermont (VT) - Sales
Virginia (VA) - Sales
Washington (WA) - No Exemption
West Virginia (WV) - No Exemption
Wisconsin (WI) - Sales & Lodging
Wyoming (WY) - No Exemption

Alaska* (AK) - Alaska has no sales tax. Lodging tax is charged by individual cities. Local exemptions may be available by contacting the individual city.

Connecticut** (CT) - Lodging and meals are only exempt if paid directly by the University (via Purchase Order or UD Credit Card). Additionally, lodging and meals require preapproval from the State of Connecticut before they can be tax exempt. Prior to travel, the requestor must complete the Blanket Certificate for Exempt Qualifying Purchases of Meals or Lodging and obtain the signature of the University's Director of Tax Compliance who will then forward the Certificate on to the Connecticut Department of Revenue Services for final approval. Allow 3-4 weeks for the approved Certificate to be received back from the State of Connecticut.

Idaho*** (ID) - Lodging and meals are only exempt if paid directly by the University (via Purchase Order or UD Credit Card).

Michigan**** (MI) - Lodging and meals are only exempt if paid directly by the University (via Purchase Order or UD Credit Card).  Additionally, the University is not exempt from Michigan State Convention Facility Tax.

*****New Jersey (NJ) - Hotels charge both sales and lodging tax. The University is exempt only from the sales tax portion.

North Dakota****** (ND) - Lodging and meals are only exempt if paid directly by the University (via Purchase Order or UD Credit Card).

Oregon******* (OR) - Oregon has no sales tax. Lodging tax is charged by individual cities. Local exemptions may be available by contacting the individual city.

Tennessee******** (TN) - Lodging and meals are only exempt if paid directly by the University (via Purchase Order or UD Credit Card).