Travel FAQ's

TRAVEL FAQs

BOOKING TRAVEL

How do I book my University related travel?
How do I direct bill my travel to the University?
Can I book travel for another person using the Concur on-line booking tool?

How do I book travel for speakers, guests, interviewees and other visitors?
How can I, as part of UPHS, book travel in Concur?
Can travelers who are not Penn employees or Penn students book their own travel in Concur?
Why won't my password work when logging into Concur?
How will I obtain reimbursement for my University related travel expenses?
What is the best way to reduce out of pocket expenses while engaged in University related travel?

STUDENT TRAVEL

As a Penn student, can I book travel on Penn's travel booking engine, Concur?
Are there any sources of information that are specifically for student travelers?
I have never flown before - what do I need to know?


TRAVEL MANAGEMENT COMPANIES (TMC)

What is the role of a TMC and what can they do to help me?
Which TMC backs up the travel arrangements I reserve through the Concur on-line tool?
What are the booking fees for our preferred TMCs?
Can I call any Travel Agency to book my travel?

TRAVEL AND TAXES

As an individual traveler, am I eligible for tax exemption on purchases made while traveling in the United States for Penn?
Are we exempt from car rental taxes?


INTERNATIONAL TRAVEL

What do I need to do to prepare for traveling abroad?
What is the Global Activities Registry (GAR)?
What is the University of Pennsylvania Assistance Program and International SOS?
Where do I find information regarding passports, visas, travel announcements and warnings, and background on a specific country?
Where do I find information regarding vaccinations, health tips, etc. when traveling abroad?

LODGING

What is the best way to book a hotel when traveling away from the University?
Does Penn have preferred hotels for visitors?
Whom should I contact with questions regarding discount lodging programs such as Club Quarters?
Do I use the Concur on-line booking tool to reserve a hotel room when attending a Conference?
How do I arrange for hotel accommodations for visitors (speakers, candidates, contractors) when Penn will be paying the expense?
Can I use the Concur on-line booking tool to make a hotel reservation for a visitor?
What local hotels have direct bill options?
What are the procedures for canceling a lodging reservation?
What are the options for pre-paying a hotel stay?
What are the procedures for lodging reimbursement?
How can I find an Extended Stay hotel in the Philadelphia area?

Does the University have a policy regarding Airbnbs?
Do any hotel properties offer college reciprocity rates for Penn travelers visiting other campuses?


CAR RENTAL

Do I purchase insurance when renting a car for university related travel?
Which gas option should I take from the rental car company?
Are we exempt from car rental taxes?
How can I access the Fundamentals of Safe Driving course - the course required before any Penn faculty, staff or student can use a rental car for university related travel?
How often do I need to take the Fundamentals of Safe Driving course?

Are there any vehicle sizes that Penn travelers cannot rent for 6 - 15 passengers?
Are there special rules to follow for students renting a car for university related travel?
How can a student rent a car for Alternate Spring Break?
Do I need to do anything special when renting a car outside the United States?
What do I do if I am involved in a car accident in a rental car?

AIRFARE

What is the best way to book Airfare?
Does Penn have discounts with any airlines? How do I take advantage of those discounts?
How can I be sure I am getting the best airfares?
Can I book Business Class or First Class airline tickets?
How do I cancel a airline ticket? Do I lose the value of the ticket?
How do I book a flight using a previously cancelled ticket?
How do get reimbursed for airfare when I have chosen to add another stop of a personal nature to my business trip?
Should I sign up for frequency programs with the Airlines, Rental Car Agencies and Hotels?
The frequency points from my last trip are not showing on my airline frequency account. How do I fix it?

RAIL

How do I get a ticket for Amtrak?
Where do I catch Amtrak trains?

LOCAL TRANSPORTATION

What are the different options for local transportation between hotels and the Penn campus?
What are the various payment methods for riding SEPTA?
Where can I get tokens for the bus, subway and trolley?
Does the University have any special arrangements with taxi services?

CONCUR MOBILE APP

Can I book travel using the Concur Mobile Application?

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BOOKING TRAVEL

How do I book my University related travel?

For Faculty, Staff and Students, university-related travel can be booked 24/7 on Concur, Penn's on-line booking engine, supported by World Travel. You can also phone World Travel directly,which is the suggested method for booking complex itineraries that require consultation with a travel agent(additional agent-assisted booking fee applies.)

You may also contact Premier Travel, by telephone, during regular business hours. For additional information on World Travel and Premier, click Travel Agencies.

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How do I direct bill my airfare cost to the University?

  • Airfare is the only travel reservation for an individual that can be direct billed to the University. Car rental and hotel reservations require a credit card to reserve.
  • You must make the reservation using Concur online or by directly contacting one of our preferred Travel Agencies
    • Concur online - Select your flights and when you reach the payment section choose the default payment type "direct bill".
    • Travel Agency - Tell the agent assisting you with your plans that you want to direct bill the airfare.

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Can I book travel for another person using the Concur on-line booking tool?

  • To book travel for another university faculty,staff or student, ask the traveler to add your name as a"Travel Assistant" in their own Concur profile. When you sign on to your Concur account,you will then be able to see and select that traveler's name in the drop-down box "You're administering travel for". Select the person and proceed to book.
  • To book travel for a visitor, refer to question below "How do I book travel for speakers, guests, interviewees and other visitors.

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How do I book travel for speakers, guests, interviewees and other visitors?

Sign in to your own Concur account; select "Book for a Guest" on the left hand side under the Trip Search section. Proceed to book travel.

Telephone World Travel and book Guest travel using the assistance of an agent(additional agent-assisted booking fee applies.)

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How can I, as part of UPHS, book travel in Concur?

Send an email to This e-mail address is being protected from spambots. You need JavaScript enabled to view it , with "Concur profile request" in the subject line. We'll just need a few details required to establish your profile and then you will be able to book travel on Concur.

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Can travelers who are not Penn employees or Penn students book their own travel in Concur?

No. Only Penn staff, faculty and students have profiles in Concur and the ability to book travel in Concur. As mentioned, UPHS employees may have a profile created, upon request and upon providing the required credentials.

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Why won't my password work when logging into Concur?

Concur is now accessed with Penn Key,like most other Penn systems that you access. If you have a problem with logging in, contact Travel Services for assistance at This e-mail address is being protected from spambots. You need JavaScript enabled to view it or 215-898-9662

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How will I obtain reimbursement for my University related travel expenses?

Concur Expense, Penn's on-line automated expense management system, is used by all faculty, staff and students across the University. Alll University related travel and entertainment expense reimbursements are processed through Concur expense.

If you have used Concur to submit your expense report and have questions regarding reimbursement, use the following Help information:

For assistance with non-affiliate expense reimbursement, contact IDS: (expenses related to travel) 215-898-3307; (non travel-related expenses) 215-573-3039; This e-mail address is being protected from spambots. You need JavaScript enabled to view it .  (Non-affiliates are non-Penn people who have incurred expenses that will be paid for by the University.)

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What is the best way to reduce out of pocket expenses while engaged in University related travel?

To reduce out of pocket expenses, take the following steps:

  1. Use Concur, the Penn on-line booking tool to book your airfare, car rentals and hotels.
  2. If you book airfare using Concur or with one of our preferred Travel Management Companies, the airfare expense should be direct billed to the  University BTA account (a credit card held by World Travel and other preferred TMCs for the purpose of purchasing airline tickets for University travel).   The expense is then allocated out to the schools/centers on a monthly basis based on the 26 digit funding source provided by the approval of the air travel requested.  Note:  Use of the direct bill for airfare eliminates the need to include the airfare expense on your expense report, since the the University paid the fare directly.
  3. Use the new Penn Travel Card, a Visa through Bank of America, for car rentals, hotels, food and other expenses while traveling.

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STUDENT TRAVEL

As a Penn student, can I book travel on Penn's travel booking engine, Concur?

Yes, all students have a profile already created in Concur and can book travel arrangements. Visit the Make Travel Reservations page and select the Concur icon to log into the on-line booking system.

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Are there any sources of information that are specifically for student travelers?

Yes. The following resources provide information for students traveling individually or as part of a study abroad program:

Students Abroad is a US State Department website which provides information on all aspects of student travel, even Spring Break. Information and tips on travel planning, health, insurance, driving abroad, even voting; and list of "911" emergency number equivalents in countries around the world. A great resource for student travelers!

Penn Abroad administers a wide range of semester and academic year study abroad opportunities.

International Internship Program, a part of Penn Abroad, provides opportunities for outstanding undergraduate and graduate students to intern abroad for eight to twelve weeks over the summer.

Hostelling International, a non profit membership organization, is the only global network of Youth Hostel Associations. They provide inexpensive, shared and private lodging for students trekking from place to place, around the world.

The International Student Identity Card (ISIC) is a product of The ISIC Association, a non-profit organisation. The card provides student discounts on services around the world. Purchase of the card requires proof that you are a student.

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I have never flown before - what do I need to know?

Air travel is quite easy.  Click HERE for a guide to everything you need to know about navigating airports, baggage, timing and what to expect while in the air.

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TRAVEL MANAGEMENT COMPANIES (TMC)

What is the role of a TMC and what can they do to help me?

TMCs (also know as a travel management companies or travel agencies), are Penn Preferred partners that provide full service travel consulting and booking. They can assist you with the entire booking process. Their experienced travel agents provide consultation and information available to them through in-house travel information systems which monitor and advise you of everything from airfares to special weather or ground conditions that may affect your travel itinerary.

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Which TMC backs up the travel arrangements I reserve through the Concur on-line tool?

Our preferred TMC,World Travel, provides fulfillment and 24/7 worldwide assistance for all travel arrangements booked through Concur.

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What are the booking fees for our preferred TMCs?

Concur/World Travel Booking Fees

Concur Online Air $8
Concur Online car and/or hotel only $5
Full service, Agent Assisted $39
Started on-line,finished with agent $25
Agent-assisted, Hotel-only booking $0
Agent-assisted questions on itineraries $0

Premier Travel Booking Fees

Domestic booking: $35
International Booking: $50
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Can I call any Travel Agency to book my travel?

While you are free to use the services of any travel agency, the special relationships we have with Penn Preferred partners ensure that we can directly assist you with the booking process, from end to end; and ensure that you will receive specially negotiated Penn rates that are not available with other travel agencies. If Penn Travel Service has no affiliation with the travel agency you select, we cannot provide assistance. For the best service, rates and assistance from Penn Travel Services, Best Practices suggests using our Preferred TMC partners.

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TRAVEL And TAXES
As an individual traveler, am I eligible for tax exemption on purchases made while traveling in the United States for Penn?

Generally, no. Penn’s sales tax exemption is not transferrable to individuals. In some cases, where group travel is paid directly by Penn using a Purchase Order or Purchasing Card, Penn may be exempt from paying sales tax in certain states. In addition, exemptions apply to business travel.  Any personal, non-business portion of a travel expense would not be exempt (e.g. hotel stay for extended travel beyond business trip).

If you are organizing group travel and have questions about sales tax exemptions please contact Penn’s Corporate Tax Office, www.finance.upenn.edu/comptroller/contacts/#Tax

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INTERNATIONAL TRAVEL

What do I need to do to prepare for traveling abroad?

Travel Services provides answers to all your questions about international travel. In the FAQ list below are the resources you will need to plan and register your trip, get a passport or visa, book your travel arrangements, get help on the road when unexpected circumstances arise for any reason, including medical assistance and evacuation and much more. Still have questions? Just contact Travel Services and we will be happy to provide the answers you need.

If you are a student and are looking for information about international study programs, please visit Penn Abroad for comprehensive information on study abroad programs and travel planning.

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What is the Global Activities Registry (GAR)?

The Global Activities Registry (GAR) is Penn’s central resource for collecting information about the travel plans and activities of faculty, staff, and students preparing to travel abroad for academic, educational, extracurricular, clinical, research, or University business purposes. This information is Pennkey protected, and is used to:

  • Contact travelers in emergencies
  • Assist individuals and groups, as needed, with pre-travel preparations
  • Identify opportunities for closer collaboration on international research and operations

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What is the University of Pennsylvania Assistance Program and International SOS?

The University of Pennsylvania Assistance Program provides Penn students, faculty, and administrators worldwide with international medical, security and travel assistance, managed and administered by International SOS.

About International SOS

International SOS is the world's largest medical and security assistance company, with more than 3,000 professionals in 24-hour Alarm Centers, international clinics and remote-site medical facilities across five continents. International SOS is the leader in their field, ready to help you with all of your medical and security needs. For comprehensive information on the program and all available services, please visit the International SOS Penn website.

International SOS Card

Whenever you travel away from your country of residence, make sure you have your International SOS Card handy. You can print out the card from the International SOS Penn website. You may also print the card after entering travel data in the Global Activities Registry. Best of all, the card and services of International SOS are provided FREE OF CHARGE for all Penn students, faculty, and administrators traveling internationally.

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Where do I find information regarding passports, visas, travel announcements and warnings, and background on a specific country?

Penn has contracted with CIBT, a global travel visa and passport services company, to meet the need for specialized documents for our faculty, staff and students when traveling abroad.

  • CIBT provides each traveler with the information they need to submit a visa application.
  • The traveler completes the forms and sends them along with his or her passport, itineraries, photos, etc to CIBT.
  • CIBT obtains the visas from the various consulates and returns the passport with the visa back to the traveler.
  • CIBT contacts the traveler if additional information is required or if there are any issues or problems with the paperwork.
  • CIBT returns the passport and visa to the traveler.
  • CIBT can provide customized visa kits for groups.

 

Philadelphia Passport Agency: Local passport office that serves customers who are traveling or submitting their passports for foreign visas within 14 days. You must schedule an appointment by calling 1-877-487-2778, 24 hours a day. Click HERE to visit the website.

Travel advisories and warnings: One of the best resources for travel advisories and warnings is the U.S. Department of State's Website at www.state.gov/travel.

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Where do I find information regarding vaccinations, health tips, etc. when traveling abroad?

Penn Travel Medicine provides comprehensive health resources for travelers. The specialized staff at a travel medicine center is familiar with the health concerns in each country you intend to visit. They will be able to recommend any vaccines you may need before the trip and administer them at the center. They will also recommend any prescriptions you should carry with you to areas where the quality of health care is questionable and/or areas where preventive prescriptions are recommended. For complete information, including the location closest to you, click on the link above. In addition, the Center for Disease Control's website at www.cdc.gov/travel provides a variety of information regarding traveling abroad.

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LODGING

What is the best way to book a hotel when traveling away from the University?

On the Concur booking system, you can access thousands of properties in regional, national and international locations. You can book these properties in Concur at the Penn negotiated rate, which is already loaded into the system, for your convenience. you may also call World Travel 24/7 for assistance, 1-888-641-9112. Or Premier Travel, during regular business hours. 215-893-9966 x427/8

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Does Penn have preferred hotels for visitors?

Penn has preferred local hotels, offering quality accommodations and special rates for Penn employees and visitors to the University.  Many of them have provided direct links to their booking site where Penn discounts are automatically applied.  Either book using Concur or by clicking on the hotel on the Penn TEM website at www.upenn.edu/penntravel.  Select Preferred Vendors...Hotels...Local Accommodations.

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Whom should I contact with questions regarding discount lodging programs such as Club Quarters?

Penn Travel Services can provide assistance regarding negotiated rates available for Penn faculty, staff, students and visitors. Contact us at This e-mail address is being protected from spambots. You need JavaScript enabled to view it or 215-898-9662.

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Do I use the Concur on-line booking tool to reserve a hotel room when attending a Conference?

Sometimes. Conference rates are specially negotiated rates, offered for large groups, and can be either lower or higher than the rate within Concur.  We recommend comparing the rate offered through the Conference with the rate available in Concur for those specific dates, and then picking between the two based on the best rate. If the conference requires booking through them, follow their established procedures, generally by calling the property to reserve or a special reservation form. For specific booking procedures and rates at conference hotels, please consult with your department contact responsible for the hotel arrangements.

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How do I arrange for hotel accommodations for visitors (speakers, candidates, contractors) when Penn will be paying the expense?

Hotel rooms can be booked by Penn staff for visitors using the following methods:

  • Our two campus hotels - Sheraton University City and The Inn at Penn (Hilton) - accept Purchase Orders or credit cards as means of payment
  • Club Quarters in Center City is the only hotel where the Pro Card can be used to pay for lodging
  • Multiple Philadelphia hotels that are Penn Preferred Partners accept Purchase Orders.  Go to www.upenn.edu/penntravel and select Preferred Vendors...Hotels....Local Accommodations.  Those accepting POs are listed - one group in the middle of the page, another group at the bottom of the page.
  • All other hotels require use of a Penn Travel card or personal credit card.

To reserve a room using a Purchase Order or Pro Card, follow the directions provided on the Penn Travel site - Preferred Vendors Hotel page.

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Can I use the Concur on-line booking tool to make a hotel reservation for a visitor?

Yes. You can use the Concur booking tool by signing on to your own account. Be sure you have clicked on the "Travel" tab at the top of the screen. Then, click Book for a Guest on the left side of the screen under Trip Search.  The small one headed icon will change to a two-headed icon.   Proceed with the booking.  Note:  The hotel will require a credit card to hold the reservation, but will not charge that card.  If you want to pay the hotel charges on behalf of the guest, you can do one of the following:

  1. Use a hotel that accepts POs from Penn (see Preferred Vendor page... Hotels... Local Accommodations for instructions.
  2. Call the hotel directly and ask for a credit card authorization form.  Fill out the form with your credit card information, and return it to the hotel.

Alternately, you may call World Travel 24/7. if you need agent assistance(additional agent-assisted fees apply). 1-888-641-9112. Or telephone Premier Travel, during regular business hours. 215-893-9966 x427/8


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What local hotels have direct bill options?

Hotels that offer direct billing/PO payments include (but are not limited to) Sheraton University City, The Inn at Penn, Club Quarters, Rittenhouse Hotel, and Homewood Suites.  A complete list is available at www.upenn.edu/penntravel ....Preferred Vendors....Hotels.....Local Accommodations.  In addition, other Center City hotels accept payment through the direct billing/PO payment method on a case by case basis, especially if a quantity of rooms are reserved. Contact Penn Travel Services or the sales office of the specific hotel directly for additional information.

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What are the procedures for canceling a lodging reservation?

The best method of cancelling a hotel reservation is to follow the same process you used in booking it.

  • If you reserved through one of the Penn preferred Travel Management Companies, call them to cancel your reservation.
  • If you booked through Concur on-line booking tool, you can cancel within the software by pulling up the reservation in Concur and hitting the cancel button or by calling a World Travel agent to assist.
  • If you booked directly with the hotel, call their 800 number to cancel.

Important: In all cases, a cancellation code or cancellation email provided by the vendor will protect you from no-show charges. Know the cancellation policy to make sure that you cancel early enough to eliminate any fees.

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What are the options for pre-paying a hotel stay?

Contact the hotel directly to make arrangements for pre-payment.

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What are the procedures for lodging reimbursement?

Hotel expenses, like all other travel costs, should be entered on an expense report and submitted for reimbursement. An itemized hotel bill is required to receive reimbursement.

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How can I find an Extended Stay hotel in the Philadelphia area?

Philadelphia has a number of Extended Stay hotels, from luxury with full kitchens and living rooms to more moderate accommodations with kitchenettes. Duration requirements vary, depending on season and demand. Some offer stays as short as 2 days, while others require a minimum of 30 days. Preferred Vendors/Local Accommodations and scroll down to the bottom of the listings for local Extended Stay options.

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Does the University have a policy regarding Airbnbs?

The University does not have a policy regarding the use of AirBnb.  It falls under the same thought of whether an individual uses a taxi or Uber.  It is a personal decision ; however, the traveler should be fully aware that they are personally responsible if there are issues. Since the agreement is between the traveler and the unit owner, Penn Travel Services cannot intercede to assist if there is a problem with the residence or the reservation.  As a form of lodging, it is a reimbursable expense.  The cost should be equal to or less than a moderate priced hotel in the same location.  If it is greater in cost, the individual is only eligible to be reimbursed the amount equal to the cost of a moderate priced hotel in the area, or provide an explanation sufficient to receive Supplemental Approval.

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Do any hotel properties offer college reciprocity rates for Penn travelers visiting other campuses?

Your best resource is your contact person at that higher education institution. Ask them if they have any university specific rates at local hotels.

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CAR RENTAL

Do I purchase insurance when renting a car for university related travel?

Do not purchase insurance for domestic travel when renting from one of our Preferred Partners - Enterprise/National and Avis Budget Group - when you are on University business. Penn rental rates with these four vendors include Collision and Liability coverage in the rates, with domestic rentals. Important note: When renting internationally always purchase basic insurance coverage. Note:  if you purchase car insurance domestically, it is considered non-reimbursable.

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Which gas option should I take from the rental car company?

Best practice is to decline the gas option offered and to fill the tank completely before returning the vehicle. The price per gallon charged upon returning a car is significantly higher than the price you would pay at the pump.

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Are we exempt from car rental taxes?

The only exemption is for a car rental of more than 29 consecutive days.  Otherwise, the rental vehicle tax must be paid.  There is no specific exemption for not-for-profits.

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How can I access the Fundamentals of Safe Driving course - the course required before any Penn faculty, staff or student can use a rental car for university related travel?

You can access the course at any time by logging into Knowledge Link, using your Penn Key and password. Search for "driver safety", and two course names will appear (Fundamentals of Driver Safety, and Driver Safety Training for Van Drivers).

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How often do I need to take the Fundamentals of Safe Driving course?

Once every three years.

Are there any vehicle sizes that Penn travelers cannot rent for 6 - 15 passengers?

The university prohibits the rental of 15-passenger vans for any purpose.  Only 12-passenger vans, 7-passenger mini-vans or sedans are permitted.  This is in place due to a rollover risk for the larger vans.

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Are there special rules to follow for students renting a car for university related travel?

Students are considered agents of the university if they are renting a vehicle for authorized student activities. That means that the rental has been authorized by a school, department or center and will be paid for or reimbursed by the University.

Students renting a car for authorized activities must meet the following requirements:
They must:

  • Meet the age requirements of the rental car company
  • Have a valid driver's license and clean driving record
  • Rent vehicles no larger than mini-vans unless specifically authorized
  • Must abide by the mileage guidelines listed below
  • Have completed Penn Drivers' Education Program; and
  • Rent from National/Enterprise or Avis Budget Group The corporate ID numbers reduce the age to 21 years of age; and Collision and liability coverage in included in the rates, for domestic rentals.
  • Students renting cars for University business purposes are required to take Penn's Fundamentals of Driver Safety Online Course that can be found on Knowledge Link.

When students are driving in rental cars for authorized student activities the following guidelines should be adhered to:

HOURS NOT TO EXCEED

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# of Drivers

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Hours Not to Exceed

One driver per vehicle 4 hours
Two drivers per vehicle 8 hours
Three or more drivers 12 hours

 

Anything over 12 hours for three or more drivers requires an overnight stay. Failure to meet any of these requirements may result in the car rental authorization being declined.

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How can a student rent a car for Alternate Spring Break?

Car rental by students for Alternate Spring Break are processed by authorized department members, with the assistance of Penn Travel Services, which facilitates the payment process and provides the passenger list and authorized drivers, as designated by the department. Please consult with your department member who organizes Alternate Spring Break, for further information.

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Do I need to do anything special when renting a car outside the United States?

Penn Travel highly recommends purchasing the basic car rental insurance offered when renting internationally. It is also important to become knowledgeable about local driving laws before traveling.

 

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What do I do if I am involved in a car accident in a rental car?

Drivers are expected to follow all required policies of the rental companies and contact local police, their department and Penn police in the event of an accident. All insurance claims must be filed with Penn's Risk Management department.  Collision and Liability coverage is included in the contracted rates with both National/Enterprise and Avis Budget Group, as long as the reservation was made in Concur, with World Travel, using the links under PreferredVendors to Rental Cars or directly with the rental agencies using the Penn rate code. Remember that all drivers must take the Fundamentals of Driver Safety course (available on Knowledge Link) before renting any vehicle.

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AIRFARE

What is the best way to book Airfare?

Best practice for faculty, staff and students traveling on University business is to book airfare through one of the two methods below, and have it automatically charged to the university BTA airfare credit card (also known as Direct Bill). This eliminates the need for a traveler to incur the cost of airfare when traveling. When you reach the payment page when booking in Concur on-line, select the default "Direct Bill".

  • Use the Concur on-line booking tool ($8 fee) Click HERE to log on to Concur
  • Contact World Travel directly ($39 fee) to work with an agent Phone: 888-641-9112 Email: This e-mail address is being protected from spambots. You need JavaScript enabled to view it

Note: Airfare charged to the BTA credit card is allocated to Schools/Centers monthly based on the 26 digit code that accompanied the approval.

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Does Penn have discounts with any airlines? How do I take advantage of those discounts?

Penn has discounted rates with major airlines. In order to take advantage of these discounts, be sure to book your reservations using Concur or World Travel's Penn-dedicated desk at 1-888-641-9112, for reservations and 24/7 assistance. Or call Premier Travel, during normal business hours M-F.

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How can I be sure I am getting the best airfares?

World Travel has a fare match policy. If you find the cheaper fare, contact World Travel for procedure on obtaining a fare match. Please contact them directly regarding the policy and assistance. 1-888-641-9112; This e-mail address is being protected from spambots. You need JavaScript enabled to view it

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Can I book Business Class or First Class airline tickets?

While University policy is that the lowest logical fare should be selected, the decision to allow business or first class travel is decision made by departments, based on their policy, budget and other considerations. Fares booked outside policy require a statement of business justification from a qualified member of the department.

 

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How do I cancel a airline ticket? Do I lose the value of the ticket?

If you need to cancel a ticketed itinerary, penalties and fees will apply; if there are any residual funds or new ticketing options available, the credit can usually be used for up to a year, for an upcoming flight.  Note:  The rebooking fee charged by the airlines ranges from $200 -$400 a ticket.

 

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How do I book a flight using a previously cancelled ticket?

There are specific processes to follow when using a previously cancelled ticket, depending on the way it was purchased

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Original Ticket Purchased

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Contact


1. Concur On-line Booking Tool

1. A World Travel agent

2. World Travel

2. A World Travel agent
3. Premier Travel

3. A Premier Travel agent
4. Travel Vendor
(such as Delta, Hampton Inn)

4. Call the Vendor directly
5. Other online booking tool
(such as Expedia, Orbitz)

5. Go on-line to their specific
site for instructions


How do get reimbursed for airfare when I have chosen to add another stop of a personal nature to my business trip?

There is a “formula” –

On the day of booking the airfare:

1.       Print out itinerary with cost for LEAST logical airfare round trip

2.       Print out airline itinerary booked, that includes the personal part of the trip with cost

3.      The University will reimburse the lowest of the two costs.

Both documents will be required as part of the expense report submittal, along with a comment describing the situation and the reimbursement request.

Least logical is based on the business portion of the trip.  If an individual is going to a conference and needs to be there by noon and home two days later, you would search for flights that meet that criteria.  The lowest cost flight that would meet the criteria might involve two stops, but in this case, it is the least expensive.  Even if the individual normally only travels direct flights, that would not be taken into consideration.  It is the least expensive flight that meets the criteria.

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Should I sign up for frequency programs with the Airlines, Rental Car Agencies and Hotels?

If you travel for business or pleasure, any frequency points you gain are yours to use as you wish. There is no cost to join a frequency program and often you receive special benefits just by being a member of the program. Most programs keep points active for at least two years and some points never expire. Best Practice: Load all of your frequency program numbers into your Concur Profile. They will automatically show on any reservation/booking made on the Concur on-line booking tool or with a World Travel agent.

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The frequency points from my last trip are not showing on my airline frequency account. How do I fix it?

It can take up to two months for frequency points to show on a frequency account. However, if after that time, your points still have not appeared follow the steps below.

If you booked your travel on the Concur on-line booking tool or with a World Travel agent:

  • Did you have your frequency program loaded into your profile or did you provide it to the World Travel agent before your booking?
  • If yes, email the details to This e-mail address is being protected from spambots. You need JavaScript enabled to view it . They will contact the specific program on your behalf.
  • If no, contact the frequency program directly. They will require proof such as your confirmation number or hotel bill.
  • If you booked in a different manner, contact the frequency program directly. They will require proof such as your confirmation number or hotel bill.

 

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RAIL

How do I get a ticket for Amtrak?

Amtrak tickets may be purchased at the Amtrak Website or by calling 1-800-USA-RAIL.

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Where do I catch Amtrak trains?

The main Amtrak Station in Philadelphia, called Penn Station-30th Street, is located at 30th and Market Streets. Buses and trolleys on Penn campus all stop at 30th Street. Many people choose to walk, which is about 15 minutes from the campus center.

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LOCAL TRANSPORTATION

What are the different options for local transportation between hotels and the Penn campus?

Penn Transit's comprehensive system provides effective, efficient and safe integrated transit on and around campus within specific service boundaries. Transit Services are free of charge to all Penn community members holding a valid PennCard. Individuals with an I.D. from the University of the Sciences in Philadelphia can also access Penn Buses or Shuttles at no charge. Please visit the Penn Transit website for list of services, schedules, and all the information you will need if you about getting around on foot, bus, trolley, bus or train. Penn Shuttle Service operates 7 days a week, year-round, with the exception of all holidays observed by the University and provides transportation to and from campus to West Philadelphia, Center City and Powelton Village within defined boundaries. To access the service call: 215-898-RIDE (7433).

Penn Accessible Transit (PAT), is a service of Penn Transit which provides transportation within service boundaries for persons with disabilities. Visit the Penn Transit website for complete information.

SEPTA (Southeastern Pennsylvania transportation Authority) local bus and trolleys

Taxis: Can be found all over campus as well as in front of the Penn campus hotels.

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What are the various payment methods for riding SEPTA?

SEPTA single fares are $2.25 per ride, payable in cash on board; or purchase tokens, sold at a reduced rate in various quantities; or a weekly or monthly pass. Full-time Penn students are eligible to purchase a SEPTA PennPass.

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Where can I get tokens for the bus, subway and trolley?

You can purchase tokens at most SEPTA stations and on campus:

  • University Bookstore
  • Houston Hall
  • Moravian Café
  • The Fresh Grocer

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Does the University have any special arrangements with taxi services?

No. Taxis are available all around campus and can be paid in cash or credit card. HERE is a quick link to taxi service in the Yellow Pages. For metered rates around town and flat rates to the airport, click HERE

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Can I book travel using the Concur Mobile App?

The Concur Mobile App provides the flexibility of creating expense reports, approving expense reports and booking travel on your smart phone or mobile device.  Click HERE for the instructional guide on downloading and setting up the mobile application.

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