Creating a New Egencia Account

To obtain access to the IU Egencia site, please register for a new account. This is a one time process that will allow you to set up your user name and password for Egencia. After you complete this form, your information (name, department, campus) will be sent to Travel Management Services for approval. Once approved, you will receive an email confirming that your account has been activated and is ready for use. Applications submitted Mon-Fri before 12:00 PM should be approved and ready for use no later than 5:00 PM the same day. Applications submitted after 12:00 PM should be approved and ready for use by 9:00 AM on the next business day. Applications submitted on the weekend or on a holiday will be processed as quickly as possible on the next regular business day.

Getting Started

Please Note: Travel authorizations must be submitted and an IU authorization number obtained in order to book your reservations on the Egencia site.

Egencia makes it easy to get started! Visit the Traveler Center to find a variety of helpful guides and tips. Be sure to download and review the Traveler QuickStart Guide to get up and running in a hurry, or for more detailed information on the services provided, review the Traveler's manual. These documents will provide the answers to many of your questions regarding booking procedures and available tools on the Egencia site.

Update your Egencia Account Profile

Egencia provides a personal profile screen for your use. Completing this form allows you to enter and save information concerning flight preferences (seating, meal options, special assistance, frequent flyer numbers), preferred hotel and car rental vendors, personal information (name, phone, passport, emergency contact), credit card and billing. You may also change your password from this screen. Egencia will use preference information when searching for the best travel options for you. Completing this information is especially helpful if you have arrangers scheduling travel for you who may or may not be aware of your preferences.

Charging Air Fare to the Indiana Air Card

Air fare expenses may be charged to the Indiana Air Card. This card will automatically be available to you as an option on the Egencia site when booking flights. Expenses charged to the Indiana Air Card will be paid by Indiana University and will appear on your travel reimbursement as prepaid by IU. Please Note: Only air fare expenses can be charged to the Indiana Air Card. Hotel, rental car, and other expenses cannot be paid by this method.

Travel Arrangers

If you are authorized to arrange travel for other IU travelers, you will be able to use Egencia on their behalf. Please send a list of all the IU travelers you currently arrange travel for to travelbl@indiana.edu. Travel Management Services will then provide the necessary authorization for you to access your travelers' accounts.

Please Note: Travelers must create an Egencia Account (as described above) before they can be added to your list of travelers on Egencia.