Arranging Guest Travel

Guest travel is defined as any non-employee travelling on behalf of the University. This includes students, consultants, contractors or speakers. All university travel policies that apply for individual travel also apply for guest travel.

The Travel Request Form (to be completed by the arranger) is a service option for booking individual (not group), non-employee and student airfare.

The Guest Information Request Form is available to be sent to guests in order to gather flight booking information. The guest is responsible for entering the arranger's email address, so it is important that the guest is aware of the appropriate contact information for the arranger prior to completing the form.

To book a non-employee in Concur, please reach out to your Travel Manager to obtain access to the "University Coordinator" guest booking feature.

Once you have obtained access, please reference the arranger booking guide pdf for further assistance.

If you would like to have a guest book on a department card, and will be having multiple guests over the period of a year, consider opening up an Administrative Group with Fox World Travel. After setting up the administrative group by filling out the Group Request Form, you will receive a group code to provide to guests that are authorized to use the departmental card. Guests can then call Fox World Travel to make their reservations. Please reference Establishing an Administrative Group – Using a Purchasing Card on File for Future Department Reservations for more information.