FAQS

Booking FAQs

How do I book my travel?

You may book travel through the Christopherson Business Travel AirPortal web link or by contacting CBT directly for agent-assisted help and customization (fees may apply). Before using the portal, you must setup your profile.

How do I setup my travel and expense profile?

Employees are auto-enrolled into the system through a weekly feed updated by IT. However, before booking travel, please remember to review and update your profile with important information, including any TSA pre-check numbers or frequent flier numbers.

The information is the system is incorrect, who do I contact?

The information is a reflection of Banner data. You may need to reach out to HR for Banner data revisions or the Christopherson Business Travel Online Support, Monday – Friday between 9 a.m. and 7 p.m. ET either by phone: 888-535-0179  or email: onlinesupport@cbtravel.com

What training and guides are available to me?

Guides and video demonstrations for the online booking tool are available on this website. However, if you need virtual guidance, please contact the Christopherson Business Travel Online Support at 888-535-0179 for additional help.

My department has multiple travel contracts with other vendors. Does this contract void those?

No. Current standing contracts will remain. Additionally, Procurement is willing to help source any other group travel needs you might have or require other specializations.

Can I use my personal credit card to book my business-related travel?

Please refer to the University Travel Manual for the acceptable payment methods by travel expense type.

I book complex trips for various people; can I speak with an agent directly to assist in my booking?

Absolutely and Encouraged! An agency-assisted fee will apply; however, you may speak to a live representative at:

Hours: 8 a.m. – 9 p.m. ET, Monday - Friday
University Advisory Team: 800-285-3603
Email: university.travel@cbtravel.com

What are some considerations for booking international trips?

If you are traveling internationally, you are required to notify the Office of Compliance and Risk Management every time you travel out of the continental United States and Canada for business travel. Please review the University Travel Manual for additional information.

Can student employees book through Christopherson Business Travel?

All eligible employees should book using CBT. Understand some hotels have minimum age requirements, as do vehicle rental companies. Additionally, students are not permitted to drive a university vehicle unless specific authorization is granted by the department head and verification of valid driver's license is conducted. Graduate assistants are considered eligible.

Do I need to use Christopherson’s tools for in-state travel?

Please use Christopherson when booking complete trips, overnight hotel only, one-day airfare, or non-contracted travel. The Kent State Hotel in downtown Kent may also be booked through Christopherson, as our contracted university rates have been established within the program.

What fees should I expect when I book travel?

Kent State University utilizes the IUC-PG contract as mandated by the Governor through the Efficiency and Effectiveness Task Force. Under this agreement, fees when booking should be expected as such:

Fee Description	Fee
Fee Description	Fee	Agent Assisted - Air/Train	$   22.00
Agent Assisted - Air/Train - International	$   30.00
Agent Assisted - Hotel/Car with Airfare	$    -  (no additional booking fee for hotel/car)
Agent Assisted - Hotel/Car without Airfare	$   10.00
Change fees - in addition to airline fees	$   -
Change fees - in addition to airline fees - Intl	$   -
After hours emergency services	$    -
Charters - Bus Transportation or Air	Net plus 10%
Conference and Meeting Planning Services	Net plus 10%
Group travel  - International	$   30.00
Group travel (10 or more tickets on the same itinerary)	$   18.00
On-line booking - Air/Train	$    7.00
On-line booking - Hotel/Car with Airfare	$    - (no additional booking fee for hotel/car)
On-line booking - Hotel/Car without Airfare	$    4.00
Other Charges:
Virtual Pay	$   3.00
Passport and Visa Assistance	3rd party
Express Mail Delivery	$   25.00

What happens if travel must be cancelled, either by the employee, department, or event?

The traveler can cancel their trip themselves if they booked it in Concur Travel. If they booked it with a CBT Travel Advisor, they would just call and ask for it to be cancelled. All cancellations should go through Concur travel or CBT. Do not call the airlines directly as CBT will not be able to capture that information in their system since they did not do the cancellation. When a ticket is cancelled it will turn into an unused ticket and will be managed in AirBank. If the ticket happens to be refundable, CBT will make sure it gets refunded.

I booked travel, but need to cancel. It’s been less than 24 hours,hours; can I get my associated CBT fees credited?

Fees are not waived for cancellations within 24 hours. However, many airlines offer no fees to change a reservation.

I need help making a reservation, what is the contact information for Christopherson?

Hours: 8 a.m. – 9 p.m. ET, Monday - Friday
Advisor Group - University Team: 800-285-3603
Email: university.travel@cbtravel.com

What is the emergency after-hours contact information for Christopherson?

Domestic: 800-285-3603
International: 682-233-1914

Will booking airfare through Christopherson cost more than other travel booking websites?

Flights booked through CBT should cost the same or less than other third-party websites. Additionally, Kent State University has negotiated a discounted airfare rate with United and its participating international airlines.

While exceptions may exist, these third party or “sale” deals usually involve conditions such as nonrefundable fares and hidden costs. Also, these third-party websites and airlines do not offer premium cancellation support or emergency assistance. The risk and liability remain with the traveler.

Christopherson asks me to load a credit card for payment holds. I don’t want to use my personal credit card for travel purposes. What are my options?

For airfare, you should consider your department’s purchasing card with support from the cardholder. Same with hotel reservations. However, as hotels require credit cards upon check-in, call the hotel in advance of booking and request an authorization form. Many hotels will allow their customers to fax a form, signed by the pcard holder, authorizing the use of their pcard on stay, tax and parking transactions. Vehicle rentals are currently by expense reimbursement only; taxes will apply and are reimbursable. The use of the direct bill code will be limited, granted on a case-by-case basis and booked direct through the Enterprise website.

How do I use our departmental purchasing card (p-card) to make a hotel reservation?

Contact the desired hotel prior to booking through Christopherson Business Travel. Request an authorization form to use a department credit card. Note, sales tax should not be applied when using departmental purchasing card. Some hotels may not have the ability to use a pre-authorization form. It’s always best to call ahead and explain your need. If the hotel allows pre-authorization to use a credit card in someone else’s name, be sure to call to confirm receipt of the form prior to travel.

How can I book GUEST (university-paid for visitors, guests, speakers, students) travel?

If you need to book GUESTS, contact Christopherson with your request.

Guest bookings, or Non-profiled travelers, such as students, interviewees, guest speakers, recruits etc… Best Practice for Guest Travel bookings is to designate one person in the department or college for guest booking privileges. This permission is given in Concur Travel. By limiting the number of Kent employees able to book for a guest traveler you reduce your fraud risk. If they are not booking through the Concur website, the Kent State person could call a CBT Travel Advisor and state they were booking a guest traveler and give the name of the person that authorized it and we would send a copy of the itinerary to the person booking the trip and to the person that authorized it. The Kent sponsor will need to have the guest’s full legal name, date of birth, gender and any university required fields ready when booking the trip.

How will booking, through CBT, benefit me and my department?

There are many benefits when booking through Christopherson Business Travel:

Duty-of-care through Security Logic: Christopherson can help to will proactively contact travelers when weather/risk-related events occur to make alternative travel arrangements or assist with required ground services such as hotels and transportation.
Use of pre-authorized codes for quick bookings.
Share your planned itinerary, with colleagues, other travelers and emergency contacts, is built-in and gives them important information in one concise communication.
Real time access to all available flights and fares through a single online resource for booking airfare, lodging and rental car in the same reservation, including our preferred airline, United, and other contracted airlines.
AirBank: CBT’s Unused airline ticket tracker audits and enforces reuse of funds at booking to cut costs and eliminate waste
Virtual Pay: Pre-authorized hotel payments means no sales tax exemption certificates!
Assistance with passports and visas!
CBT’s online booking tool securely manages your traveler profile including P-Card & personal credit card information, frequent flyer and loyalty program information, emergency contacts, travel history. Repeat trips are easier to rebook!
Since they’re our contracted travel supplier, Procurement will not have to bid out your large, complex travel; instead, simply contact their Group Travel desk.
Christopherson provides exclusive access to negotiated airline discounts with preferred carriers, negotiated hotel discounts, and discount rental car rates. These discounts are not available through other agencies, internet sites or airline websites.
Airline tickets can be voided within 24 hours of purchase with no airline penalties. When flights are changed, cancelled or otherwise delayed, Christopherson provides 24/7 support, including an emergency after-hours desk.

Will I be able to book personal travel through Christopherson Business Travel?

Yes, Christopherson Business Travel the online booking tool is available for leisure travel and to coordinate additional travelers within the tool, if needed (such as when traveling with a partner/child or adding additional vacation days on to the beginning or end of the trip). However, you may not use the online tool. Rather, call them with your personal travel inquiry at 800-285-3603. You must note personal travel when booking.

Can I combine business travel with personal travel?

Yes; however, in accordance with leave policies. Any cost variance in expenses such as airfare, vehicle rental, and/or lodging must be clearly identified, acknowledged and approved by your director and well documented to validate the personal time does not add additional cost or use funds from the university. Christopherson’s agents can split any transactions between the business payment and personal credit card for the additional cost due to personal time (with the exception of certain airlines).

Can I book car rental through the Christopherson Booking Tool?

Yes. But for reimbursement purposes only. And, upon check-in, you must request the PAI added to the rental. The Direct Bill procedure has not changed.

I book for multiple people in my department; can I still do that with Christopherson?

Absolutely, just email procurement@kent.edu with the names and email addresses of those whose travel you will be managing and you will receive the Travel Arranger permission and role.