Booking Tulane-related Travel
Faculty, staff, non-affiliates, and students planning Tulane-related travel are required to book their
airfare, hotel, and rental cars through World Travel Services. Booking travel procedures are as follows:
Concur Travel Booking Instructions
Click here to access the full version of the Concur Booking Manual in PDF format.
The lower online booking fee price per round trip or ticket issued (there is no charge for booking hotels or
rental cars) is located in the Concur Booking Manual.
1. Login at gibson.tulane.edu with your Tulane credentials and click on the Concur link
2. Complete your travel profile, add your credit card and default to book air/hotel/car, and click
save.
3. Search flights:
a. Suggestion: The default search time is a (+/-) four-hour window around 9:00 AM
(departure) and 5:00 PM (arrival). Expanding the search time will show additional flights
b. The search functionality allows for preferred airlines
4. In your user profile, you can upload rewards membership/miles program information for different
airlines, hotels, and rental car vendors.
Pricing
Tulane blocks (will not allow booking for) basic economy airfare and non-cancellable hotel rates in
Concur. These rates have restrictions and are non-refundable, which causes disputes, and ultimately the
savings are not substantial enough for business travel. You may book these rates with an agent but
understand Tulane will not reimburse you if a basic economy fare is canceled, details and fees are below.
Travel Agent Full-Service Instructions
Your Travel profile in Concur should already be completed, with the payment source entered, the agent
will have access to the information. The information entered in your Concur profile (e.g., credit card) is
encrypted and completely not visible to the agents. Click here to access the full version of the Concur
Booking Manual in PDF format.
The price per round trip or ticket issued (there is no charge for booking hotels or rental cars) is located in
the Concur Booking Manual. Follow these steps:
1. Log into Concur, complete your profile, and contact agents at tulane.travel@worldtrav.com
2. If you are a student, use these examples as a subject line: “Tulane Summer in Paris” or “Tulane
Program: DIS Copenhagen.”
3. An agent will reach out to provide flight options and discuss the trip details. Once all trip details
are finalized, a credit card number should already be entered in your profile and defaulted to pay
for airfare and reserve the hotel or rental car. DO NOT send credit card numbers via email.
Travel requests must include:
• Travel dates
• Preferred travel times
• If you found a preferred itinerary and price, or have a budget, provide those details (keep in mind,
itineraries, and pricing fluctuates)
Additional Notes
Can I opt out of booking through Tulane's Travel Program?
Faculty, staff, non-affiliates, and students planning Tulane-related travel are required to book their
airfare, hotel, and rental cars through Concur - World Travel Services. However, in the very rare instances
that you cannot book your trip via Concur - Tulane’s Travel Program, you must contact the Travel
Department for an exception prior to booking. If you are expensing the travel to Tulane, the written
pre-approval must be submitted with your expense report.
Travel Department Contact
Contact Laney Armstrong at larmstro@tulane.edu if you have any questions about booking travel or visit
Tulane’s Travel Management website.
After-hours emergency assistance is available 24 hours a day for your convenience at the numbers below
(Refer to code: A-1B4T when calling):
• (800) 514-5160 Domestic
• (865) 777-1600 International (collect calls accepted)
There is a $20 call fee for after-hours, weekends, and holidays (use for emergencies only).
Additional Resources for International Travel & Safety:
For additional information in regard to international travel policies, travel health and safety, and
frequently asked questions, please visit Tulane Global's website:
• International Travel Policies & Guidance
• International Safety & Health, including International Health Insurance guidelines (GeoBlue)
• Crisis24 - Tulane’s International Emergency Response provider
• Exploring all Study Abroad programs and options at Tulane University