Service Fees and Payment
Am I required to book on Travel OnLion?
You are encouraged, although not required, to purchase through Travel OnLion, which has been proven to produce the lowest fares consistently, charges the lowest service fees, and is available 24/7. Travel OnLion reservation expenses also interface with Concur, the University’s travel expense system.
Can I book reservations after hours?
Travel OnLion and Anthony Travel are available 24/7 for your convenience.
Service Fees and Payment
How do service fees online compare to a full-service reservation?
Service fees are as follows:
- Travel OnLion, No fee
- Anthony Travel, No fee
- Outside travel agencies, Approximately $30
Does the University permit the use of the Purchasing Card for travel?
Yes, the University recommends the Purchasing Card as the first choice for paying for business travel.
May I use my own personal credit card for payment?
Although you are encouraged to use the Purchasing Card for payment, you may use your personal credit card. When business travel tickets include some personal travel, it is important that you determine those costs before purchasing and pay the appropriate portion when you purchase tickets.
How do I arrange air travel through Penn State?
Penn State travelers have several airline travel options.
Does Penn State have an airline contract?
The University has a contract with Delta, United, American, and Southwest Airlines. These discounts are available through Travel OnLion or Anthony Travel with the exception of Southwest Airlines, which is not available on the Delta website or any other third-party site.
Must I purchase my airline ticket through Travel OnLion if I found a lower fare elsewhere?
You don’t need documentation for a lower fare unless the airline ticket is paid with federal funds. Comparison is highly recommended for fares over $1,000 to document a reasonable fare. If airfare does not appear reasonable, especially in comparison to others on the same trip, an explanation may be required.
I can login to Travel OnLion but can't search for flights. What could be the problem?
Most likely an error in your travel profile or a pop-up blocker is stopping you from proceeding to the search option. If you can't determine or correct the error, contact Anthony Travel for help.
Where do I get confirmations for the reservations booked with Travel OnLion?
When you book with Travel OnLion, you'll receive two or three confirmation emails. You get a confirmation if a reservation is on hold. You get one if you book a reservation, and you get a final confirmation with ticket numbers when the ticket has been issued. If you do not get the final confirmation within 24 hours of purchase, check your trip library to see if the status shows “ticketed." If it does not show “ticketed," contact Anthony Travel.
If I'm traveling on federal funds, must I purchase a higher-priced ticket on an American flag carrier if I can find a cheaper fare on a foreign carrier?
Anyone traveling on federal funds must purchase tickets on an American flag carrier if one is available, regardless of the ticket price.
Am I permitted to fly first or business class?
Yes, if two conditions are met:
- The flight segment travel time is more than four hours.
- The difference in cost between economy or coach and business/first class is approved to be paid on unrestricted gift funds (generally controlled by the Budget Executive). Documentation must show the comparative cost.
Travelers paying with federal funds are not permitted to fly business or first class.
I need to cancel a refundable ticket purchased with Travel OnLion. What is the refund process?
Contact Anthony Travel or the airline directly, and the credit will go back to the original form of payment used when the ticket was purchased.
How do I apply a credit/unused ticket when making a reservation in Travel OnLion?
To apply a credit to a new reservation, write a note in the “notes to travel agent” field of the reservation.
How do I change tickets?
Contact Anthony Travel if you booked through them, or contact the airline directly.
What if I have to cancel my reservation?
Contact Anthony Travel if you booked through them, or contact the carrier directly before flight time for the value to stay available. If you cancel after flight time, the value is forfeited.
Why are we cautioned about purchasing multiple carrier airline tickets?
When multiple carriers are booked on one airline ticket, approval must be obtained from all carriers if a refund is requested. When the unused tickets are reissued for a new reservation, all carriers on the original ticket must again be booked on the new ticket, which can be hard to do if the destination changed.
Why must I provide my gender and birth date when booking air travel?
The Department of Homeland Security requires the Transportation Security Administration (TSA) to collect birth dates and genders of all passengers to check against the TSA’s No-Fly List. This reduces the number of passengers with names similar to those on the No-Fly List from being selected or additional screening unnecessarily.
Will I get reimbursed for checked bags?
University travel policy will reimburse for one checked bag per person. If an additional bag fee is claimed, justification for the additional bag must accompany the travel expense.
What should I do if I miss my flight?
Immediately notify the airline, so you are not considered a “no show." The airline can assist with re-booking on the next available flight. If there is a mechanical problem, delay, canceled flight, or missed connection, most airlines try to rebook the next available flight at no charge; however, they are not required to do so at no cost. To help prevent missing your flight, check your flight status to see if departure times or gates changed, and make sure you have enough time between connections.
Must I use Penn State Fleet for car travel?
Penn State Fleet should be a traveler’s first choice when traveling from University Park.
Where should I book my car rental, and what insurance should I accept?
To ensure the proper insurance coverage, the best contract rates, and no service fees, travelers are encouraged to book car rentals at Travel OnLion, Anthony Travel, or the direct link to National Car Rental and Enterprise Rent-A-Car.
Can I use my debit card for car rental?
No, car rental companies will not accept debit cards.
Why must I book my car rental through National or Enterprise when I can find a better daily rate?
When comparing car rental rates, the cost of Collision Damage Waiver (CDW) coverage and Supplemental Liability (SLI) coverage must be factored into the non-contract pricing. If you find a price with the above insurances at a lower rate, you must document the pricing for the non-contract rental reimbursement.
What insurance is provided both domestically and internationally on car rental?
Both National Car Rental and Enterprise Rent-A-Car provide Collision Damage Waiver (CDW) coverage for the full value of the car and Supplemental Liability (SLI) coverage for all rentals. National and Enterprise also provide CDW on their international rentals, but in most countries, a deductible will apply on any claims.
I don't need car insurance because I have insurance on my personal credit card or with my personal car insurance. Why must I use the contracted car rental agencies?
The University’s Risk Management Office determined travelers must use the University’s contract vendors that include insurance in their rates or purchase the insurance should it be determined and documented that another vendor is cheaper. This decision was made to reduce the University’s exposure in the case of an accident.
What if I have to cancel or change a car reservation?
Contact Anthony Travel if you booked through them, or contact the car company directly.
What should I do if I'm involved in an accident?
Immediately contact National Car Rental or Enterprise Rent-a-Car and call the police to obtain a police report. Failure to do so will void the agreement and coverage.
I am a graduate student. May I rent a car from National or Enterprise?
You may rent a car for University business, but not for personal travel, as per the terms of the contracts.
Will I be reimbursed for a GPS rental?
The department determines the business need of the GPS and approves or disapproves of the rental. If approved, National Car Rental offers GPS at a discount rate as a part of our contract.
Where can I book rail tickets?
Travelers may purchase rail tickets directly from Amtrak for domestic travel and International Rail for international travel.
Can I book a first class or sleeper car rail reservation?
The budget executive must approve reimbursement for first class or sleeper car reservations.
Does the University have discount programs with hotels?
Discounted rates are available with several hotels.
Must I book my hotel reservations through Travel OnLion?
No, you may book through any source.
How can I pay for a required deposit on a conference hotel reservation?
You can pay the deposit with a Purchasing Card, corporate card, or your personal credit card.
What if I need to change or cancel a hotel reservation?
Contact Anthony Travel if you booked through them, or contact the hotel directly.
Can I book group travel through Travel OnLion?
Although group travel cannot be booked through Travel OnLion, you may book group travel through Anthony Travel.