The new Egencia Central Billing (Ghost Card) procedures whereas the traveler will call a toll free number to book travel. Below are the steps for booking on the central bill:
- Employee calls Egencia’s toll free number 1-(877)-332-4017 or (417) 521-0271.
- Inform agent that you are requesting travel and are part of the “CORP GUEST TRAVELER ACCOUNT” with Centerplate.
- Employee gives all required personal information, dates, etc. to Egencia agent
- Employee must give reason for travel
- Employee states the unit/location that is to be billed for travel expense, this is the “Department Code”.
- Employee states the person who will be approving travel (VP or higher, no GM’s)
- VP or higher will receive an email showing complete itinerary and can approve or deny directly from email (doesn’t require them to sign on to Egencia)
- Do NOT submit any Egencia itineraries that where purchased on the Central Bill Card through Concur, all this will be handled by the corporate AP Department.
OR
If you want your own online Egencia profile setup(so you can book online rather than calling an Egencia agent, but still be able to book travel via the Central Bill card), please follow the below instructions:
- Login into Centerplate Spark
- Go to Help & Support
- Open a New Ticket
- Under Help Topics, choose “Travel & Expense – New Account”
- Complete required fields within ticket, answer “Yes” to both need access to a travel profile and bookings applied to Central Bill Card.
- Once set up, you can book online through Egencia. You will be required at the end of booking to select an approver to approve your travel. Nothing will be booked/purchased until your approver has responded to the Egencia email. Once approved, you booking will be purchased and emailed to the address on file.
- Do NOT submit any Egencia itineraries that where purchased on the Central Bill Card through Concur, all this will be handled by the corporate AP Department. Check the box next to e-reciept and hit the “Delete” button within Concur.
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When requesting a hotel to be charged to our central bill card, please make sure, to choose a rate that states “Paid for by my Company” or “Paid for by Egencia”. If you do not see either of these options, click on “See More Rates” at the bottom of the rate screen.
- Make sure under “Department Code”, you choose the unit number that you are visiting so the accounting department correctly allocates the expense.
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If you choose a rate type that states “Payment at Hotel”, the central bill card is only holding your reservation and you will be required furnish the hotel with a credit card at check in for the stay. Thus, your personal credit card will be charge and you will have to submit an Concur expense report in order to be reimbursed. Please be VERY careful to choose the correct rate type for hotels in order for the stay to be placed on the central bill card.