Frequently Asked Questions
Who do I contact if I do not know my FUND or ORG number?
Your immediate supervisor should have your FUND or ORG number information that you should utilize for departmental travel.
How do I change my FUND or ORG number?
The FUND or ORG number is a required field when making a reservation. This field must be completed for each trip, so if you need to use a different fund or org number, you may do so for each trip. If you complete the booking and find out that your org code was incorrect, you may call an agent at 513-763-8820 or 800-468-4514.
How do I pay for my travel?
All air travel reservations should be paid for with the University “ghost” card. You may also opt to use a university pro card if you have one. All hotel and car reservations are to be paid for with a personal credit card or university pro card. No hotel and car reservations should be paid for with the ghost card.
If I want to meet with a travel agent to discuss my travel needs, where is the closest office?
The closest office to meet with an agent in person is at the downtown Cincinnati office, located at 15 W. Central Parkway.
Who can I contact with suggestions for improvement?
AAA Corporate Travel Services is always open for suggestions and will work closely with the University to meet all of its travel needs. For concerns or suggestions, please contact Karly Ash at 513-763-8848 or by email at kash@aaa-alliedgroup.com.
What are the current requirements for passports in Canada, Mexico, and the Caribbean?
Effective June 1, 2009, all U.S. citizens are now required to present a passport book, passport card, or WHTI-compliant document when entering the United States.
Please Note: Children under age 16 will be able to continue crossing land and sea borders using only a U.S. birth certificate (or other form of U.S. citizenship such as a naturalization certificate.). The original birth certificate or a copy may be used. See the Department of Homeland Security's Ready, Set.. Go! for more information on the changing travel requirements.
All persons traveling by air outside of the United States are required to present a passport book or other valid travel document to enter or re-enter the United States.
All persons traveling by land and sea outside of the United States are required to present a passport book/card, or other valid travel documents to enter or re-enter the United States.
U.S. Passport: U.S. citizens may present a valid U.S. passport when traveling via air, land or sea.
The Passport Card: The passport card is only valid for land and sea travel between the U.S. and Canada, Mexico, the Caribbean region, and Bermuda.
How do I make personal travel arrangements using AAA Corporate Travel Services?
To make personal travel arrangements using AAA CTS, you can simply call an agent, like you would for any business travel, and inform the agent that this is a personal trip to be charged to your personal credit card. You may also make personal travel arrangements on Cliqbook by selecting the “personal” travel option and selecting your personal credit card that you have listed in your profile.
Describe AAA Corporate Travels Services’ relationships with airlines, hotels, and rental cars?
What other traveler support services does AAA Corporate Travel Services provide?
AAA offers a 24 hour call center, located at the Central Parkway office, in which agents are available around the clock for your assistance. In addition, AAA offers an online help desk to assist with any reservations made on Cliqbook.
AAA also offers complimentary maps, Trip Tik driving directions, and tour books for your personal and business travel needs. Being a Xavier University employee, you are also able to take advantage of AAA corporate memberships.
How does AAA Corporate Travel Services have real-time contact with travelers
regarding cancellations, emergency weather conditions, security notifications, and other
issues that may affect university travelers?
Emergency Service/Risk Management – AAA believes that the safety of XU travelers is a critical part of the travel program. They have made the commitment and investment to operate 24x7 in order to maintain consistent service at all times. AAA has contracted with GoAlert 24 and iJet to provide intelligence regarding areas of travel safety and concern. The 24 hour operation allows us to act upon this intelligence and relay pertinent information to the designated contacts at Xavier University.
Online Booking FAQs
You will receive a self registration link to create a profile. If you have not received this link, please call the online help desk at 513-763-8877 or 877-463-0543.
There is a car and hotel tab at the top of the Travel Center page that will allow the user to make a reservation without air.
Where do I update my email address and password?
You may edit your telephone, emergency contact, address, credit card, and travel preferences in Concur Cliqbook Travel on the Profile tab / Personal Information. Select Change Password to modify your password. Select Change E-Mail Settings to change your email address.
What procedure should I use if I have two or more travelers going to the same destination?
Cliqbook will allow you to clone a reservation. When the first booking is made, you will be able to clone the reservation, found under the Upcoming Trips tab as one of the trip actions. After selecting the trip action to clone, you will then pull over the next traveler’s profile so that all frequent guest numbers and credit cards are captured and then add any additional cars or hotels before submitted to purchase.
When will I receive a confirmation for the reservations I book?
After submitting for purchase on Cliqbook, your reservation will go through quality checks to make sure all information is captured for Xavier University. The ticket will then be issued and AAA will email the invoice to you. Your ticket should be issued and emailed within an hour of submission. Some reservations may take longer if there are any special handling instructions.
What should I do if I book an air reservation on Cliqbook, and a few hours later decide to add a car and/or hotel?
You can make changes before your ticket is issued. To add or modify your trip, click the name of the trip on the Upcoming Trips tab and then select Change Trip.
How do I make reservations for a spouse or companion who I want to accompany me on a business trip?
Cliqbook will allow you to make a reservation for a “guest” traveler if a profile has not already been set up for the spouse or companion. The option to select a guest traveler is found on the main Travel Center page at the top right hand corner under “You are administrating travel for”.
How do I get Cliqbook to search for non-stop flights from Cincinnati?
When the flight results come up in Cliqbook it will display a matrix that will allow you to see all types of flights. From this matrix you can select if you wish to see a particular vendor or the type of flight (i.e. non- stop, one stop). Your selection will then show up on the screen allowing you to see what you have chosen.
What does the yellow star represent when viewing air, hotel, and car options?
The yellow star represents a company preferred vendor.
Who should I contact if I feel I am not receiving the lowest fares available via Cliqbook?
There are certain factors that can affect the pricing of airline tickets. These factors can include any of the following: search criteria, availability, or time of booking.
If you need to verify pricing, please call an agent at 513-763-8820 or 800-468-4509.