Travel Services

Travel Management Mission

To empower Xavier Community Members by delivering cost-effective, seamless, and compliant travel solutions that prioritize fiscal responsibility and operational efficiency. We aim to provide exceptional support and duty of care for our travelers by utilizing innovative technology, streamlining the booking process, ensuring safety, and optimizing every journey. 

2023 Travel Policy

Travel Policy Highlights

Meals Per Diem

Maximum meal per diems are equivalent to destination city General Services Administration (GSA) dinner rate.

Per Diem Rates within the continental United States 

International Per Diem Rates
     *Then use Appendix B to determine the dinner specific rate. Appendix B

Enterprise 

Enterprise Car Rental Instructions

Xavier University Program Summary
Personal Use Guidelines 2023

Concur

As of 8/1/21, Xavier travelers are required to book airfare, hotels and rental cars through the University’s Travel Management Company (TMC), AAA Corporate Travel. This provides the University the opportunity to aggregate these expenditures in order to reduce costs and will also allow the University to quickly locate travelers.

AAA Travel Service has a license with SAP Concur, a travel management software solution, to book all Xavier air, hotel and rental car reservations.

Basic Economy fares are available when booking flights through Concur or AAA Corporate Travel but are not recommended due to many restrictions & inability to retain an airline credit if the ticket is canceled or changed.

Basic Economy fares do not allow pre-assigned seats, limit carry-on baggage on some carriers, do not allow for upgrades, are fully non-refundable, and never allow for a future credit.

For more details, please see Basic Economy Rules.

Booking

There are 2 methods that may be utilized to reserve airfare, hotel or rental car:

  1. Online: (Employees only)
    • Through AAA Corporate Travel via Concur
      BOOK TRAVEL RESERVATIONS
      (When logging in to www.concursolutions.com, use your full Xavier.edu email. Ex. Abc123@xavier.edu, then select the ‘Sign in with SSO’ option)
  2. Phone:
    • AAA Agent 24x7
    • Domestic Travel 513-762-3200 / 800-354-4514
    • International Travel 888-214-4340
    • Questions? There is no charge to call and ask questions.  The $25 fee only applies if you use an agent to book a flight.

Booking Fees

Booking Type Airfare Hotel Rental Car
Booked Online $7 Free Free
Booked by Phone $25 Free Free

Payment

Card(s) Airfare Hotel Rental Car
University P-Card Allowed (Preferred) Allowed Allowed*
Personal Credit Card Allowed* Allowed Allowed*

 

* Airfare: The preferred method of payment for Airfare is a University issued P-card. If a P-card is not available, a personal credit card may be used and a reimbursement request may be processed in the XavierBuy Expense module, in accordance with the Travel, Meals, and Entertainment Expense Policy.

* Rental Car: The University P-Card or Personal Credit Card must be in the renter's name for car rentals. 

Group Travel

Group Travel consists of 10+ individuals traveling to a common place for a common purpose, sharing the same itinerary. Please complete the group travel request form and submit to AAA Corporate Travel Group Department, corptraveloperations@aaa-alliedgroup.com and you will be contacted by a group consultant.

  • IMPORTANT! For any changes to Group Travel (10 or more people) within 48 hours of departure, be sure to call AAA for assistance.

Student Travel

Because of their use of activity fee dollars and the complexities of student-organized travel, recognized student organizations are exempted from the requirement to use AAA/Concur Travel Services. Student organization officers, advisors and chaperones should contact the Office of Student Involvement for assistance and recommendations with travel related to their needs via Dustin Lewis at lewisd6@xavier.edu.

International Travel

International Travel cannot be booked on Concur. Please contact AAA Corporate Travel for International reservations.

Personal Travel

Xavier employees are welcome to utilize AAA for personal travel. The same discounts are applicable for business or personal travel. Personal travel must be booked by phone with an agent and the booking fee would be applied.
AAA Contact Info:
Agent -24x7
Domestic Travel 513-762-3200 / 800-354-4514
International Travel 888-214-4340

Companion Travel

Companion Travel cannot be booked on Concur. If you are traveling with a companion, please book for yourself on Concur and then call AAA and speak with a Corporate Travel consultant to book for your companion(s).

Reward Points

You may still utilize any personal rewards points, if applicable, as long as you enter the rewards number details in your Concur profile.

Mobile Apps

  • Point2Connect: (by invitation only) Upon booking, you will receive an email invite to join Point2Connect, AAA's mobile app. You will be able to view itineraries, check flight status, connect to a counselor and request via/passport information. From this app, you can also connect to SAP Concur.

  • SAP Concur: Access the power of SAP Concur on your mobile device. You will have the ability to book reservations 'on the go' through the mobile app.

Need Travel Assistance?

  • Open a Travel, P-Card or Expense Help Ticket

  • Agent - 24x7
    Domestic Travel 513-762-3200 / 800-354-4514
    International Travel 888-214-4340
    There is no charge to call and ask questions.  The $25 fee only applies if you use an agent to book a flight.

  • Technical Support
    8a-6p Eastern
    AAA Online Support Desk
    877-463-0543

  • Concur Quick Start Guide
    Login to Concur and click on 'Read more' under 'Company Notes - Corporate Travel'. This guide and other helpful information is located under the Documents section.

  • Concur Training Video   New revised training with Jenny Corken on 1/31/23.
  • Travel FAQ