bcd travel record locator

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Traveler support

For support with your trips use  TripSource ® or contact your BCD Travel team.  You can find their contact details on your  itinerary . Haven’t got a recent itinerary? Contact one of our  travel offices  nearby.

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Keep travelers safe and sound

Fulfill your duty of care and prevent unexpected costs with 24/7 support, travel app features, automated pre-trip approval and our interactive platform for traveler care.

Ensure the safety of your travelers

Get support and take action at every stage of the business trip to keep your travelers safe: from pre-trip approvals, to in-app risk alerts while they’re on the road and 24/7 support should something happen. Our interactive traveler care platform has you covered.

• Pre-trip approval

With our built-in trip approval process, you’ll know in advance, and approve or decline travel to high-risk countries.

In-app risk alerts

With risk alerts in our travel app, we keep travelers informed of what’s happening. With the I’m safe button in the app they can let you and us know they’re unharmed.

24/7 support

With 24/7 emergency service, we provide direct assistance to get your travelers back on track to their destination, family or friends at home.

Locate travelers in need and take action

Keep full control over your traveler’s safety with our interactive traveler care platform. Run traveler safety reports or use the interactive map to locate your travelers in need. The built-in email and text features let you reach out to them to take further action.

Are you prepared for business travel risks?

Travel risk survival kit.

• Get guidance on how what’s ahead
• Learn how to mitigate risks and manage through crises
• Find out how to keep travelers safe and informed
• In-app risk alerts and I'm safe feature
• 24/7 emergency service
• Interactive traveler care platform

Booking Group Travel

Uc travel center (uctc), groups of 10 travelers or more, initiate a reservation with the uc travel center.

For group reservations of 10 travelers or more, please call 310-206-2639 and press 2, or email [email protected] .

The UC Travel Center Group Lead Agent will contact the group leader or travel arranger to gather group travel and group report set-up requirements. The UC Travel Center will also provide group air travel options.

UC Travel Center Contacts the Airline

Once a group flight itinerary is selected, the UC Travel Center lead agent will contact the airline for a group air negotiation and contract.

International Travel

For international travel, travelers are responsible for checking any visa requirement for connecting cities and final destinations. Please visit the CIBTvisas website and use account number 10420.

Health Advisory Information

Travelers are also advised to visit the CDC website for health advisory information and the U.S. Department of State Travel website for travel advisories.

Review the Airline Contract

When the contract is established, the UC Travel Center agent will review the airline contract with the group leader and discuss group travel policies such as deposit requirements, group name list, ticket deadlines, name change, cancellation, and deviation policies.

Advise the Form of Payment

The group leader or travel arranger will advise the form of payment for the group.

The UC Travel Center can accept the same Direct Bill ID or individual Direct Bill IDs for travelers. For groups traveling together on the same exact itinerary, only one credit card payment for the group (a single Direct Bill ID or other credit card for all travelers) can be accepted. For groups traveling for the same purpose but not traveling on the same exact itinerary, an option to pay with Direct Bill or a traveler credit card is available.

Submit a Name List

The travel arranger must submit a name list showing the legal names of each traveler as shown on the document to be presented at check-in: birthdates, gender, Known Traveler Number.

For international travel, passport information will be required, such as expiration date and country of issue.

Group Summary Report Requirements

The travel arranger advises the UC Travel Center agent for any group summary report requirements.

Itineraries and Invoices

The UC Travel Center will provide copies of ticketed itineraries and invoices to each traveler, the group leader, and other email addresses as requested.

UC Travel Insurance

Should there be only one agency record locator for the group, the group leader or travel arranger will be advised to manually register their travelers via UC Away prior to departure, so that all travelers will receive important security and travel alerts from UC’s security partner Crisis24 prior to and during the trip.

This is especially important for international travel.

Automatic Travel Registration only works for single traveler records.

Service Fees

• $32 for a new and exchanged ticket
• $30 for a particular ticket refund
• After-hours service fee applies

Groups of Less than 10 Travelers

For group reservations of less than 10 travelers, the UC Travel Center will process as individual reservations.

• A $10 ticket service fee will be charged
• A $32 ticket service fee for each ticket will apply
• Individual direct bill ID
• Small group Direct Bill ID
• Individual credit card

BCD Travel offers two options depending on group size:

• Gropus of 10 travelers or more (group air)
• Groups of less than 10 travelers (traditional)

Based on 2019 data, most requests to BCD Travel were for less than 10 travelers and could be booked via the traditional team. The group air process will only affect the few divisions who have larger meetings and will need to be handled by the BCD Travel group air team. Requests to BCD Travel should be made at least 3 to 4 weeks prior to meeting to ensure an efficient booking process.

Please review the requirements for either process and email us at [email protected] if you have any questions.

For groups of 10 travelers or more, meeting planners will have to fill out the Group Air Registration Form .

• The BCD Travel meeting coordinator will respond within 24 business hours
• If Direct Bill is used to pay for the tickets, only one unique Direct Bill ID will be used for all travelers
• No hotel space will be negotiated or booked
• A booking fee of $34 per ticket will apply at the time of booking
• An invoice will be generated for a $10 upcharge fee per ticket
• 877-885-8632, option 4

For groups of less than 10 travelers, meeting planners should email [email protected] or call BCD Travel directly at 877-885-8632 to book the flights.

• If Direct Bill will be used to pay for the flights, a unique Direct Bill ID for each traveler will be required
• Meeting planners can request to be copied on all traveler invoices
• Arrangers can also book directly in the BCD Travel section of ConnexUC for the online booking fee of $9.75

Effortless Savings

Using proprietary algorithms, Oversee searches for lower fares post-booking to identify 4% savings annually on average.

Global Reach

Oversee offers their service globally (Americas, EMEA, & APAC) any point of sale that uses Sabre, Amadeus, or Travelport.

Zero Disruption

Oversee searches before and after booking to find lower fares for the exact same flight, same plane, same cabin class, and same seat.

About Oversee

Oversee (formerly FairFly) is easy to use and can track 99% of all global flight prices. Using sophisticated technology Oversee outperforms other providers to find savings on any route. Once one of your travelers books a flight, they get to work immediately – they scan the GDS continually for price drops so that tickets can be cancelled and rebooked at a cheaper rate. You get the net savings (our record is $11,488 USD) and your traveler stays on the same plane, on the same route, in the same cabin – and in virtually all cases the traveler keeps the same seat. 

Stories Related to Oversee and Price Monitoring

Costs and Innovation Are Tops as the Role of Travel Managers Evolves

Price Monitoring

With companies trying to navigate the murky waters of post-pandemic travel, and with the world of travel still finding its way back to normality, the true value of a travel manager has never been more apparent.

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