How to Book and Pay for Group Travel with Direct Travel

1. Group Travel is to be approved in the same manner as individual travel
2. Complete the FOAPAL form and obtain signed approval from Fund Financial Manager of fund being charged
3. It is possible to use one FOAPAL form for the entire group if they are using the same fund and there are more than 10 travelers
4. Transmit the completed FOAPAL form to the Travel Management Company (TMC) for processing
5. Trip Cancellation Insurance is a reimbursable expense and should be considered for purchase. This insurance enables the University/Traveler to be reimbursed for the costs associated with the cancelling of a trip based only on the illness of the Traveler and his/her immediate family.  Check with TMC for full details of coverage and limitations
6. Contact the TMC with the following information, requesting at least 3 quotations
   • Name of Group with brief description of the trip
   • Departure City  and destination
   • Dates of travel (indicate if dates flexible –may impact airfare options/prices)
   • List the elements required for this group:-
     • Flights  – inform the TMC when the names of the travelers will be available
     • Hotels -
       1. indicate in/out dates for each city required
       2. hotel category (3*or 4*)
       3. occupancy required (single, double, triple)
       4. meals required
       5. meeting space required
     • Other venues for off-site events, like dinners, meetings, presentations
     • Other transportation required
       1. Other flights
       2. Transfers to/from the airport to hotels
       3. Buses (with or without guides)
     • Other relevant details that may assist the TMC in understanding the needs of the group
     • Your deadline for quotation and other timelines relevant to this group
     • Your complete contact information and that of a backup contact

7. For payments and deposits to be made to the hotel please refer to the payment chart

8. Upon check-in participants are to present their personal credit card for incidentals.  For situations where payment is made via personal credit card, reimbursement will be by expense report. 

9. To facilitate the communications and organization of group travel, best practices recommend the preparation of the following:

A. Group Participation Form to distribute to prospective participants - depending on the nature of the trip, the form can be used to communicate the following data:

1. name, date of birth  and nationality  as  it  appears in passport – compulsory
2. request deposits (indicate refundable or non-refundable)
3. payment schedule and cancellation policy
4. specific requirements relating to this group

B. Group Control Sheet for the following data:

1. outline of the daily schedule
2. airline passenger name list
3. hotel rooming list