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Booking travel for Groups can be painless if you use BCD Travel!
BCD Travel can assist you in setting up arrangements for group travel. Please complete this form if the following pertains to your travel specifics:
- You are arranging travel for 10 or more people either from Boston University or guests to the University.
- The University will pay for the group’s airfare via Internal Service Request within SAP.
- Travelers will pay themselves with a major credit card.
If your group meets these criteria, please complete the aforementioned form and submit it to BCD Travel at bu@bcdtravel.com and copy butravel@bu.edu. BCD Travel will take the information provided and assign a Meeting Number to your group.
Please make sure your travelers communicate this number to an agent when calling in to book so that the agent can access all pertinent group information.
ONCE YOU RECEIVE YOUR MEETING NUMBER FROM BCD TRAVEL, create one ISR for all of your travelers based on your best estimate of total airfare plus transaction fees on one line. To ensure that all travelers are accounted for, please be sure to add the Meeting Number to the ISR in the Short Text field “Meeting # 1234”.
BCD Travel will monitor the group reservation weekly to check to see if all travelers have indeed been booked. It is your responsibility as the travel arranger to ensure that all of your travelers book in a timely fashion to ensure the best pricing. Funds will not appear in your budget until all tickets have been booked as designated on the ISR and group reservation form.
Booking travel for 9 people or less under an Internal Service Request?
- Create one ISR per traveler based on your best estimate of total airfare including transaction fees on one line.
- Communicate the following information to your travelers, letting them know they will need this information on hand in order to book:
- ISR Number
- Department/School/Institute Name
- Charles River Campus or Medical Campus
- Your email address as the administrator to ensure you are copied on the e-Itinerary
For assistance accessing these forms, visit www.bu.edu/travel and choose the Group Travel tab at the top of the page.