BW Travel Procedure

Airline tickets can be purchased either online with a credit card or by using the two approved travel agencies for the university.   

If you choose to purchase airline tickets online with a credit card and do not wish to put the charges on your personal card, contact Barb Pavlinsky in the Purchasing Department.  She can assist you with your purchase.   Her number is 440-826-2446.

If you use one of the approved travel agents, call the agency and identify yourself as a Baldwin Wallace employee traveling on university business.   The tickets will be charged to the Baldwin Wallace University account. 

An Air Travel Reservation Form (must login to Blackboard to access form) must be completed and returned to the Purchasing Department, Room 209, Bonds Administration Building as soon as you complete your purchase through the Travel Agent.  Note:  No tickets will be released unless this reservation form is on file.

The tickets will be delivered to the Purchasing Department and you will be notified for pick-up.  The person picking up the tickets(s) will be asked to sign a copy of the travel itinerary sheet accompanying the tickets and boarding pass(es).  The signature documents receipt of tickets and authorizes payment.

Please give the travel agency as much notice as possible, so that any potential discounted fare may be obtained.  In order to do this, the agencies will attempt to match any flexibility in your schedule to optimum rates available whenever feasible.

Airline tickets for spouses accompanying employees traveling on university business may be reserved at the same time.  (An additional reservation form is required.)  Spouse's tickets will be temporarily charged to the University at the time of purchase. Spouse's tickets must be paid  for at the time the tickets are picked up. 

All unused tickets or refunds must be returned to the Purchasing Department to ensure proper refund credit.

Hotel and Car Rental Reservations may be made at the time air travel arrangements are made.  The agencies will do this for you or you may make them directly.  Whether you are booking under a Conference Rate** or not, a  credit card will be necessary to hold your reservation. The method of your actual payment  (credit card or cash) may be determined at the time of hotel registration and vehicle pick-up.

**You may wish to advise the travel agent of any special conference rate indicated for airfare and hotel accommodations.  (Provide Group Conference Identification Code and/or the Air Fare File Number.)  In many cases, the Agent can secure the Conference Rate, or possibly lower rate(s) for you.

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