To better serve the needs of faculty, staff and students who are traveling on University business, WVU will transition away from the MyTravel booking tool.
Effective Monday (March 17), WVU travelers will independently book travel through their preferred airline, hotel, etc. and our contracted rental car company.
After a thorough review of updates and changes in the travel industry, the WVU Procurement Contracting and Payment Services team found this change will greatly benefit WVU travelers through more competitive pricing found by booking direct, a better sense of convenience when booking and direct customer service through the booking company.
With this change, travelers are still encouraged to utilize the University’s travel discounts whenever possible, which include discounts for the following:
Enterprise/National Car Rental
United Airlines
Southwest Airlines
Marriott
Several local hotels
The MyTravel system will continue to be available through Monday, March 31, to allow users to view past or future trips, note important information for trips and download reports. However, travelers should no longer book additional trips through this system.
Travelers who have already booked future trips through MyTravel are not affected by this change. These trips will proceed as booked.
For questions about existing trips, contact American Express for 24/7 support at 669-272-1301 or us.travelercare@amexgbt.com.
Finally, please review the information below to keep in mind when booking travel independently.
Rental Cars
WVU will continue to use Enterprise/National Rental Car as its contracted rental car company. All car rentals should be booked through Enterprise unless there is a lack of availability. To book rental cars, book directly through Enterprise’s website and enter the University’s booking code, which can be found on the travel discounts webpage.
Airfare
Travelers are free to book airfare directly with their preferred airlines. However, we strongly encourage travelers to utilize the University’s contracted discounts with United Airlines and Southwest Airlines. Additional information on these discounts can be found on the travel discounts webpage.
Reminder: Travelers are expected to take the lowest logical available fare. Any personal upgrades must be paid separately with personal funds.
Lodging
Travelers may also now book lodging directly with their preferred hotel, directly through a conference page or through an online booking tool, like Hotels.com or Expedia.
The University has discounts with several local hotels for guests to campus. Additional information on these discounts can be found on the travel discounts webpage.
Travelers are expected to use sound financial judgment when selecting hotels.
Additional important policy reminders:
All international travel must be registered with Global Affairs.
Non-grant-funded travel must be approved by the Dean/VP or designee and should be reserved for mission-critical travel.
Although no form or other written notice is required, travel must be approved by the traveler’s supervisor beforehand. If the travel is grant-funded, the traveler must follow any grant regulations regarding travel authorization requirements.
PCard is the preferred payment method for airfare, hotel, conference registration and car rentals. For employees who use a personal credit card to pay for travel, reimbursement requests may only be made after the trip has concluded. Reimbursements must be submitted in a timely manner. Reimbursements submitted more than 90 days after the trip has concluded will not be approved.
Find more information on travel policies and procedures, including tips for before and after travel.
For questions on the transition away from MyTravel, contact PCPS Travel at travel@mail.wvu.edu.