| Steps for Booking Business Travel | ||||||
| Faculty and Staff |
The 1st Time You Book Travel
Set up your Personal Profile in Vanderbilt Travel Online Log in with your VUnet ID and ePassword. This step will activate your account, which allows you, a delegate or a FROSCH agent to book travel for you. When you log into Vanderbilt Travel´s online booking tool for the first time, you will land on your Personal Profile page. You can fill in this information at any time; however it is strongly recommended that you do so upon your first login to facilitate future travel bookings. You can store frequent flier, rental car and hotel rewards accounts in your profile. Any reservations made in the booking tool or with a FROSCH agent will automatically credit your rewards accounts. 
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International or Group Travel
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Leisure / Personal Travel
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Students
Approved Travel Authorization is required before booking travel. |
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Externally- or Personally-Funded Student Travel
**Includes airfare for Study Abroad Programs**
- Free itinerary changes - Automatic integration of international itineraries into ISOS - Free 24/7 traveler support - Guaranteed lowest price airfare (excluding booking fee) Student travel funded by non-Vanderbilt sources cannot be booked on the online booking tool due to the travel authorization requirement. |
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FAQs: Booking your Trip
I´m on the phone with a FROSCH agent who is asking for my home department number. How do I find this number?
Log into C2HR and click the Job Profile tab. Your home department is labeled Department near the top of this page; it is a six-digit number followed by the home department name. If the agent asks for your division number, the second and third digit of your home department number represent your division. (E.g., If your home department number is 123456, then your division number is 23.)
What do the booking fees cost when using the Vanderbilt Travel online booking tool or a FROSCH agent for business travel?
There is no cost to your department for booking fees when using either service for business purposes; Vanderbilt absorbs these booking fees. However, if you book using a travel agency other than FROSCH or via another online tool (e.g., Expedia, Orbitz, airlines' websites, etc.), you will be charged their booking fees. These fees are typically imbedded in the overall pricing.
What does the booking fee cost when using a FROSCH travel agent for personal travel?
At the time of booking, a $20 fee will be added to the total travel charges for personal travel.
What TSA (Transportation Security Administration) Regulations should I be aware of when booking a trip?
The name on a traveler's state/government issued photo ID must match the name on the airline ticket.
Therefore, the first time you use the Vanderbilt Travel booking tool, please ensure that the name you enter for your Personal Profile matches the state/government-issued photo ID that you will be presenting at the airport. Failure to do so can hinder your ability to travel. Likewise, if a delegate books travel for you, ensure that he/she has your proper, full name when booking air travel.
Date of birth and gender are required to book travel.
You must fill out these fields in your Personal Profile to comply with TSA's (Travel Security Administration) Secure Flight program. If a delegate books travel for you, be sure to provide him/her with your birth date.
How do I capture frequent flyer miles when booking?
- Recommended: enter your frequent flier numbers in your Personal Profile in the Vanderbilt Travel booking tool, and your miles will automatically be applied when you book air travel.
Does the Vanderbilt Travel booking tool include Southwest Airlines´ flights?
Yes, ALL of Southwest´s airfares-Business Select, Anytime and Wanna Get Away rates-appear in the Vanderbilt Travelbooking tool.
How do I book a hotel that is designated as the preferred location for a conference?
The conference organizer might have a dedicated website for booking a hotel room. You can either book using the conference website, or you can use the Vanderbilt Travel booking tool or a FROSCH Travel Agent to compare rates for the same hotel and book through Vanderbilt.
Travel Support
How can I make changes to an existing reservation?
Post-ticketing, please call a FROSCH Travel Agent at 866-841-3834 (or 615-463-4115) to make changes to an existing travel itinerary. The travel agents can navigate through the booking rules and explain any subsequent costs. To cancel a reservation booked in the online booking tool, simply click Cancel Trip within the system.
Will Vanderbilt Travel notify me if there is a change in flight schedule?
If you opt-in for notification when filling out your Personal Profile in the Vanderbilt Travel booking tool, then you can be notified via phone, text message or email when flight changes occur.
How do I get support if I am stranded during my business travels?
If you booked your trip in the Vanderbilt Travel booking tool or through a FROSCH Travel Agent, please call FROSCH at 866-841-3834 (or 615-463-4115) for assistance 8:00AM - 5:30PM CST (Mon-Fri). For after-hours emergency assistance, call FROSCH at 866-841-3834 (or 615-463-4115) Collect from outside the US; Access code: Sabre N1PG.