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NYU Traveler FAQs

NYU Traveler is a web-based portal that is linked to NYU's travel safety service, Worldcue. The following are frequent questions asked about NYU Traveler, it's travel safety services and associated travel online booking services.

If you have any questions about NYU Traveler, please call the ITS Service Desk at 212-998-3333 or e-mail AskITS@nyu.edu, or visit www.nyu.edu/its/askits/helpdesk for support information at NYU's global sites.

 

General Questions
About NYU Traveler

We created NYU Traveler as a tool to enhance the safety of students, faculty, administrators, and staff traveling on University-related business. When you book or register through NYU Traveler, your travel plans are routed through Worldcue, a traveler safety service with which NYU has contracted. Worldcue will automatically alert the individual traveler to dangerous conditions that may have emerged where he or she will be traveling, and will automatically alert the University to emergencies, allowing it to move more rapidly to assist members of the NYU community.

NYU has a special responsibility for the welfare of its undergraduate students, so if you are a faculty member, student, administrator, or staff-member participating in or accompanying in an NYU trip involving undergraduates, then you and all participants in the trip must use NYU Traveler, either to book your trip or to register your travel arrangements.

Apart from these circumstances, the use of NYU Traveler will be voluntary for faculty, doctoral students, post-docs, and researchers. For administrators, unit heads will determine whether the use of NYU Traveler will be mandatory or voluntary.

Choice was an important precept as we created NYU Traveler. When you use NYU Traveler, you have the choice of booking your arrangements with AMEX Travel or Egencia or using any travel agency you wish and registering your travel arrangements directly with Worldcue (however, by using AMEX or Egencia on the NYU Traveler site, you can save yourself that extra step of registering your travel plans with Worldcue - it’s done automatically).  To access AMEX or Egencia, simply enter your NYU Net ID and password.

The NYU Traveler team may be contacted at nyutraveler.info@nyu.edu to schedule trainings.  The user guides for AMEX Travel, Egencia, and Worldcue may also assist you in your search for answers or general information. 

If you are a NET ID holder, you may book travel for a non-NYU individual (i.e.: spouse, partner, guest speaker) by calling Egencia.  These reservations can not be made online.

We chose these two firms because they are proven: they are widely used by other universities and businesses for their travel programs; their on-line booking technology is intuitive; they have 24/7 customer service, including by phone; and we were able to work with them to automatically forward travel plan information to our travel safety service Worldcue.

It's fine to go ahead and use him or her; it’s still perfectly compatible with NYU Traveler. After you book your travel arrangements with your agent, just go to the NYU Traveler site and register your information before you travel. However, if you use AMEX or Egencia to book your travel, you will save yourself a step because reservations made via these two agencies are automatically forwarded to Worldcue, and thus Public Safety.

For the purpose of using NYU Travel, “travel” is defined as air travel (domestic or international), travel by major rail (Amtrak or EuroRail), or a hotel stay.

American Express and Egencia have access to all published airfares. Either travel management company will provide the lowest fare inventory available for the class of service requested at the time of booking unless instructed that a less restrictive ticket is needed. When a lower fare is found for the same flight through a different booking source such as an airline website, it is most often because the inventory was available at the moment of the search. Therefore, with that being said, there may be times when another site or travel agent quotes a lower cost. Should you prefer to book your reservations through another website or agency, it's not a problem: afterwards, you can go to NYU Traveler and register your travel info.

Both Egencia and AMEX offer their own fare guarantees based on specific parameters. More information on each of these guarantees can be found within the AMEX and Egencia booking sites.

If you book through either AMEX or Egencia on the NYU Traveler site, you will receive three separate e-mails: 1) a confirmation of your itinerary from AMEX or Egencia, 2) a paid invoice from AMEX or Egencia, and 3) a Welcome e-mail from Worldcue.

If you have booked your travel though an outside agency, and register your travel through Worldcue, you will receive one e-mail: the Welcome e-mail from Worldcue. This e-mail will contain a link to create your profile with Worldcue. It is important to click on the link and complete the profile the first time as this will enable you to update your previously registered travel plans should the need arise.

Subsequently, regardless of how you booked your travel, Worldcue will alert you with follow-up e-mails if there are any current or emerging threats or safety risks in the area you are traveling to.

In addition, if you are traveling to a country that is designated as particularly dangerous, NYU's Office of Public Safety will reach out to you directly to discuss your safety and necessary provisions for your safe travel.

Worldcue is a service created to help protect the individual traveler: it analyzes news and information from around the world to identify emerging issues which be a threat to a traveler going to a particular destination. These issues became acute for the University during the earthquake in Haiti and the uprisings in Egypt, where evacuation of NYU personnel was made more difficult and time-consuming by the absence of precise travel information. NYU's arrangement with Worldcue is that, after booking or registering through NYU Traveler, automatic e-mail updates will be sent to travelers about changing conditions and threats in their destinations. The privacy of NYU community members is important to us: your travel plan information is held safely and securely; it will only be accessed if there is an emergency or a serious threat, and then only by the senior leadership of NYU's Department of Public Safety.

 

Egencia

Call 877-613-4284. The phone number can also be found on NYU Traveler by clicking on "BOOK." The phone number is located below the word "Egencia."

Call +1-877-613-4284 and press prompt 2 for Domestic Travel or prompt 3 for international travel. Either agent will be able to assist you.



Group Travel

For NYU Group Travel needs, Group Coordinators and Administrators are encouraged to set up the group travel using Egencia's "Meetings" option. Use of Egencia's "Meetings" will allow for automatic transmission of travel plans/itineraries to Worldcue. For more information on how Egencia can assist with your Group Travel needs, please send an email to: nyutraveler.info@nyu.edu

Graphic: collage of international icons

Accessing NYU Traveler

Go to http://www.nyu.edu/nyutraveler.

Anyone can access the NYU Traveler site.  However, in order to book a reservation with AMEX Travel, Egencia, or to Register a trip with Worldcue, a NYU Net ID is required. 

Call the IT Service Desk at 212-998-3333. Or if your question is specific to AMEX Travel or Egencia and their booking sites, call them directly and listen for the prompt for navigational assistance. If you need assistance booking your travel, or if your travel is a complex, multi-leg booking, it is best to call an agent at either AMEX Travel 888-477-0451 or Egencia 877-613-4284.

 

Worldcue

As indicated above, if you booked your travel plans outside of AMEX or Egencia, we encourage you to register your travel plans by clicking the REGISTER button on the NYU Traveler homepage. If you book your travel plans through AMEX or Egencia, your plans are automatically passed to Worldcue. If you are a participant in NYU Travel involving undergraduates, you are required to either book or register through NYU Traveler.

Worldcue is a leading provider of practical destination intelligence and real time travel alerts. Worldcue is dedicated to protecting the health, safety and security of the NYU community while they travel abroad. Worldcue keeps travelers aware and informed with informative alerts delivered directly to them.

From your travel itinerary and profile, Worldcue can deliver customized travel reports for hundreds of destinations worldwide.

You can receive current travel reports and alerts for the country to which you will be traveling. You will be immediately updated about changing conditions that might affect your itinerary, which will allow you to circumvent potential difficulties with minimal trip disruption.

No. If you booked your travel online with AMEX Travel or Egencia, or by calling an agent at either, your travel plans have automatically been passed to Worldcue for safety and security purposes and you need not do anything further. 

No. If you booked your travel online with AMEX Travel or Egencia, or by calling an agent at either, and subsequently changed your travel plans, the changes have automatically been passed to Worldcue for safety and security purposes.

Go to NYU Traveler and click on "UPDATE." Login to Worldcue with your Net ID style e-mail address (ie: abc21@nyu.edu and password. If you have forgotten your password there is a link to reset it. Click on "My profile" and click on the particular leg of the trip that has changed.

Contact Worldcue Customer Service at +1-877-606-4538

 

AMEX Travel

Call +1-888-477-0451. The phone number can also be found on NYU Traveler by clicking on "BOOK." The phone number is located below the word "AMEX Travel."

Call +1-888-477-0451 and press prompt 1 for online assistance and press 1 again for navigational assistance.

Graphic: NYUTraveler Cities


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