Meetings, Travel, & Space Information

Egencia for Business Travel

GameStop's Travel Provider

GameStop uses Egencia for all Business travel needs. We continue to use Concur Expense for Expense reporting and all your Egencia travel details will flow into Concur Expense for your reporting needs.

Need an Egencia Profile?

If you are a District Leader or above or a corporate GME employee needing an Egencia profile for business travel, please follow the below instructions in order to get set up with an Egencia Profile.

- Email AshleyRasmussen@GameStop.com and please include the below inforamtion
- Your first name as it appears on your government issued ID
- Your last name as it appears on your government issues ID
- Your GME employee ID number (this is required for a new profile)
- Your department cost center. If you don't know your cost center, that's okay! Just provide your department and supervisor name.

Once the Meetings & Travel creates your new profile, you will recieve a confirmation e-mail

Logging in to Egencia

Egencia is part of our Okta dashboard now. If you're logged in to the GME network, you will be able to access Egencia via Okta without having to enter your username and password.

If you're not logged into the GME network, you can still access Egencia with your Username and your unique password, by going to: http://gamestop.egencia.com. On the right side, there is a section to log in via username and password.

If you go to www.Egencia.com, you won't be able to access the system.

Questions?

We are always here to help! If you have questions, reach out to Ashley Rasmussen or Samantha Vogel and they'll be glad to assist. Safe Travels!

Setting up your Profile

Once you log into Egencia, please take a moment to set up your travel profile by clicking your name in the upper right corner. A drop-down will appear and you will select "profile."

Setting up your Profile - Company Information

In this section of your travel profile, you will be responsible for selecting your department information, which you can find under "Personal Information" and then "Company Settings." Please Note: The department selection you make lets our accounting team know where to book your travel charges. It is the responsibility of the traveler to ensure this department code is correct for your travel expenses.

Setting up your Profile - Travel Documents

In this section, you'll enter information relating to your passport, as well as any Known Traveler Number or Redress Number your may have.

Known Traveler Number (KTN): Once you've entered your KTN into your Egencia profile, it will be sent to the airline along with your booking. However, your KTN will NOT appear on your Egencia booking itinerary. If you belong to airline loyalty programs, like Rapid Rewards, or American Airlines Advantage, we also always reccomend once you've received your KTN, that you call the airline directly and have them add your KTN to your airline loyalty profile. Please remember, having a KTN DOES NOT GUARANTEE that you will receive TSA Pre-check on every flight. Please refer to our GameStop Travel Policy for more information on TSA Pre-check.

Redress Number: A redress number is issued to travelers who have been repeatedly identified for additional screening and who want to file an inquiry to have erroneous information corrected in DHS systems. Basically, it's for travelers who have erronerously been placed on the DO NOT FLY list. A redress number IS NOT THE SAME AS A KTN. If you enter your Known Traveler Number into the Redress Number area, the booking will not properly send your KTN into the airline.

Setting up your Profile - Travel Preferences

After you get past a few additional sections, you'll come to the Travel Preferences section. This is where you'll enter your home airport and any loyalty program numbers you have, like your American Airlines Advantage Number, or Southwest Rapid Rewards number.

Note: If your Egencia travel profile is listed under your legal name as John James Jones, but you have your airline rewards profile listed as J. James Jones, the booking tool will NOT be able to match up your rewards profile when your book your flight! Your offical name on all your travel documents must match each other exactly (and must match your govenment issued ID) in order for Egencia to match up your information correctly.



Setting up your Profile - Credit Cards

Finally, please enter your personal CORPORATE American Express Credit Card issued to you by accounting. All travel expenses should hit your personal corporate card, if you have one. If you do not have a corporate credit card, you will be able to book your charges to the "Corporate Air Card."

Reminder, even if you book your flight to the Corporate Air Card, the charges will be coded by the accounting team to the department YOU selected in your travel profile. Again, it is the responsibility of the traveler to ensure the proper department is charged for their travel expenses.

Egencia & Concur

Isn’t it amazing that Egencia sends your travel receipts for air, hotel & rental cars directly to Concur Expense? We love this feature of Egencia. But, Concur isn’t smart enough to know whether you book your business trip on your Personal Corporate Credit Card, or on our GameStop Corporate Air Card. That means, no matter what card you booked your travel on, it’s going to show up in Concur Expense. If you booked your trip on our GameStop Corporate Air Card, simply delete the expense in your Concur Expense account!

HOTEL BOOKINGS!

Please note these important tips when you are booking a hotel on Egencia!

Pay through Egencia vs. Pay at Hotel: When you are reviewing hotel rooms to select, Egencia will tell you whether the reservation is to be "Paid by my Company" or "Pay at Hotel." If you book a room that is "Paid by my Company," Egencia will charge the card on record for the room cost. If you select a room that is "Pay at Hotel," Egencia is basically holding the resercation for you but you will be required to provide a credit card when you check out for payment!

If you proceed with a reservation that is "Pay at Hotel" and you don't have a credit card to pay for your room, please contact Samantha Vogel in advance of your trip.

Non-refundable hotel bookings: If you encouter a rate that is non-refundable, you will see a red NO circle, like the one below, indicating that the booking is non-refundable. If you continue through and complete the booking for this rate, please know that you will NOT be able to cancel the resercation for a refund for any reason!


Cancellable hotel bookings: To book a rate that you CAN CANCEL, please make sure you see the GREEN circle under the rate listing, like the below! Also note that below the green circle, the toll will provide you exact cancellation details (i.e. must be cancelled before a specific date, or same-day cancellation).


Note: You'll also notice that in the smaller print below the cancellation information, you can see if the hotel:
-Is Eligible for traveler loyalty reward points
-Includes Breakfast
-Includes Free Wi-Fi
-Includes Free Parking

Double Check your Itinerary and Trip Library!

After completing your booking, make sure you double check your itinerary, as well as your trip library in Egencia! Here are some important things to look for!

On your itinerary: if you've booked multiple facets for a trip (i.e. airfare, rental car and hotel), make sure on your itinerary, they are all highlighted in green! Green means you're good to go! If one of your bookings shows up on your email itinerary with GRAY instead of green, it is NOT BOOKED!

In your Egencia Profile: Under your Trips Library in your Egencia Profile, you will be able to see your upcoming booked trips. This section will include your itinerary number, the start and end date of your trip, the trip name you've assigned and it will also show you the "items" associated with the trip. If you've booked airfare, hotel & rental car, you will see small icons in GREEN under the items box (a plane, a car, and a building). If you do not have the car icon, then you have NOT booked a rental car. If you do not see the building icon, then you have NOT booked a hotel for the trip. If you see the icon in yellow/gold, that means you have it on hold and it is not booked. The below picture is a picture of what a booked itinerary that has a completed booking for airfare, hotel and rental car would look like in your trip library:



The below picture is what you would see in your trip library if you had a flight on hold. Notice, it appears in YELLOW/GOLD, not green, meaning it is NOT BOOKED YET! In order to book that flight, you need to go to the itinerary and complete the booking. The airplane symbol will then turn from yellow to green.

Need Help

No Problem! Click here to email Samantha Vogel for help!