Group Travel Instructions

Owned by Nehal Gupta
Last updated: Aug 13, 2024 by Alyssa Wojcik
2 min read

Group travel is considered ten (10) or more people traveling together on the same itinerary. Anthony Travel can provide reservations for flights (both domestic and International), hotel, lodging, ground transportation, and other related travel services for all group bookings.

Pre-Approval Requests

Travel including airfare, car rental and hotel must be fully approved prior to the start date of the trip. For Group travel this preapproval would be submitted via a Concur Request. Instructions on how to submit a Travel request in Concur can be found at https://travel.uconn.edu/training-and-resources/.

When submitting the request in Concur consider the items below:

  1. The employee (or assigned preparer delegate) covering the group booking expenses with their travel card must submit the request in the card holder’s profile.

  2. Enter the estimated expenses for the total airfare, Car rental or hotel on the segments tab of the request and submit for approval.

Booking Process

Follow the instructions below for booking group travel on the same itinerary.

  1. The group organizer in the UConn department will contact Anthony Travel’s dedicated agent(See below for contact information).

  2. The group organizer in the UConn department will work with the Anthony Travel agent to obtain preliminary itinerary and rates.

As early as eleven (11) months prior to travel, an itinerary and rates can be quoted.

  1. Once a decision is made on the itinerary and the rates are confirmed, Anthony Travel will provide a Group Travel Contract/Agreement which includes the deadlines, pricing, and airline and/or hotel terms and penalties to the requesting UConn department and UBS, Business Services Category Manager or designee for review. If the trip includes catering or hotel that requires a contract, the Hotel and Event Services form will have to be submitted in Husky Buy. No payments can be made until that is fully approved.

UBS will confirm with the requesting UConn department that the information on the itinerary is correct.

  1. Once the information is confirmed, the appropriate level of signature within UBS will be obtained.

  2. The final, signed contract/agreement will be provided to Anthony Travel and the UConn group organizer.

  3. Payment should be made using the group organizer’s Travel Card.

Expensing Group Travel

Instructions on how to submit an expense report are available at https://travel.uconn.edu/training-and-resources/.

When submitting the Expense Report in Concur consider the items below:

  1. Group hotel expenses charged as one single transaction will not need to be itemized. Instead you can add the total of the expense along with the attendees to the expense line item under the expense type of Group Hotel Lodging.

  2. You are required to attach a copy of the Group Travel Contract/Agreement signed by Procurement to your expense report.

Additional Support

For help with group bookings contact:

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