Travel Vendors
Travelers may choose from the following travel vendors to make their UK official business air, hotel and rental car arrangements:
AAA Corporate Travel Services is the University’s lead travel agency. AAA is a full-service travel agency (providing air/hotel/rental car arrangements) and operates an on-campus location in Room 303 in the Chandler Medical Center's College of Nursing. The University Procurement Card or personal credit card can be used for purchasing business airline tickets from or making business hotel and rental car reservations with AAA. Contact: 859-323-5354. See AAA Corporate Travel Services for detailed information.
Trip Manager™ is AAA’s online self-service registration system, which offers the flexibility of 24/7 business and personal (leisure) travel arrangements. The system displays airline published fares and UK's contracted airfares. Hotels and rental cars can also be reserved through Trip Manager™. Reservations booked through Trip Manager™ will automatically be monitored and quality-controlled by AAA. The University Procurement Card or personal credit card can be used for purchasing business airline tickets from or making business hotel and rental car reservations with Trip Manager™. See Trip Manager™for more information.
Lexington's Avant Travel is UK's second designated travel agency. Avant operates an off-campus location, and provides business and personal (leisure) travel arrangements. Contact Avant Travel at 859-233-0000. The University Procurement Card or personal credit card can be used for purchasing business airline tickets from or making business hotel and rental car reservations with Avant. See Avant Travel for more information.
Alternate Travel Vendors - Business travelers may also choose to use travel agencies other than the University’s lead or preferred, as well as choose Web sites other than Trip Manager™ (i.e., Expedia, Travelocity, Orbitz, airline Web sites) to make their business air, hotel or car arrangements. If you choose to use an alternate travel vendor, please understand the following:
- For Business Airline Tickets: A personal credit card must be used to purchase business airline tickets from an alternate travel vendor, with expenses submitted for reimbursement to Accounts Payable on a Travel Voucher after travel is completed. To substantiate that a favorable airline ticket price was received from an alternate travel vendor, a cost comparison from UK's online reservation system, Trip Manager™, must also be submitted with the Travel Voucher. The cost comparison from Trip Manager™ must show a listing of airfares for the same dates of travel, the same travel destinations, and the same approximate times of departure as shown on the ticket purchased from the alternate travel vendor. The cost comparison must be the first page of available schedules from Trip Manager, and must be printed on the same day as the ticket is purchased from an alternate travel vendor. If an air plus hotel or car "package" was purchased through an alternate vendor, then the appropriate cost comparisons for the air as well as the hotel or car must be secured from Trip Manager. Regarding international travel cost comparisons, it may be that Trip Manager cannot provide an adequate cost comparison due to the complexity of an international trip; therefore, it is acceptable to use a cost comparison from one of UK's designated travel agencies (AAA or Avant Travel) for these types of international trips only. You may need to make a printer adjustment to allow a date stamp and page number to appear on the cost comparison.
- For Business Hotel (room & tax only) and Rental Car Charges: The University Procurement Card or a personal credit card may be used for payment. If a personal credit card is used, expenses must be submitted for reimbursement to Accounts Payable on a Travel Voucher after travel is completed.
See Alternate Travel Vendors for more information.