FAQ

  • How do I create an Egencia account?
    Egencia accounts are available to all Williams faculty and staff with purchasing cards. During August and September, the Controller’s Office distributed user credentials to all purchasing card holders on record as of July. If you are in need of login credentials, please contact [email protected].

    Moving forward, new purchasing card holders will receive their Egencia login credentials at the end of the month in which they receive their purchasing card. Once your account has been created, your username and temporary password will be provided via email. Upon your first login, you will be prompted to create a new password.

    If you have any questions regarding login credentials, please contact [email protected].

  • Can I earn frequent flyer miles via Egencia?

    Yes, Egencia users will have the capability to upload their personal frequent flyer mile numbers to their Egencia profile. You can add your frequent flyer accounts to Egencia by navigating to your profile and selecting “Frequent traveler accounts,” which is located in the Travel Preferences sidebar.

  • I would like to edit my travel profile in Egencia. Who do I contact for assistance?

    You can edit your Egencia profile by logging in and navigating to your Egencia profile. You will have the option to add or update your personal information, edit your payment options, update your travel preferences, and select your travel arranging and approval preferences.

    General questions related to Egencia should be directed to [email protected]. You may also call Nicole Pedercini in the Controller’s Office x4412.

Policies, Guidelines, and Processes

  • I need a cash advance for an upcoming trip. Which office should I contact for further information?

    Cash advances should only be requested when your college purchasing card cannot be used. You may request a cash advance up to 30 days in advance of your trip and must return all remaining funds within 14 days after the conclusion of your trip. To clear a travel advance, you must complete a Travel Reimbursement Form which can be accessed here. For questions regarding cash advances, please contact Accounts Payable at x4009 or x4453.

  • Where should I expense Egencia transaction fees?

    Egencia transaction fees will be expensed by default to PS account 541100 (travel agency fees) on all monthly expense reports. Please be sure to charge Egencia fees to this account whenever possible.

College Vehicles

  • Am I automatically covered by college insurance policies when using a college car?

    If you are a Williams College employee using a college vehicle for business travel, you are covered under the college insurance policies. While college employees are covered by institutional insurance policies, individuals may be held personally liable in situations where they have acted irresponsibly and/or recklessly. If you have any questions or concerns regarding insurance coverage during business travel or need clarification of coverage under certain scenarios, please contact Matt Sheehy at x4775 or [email protected].

  • What must I do in the event that I am involved in an accident when driving a college vehicle?

    If you are involved in an accident when driving a college vehicle, it is your responsibility as the driver to file an accident with the police and to collect the necessary insurance information from the other parties involved in the accident. You must contact Facilities as soon as possible to notify them of the accident. Between the hours of 7:00 AM and 3:30 PM on Monday through Friday, please call 413-597-2302. During all other times, please call Campus Security at 413-597-4444.

Insurance

  • Do I need to purchase insurance before traveling internationally for business?

    Williams College maintains international emergency coverage through International SOS, which will provide employees, students, and if applicable, their immediate family with emergency evacuation services and worldwide assistance when they are traveling for college-related business.

    To ensure you are covered by International SOS during your international business travel, please contact Shelby Walden in the Controller’s Office at x4243 or [email protected] in advance of your travels. Shelby will provide you with an insurance card and address any questions you might have regarding this service.

  • When I am renting a car from a rental agency, should I purchase liability insurance?

    No, for all domestic travel you will be covered under the College’s commercial automobile insurance policy when renting vehicles, so there is no need to purchase additional liability insurance from a rental agency.  However, if you are traveling on college-related business internationally and renting a vehicle, you should accept the insurance coverage offered by the rental agency to ensure optimal coverage on the rented vehicle.

International travel

For information about international travel and the College programs to support you while abroad, please visit the Travel Guides webpage.