Booking group travel with CTP live Nov. 1

Nov 5, 2022 | News

Throughout the month of November 2022, U-M is transitioning travel partners from Conlin Travel to Collegiate Travel Planners (CTP). Beginning November 1, CTP now offers the university a dedicated team of agents who specialize in group travel arrangements

This team can assist you in making travel arrangements for groups of five or more, including booking airfare, hotel rooms, and transportation. In addition, it offers meeting planning services such as booking hotel room blocks of 10 or more, bus charters, and conference rooms.

 New process beginning November 1, 2022

  • To begin a group booking, fill out CTP’s Group Booking Request Form. A copy of the completed form will be sent to your email address as confirmation.

  • Your request will be assigned to a CTP travel agent who will assist you throughout the entire process. The agent will contact you within 24 hours of submitting the form.

For more information, see this overview of the Group Booking Process.

For applicable fees, refer to CTP Group Travel Fees.

If you have any questions, please contact the Procurement Services Travel Team at [email protected].


Why is U-M changing designated travel agencies?

U-M’s contract with Conlin Travel expires in December. Collegiate Travel Planners (CTP) is the #1 higher education travel service provider in the United States and provides end-to-end travel management services to over 140 colleges and universities across the country. CTP’s roster of clients includes Cornell University, Ohio State University, the University of Illinois, the University of Maryland, and the University of Texas, among many others. CTP is known for its deep expertise, exemplary customer service, and strong relationships with its clients.

When is the change effective?

Starting November 1, 2022, group travel booking will be available with a team of dedicated CTP agents. On November 30, 2022, individual travel booking will be live using the new U-M Travel Portal and Travel Booking Tool, called Lightning. CTP agents will be ready to take calls for agent-assisted bookings as well.

What do I need to do to begin using CTP?

On November 30, 2022, the Travel Portal will be available and accessible through Wolverine Access. The Travel Portal has a link to a Travel Profile that must be filled out prior to booking travel, regardless of whether you would like to book online or with an agent. At a minimum, a mobile number must be added to the profile. Adding your personal preferences and travel rewards program numbers, however, will enhance your booking experience.

Will any training on how to use CTP be available?

Yes—while U-M’s new Travel Portal and Travel Booking Tool are easy to navigate and use, live training sessions, on-demand videos, and job aids will be available starting in mid-November. In addition, virtual office hours will be offered in January for you to drop in with any questions you may have.

What are the advantages of using CTP?

CTP has a number of robust and easy-to-use tools that U-M travelers and travel arrangers can use, such as a Travel Portal and a Travel Booking Tool, called Lightning.  These tools allow travelers to view booked trips, unused tickets, invoices, and other travel information all in one location. Travel arrangers can view all the trips they’ve booked in one convenient location. CTP also offers full-service travel management with 24/7 customer support, a dedicated CTP staff for U-M, and discounted pricing on air, hotel, and car reservations.

How does the online booking tool work?

The Travel Booking Tool can be accessed from the Travel Portal and allows you to book air, hotel, transportation, and rail arrangements or allows a travel arranger to book on your behalf.

Will we still be able to use Concur for expense reporting?

Yes—you can continue to use Concur for expense reporting, including PCard transaction reconciliation and out-of-pocket reimbursements.

Will I be able to accrue points from my frequent flier and travel loyalty programs when using CTP?

Yes—when setting up your Travel Profile in the new U-M Travel Portal, you can enter your frequent flier and travel loyalty program numbers. Once entered, new bookings will be linked to your loyalty program numbers and you will accrue points.

Can I use CTP to book personal travel arrangements?

CTP can only be used to book U-M business travel. If, however, you want to add a personal leg to a business flight, extra personal days to a hotel reservation, or additional  car rental days, the entire trip can be booked with CTP. The personal portion of the expense can then be itemized on your expense report in Concur and deducted from your paycheck.

Can I continue to use my personal credit card to make travel arrangements?

It is best to book all U-M business travel using a university payment method. Beginning November 30, 2022, all airfare booked with CTP will automatically be charged to U-M’s new Central Travel Account (CTA)—a payment method that will automatically route the airfare expenses into Concur for reconciliation.

For all other travel-related expenses, a PCard is the preferred purchasing method. It is highly encouraged that employees traveling on U-M business get a PCard. For employees without a PCard, non-airfare travel expenses may be put on a personal credit card.

What if I have an unused ticket from Conlin Travel?

If you have an unused ticket credit for a flight that was originally booked with Conlin Travel, you should make every effort to use it towards a new ticket purchase no later than November 30, 2022. While U-M and CTP will partner to try to obtain refunds for unused ticket credits after November 30, 2022, there is no guarantee we will be able to do so and the credits may be forfeited.

Ticket credits may be eligible to be transferred to a different traveler for a fee, however, they cannot be refunded to the traveler or applied to previously booked tickets. Please contact Conlin Travel on its dedicated U-M line—Monday through Friday from 8 a.m. to 6 p.m. (ET)—at (855) 200-8785 to use your unit’s credits toward the purchase of a new ticket or if you have any questions. If you are calling from outside the U.S., call (734) 477-6022.

Do I have to use CTP to make travel arrangements?

While it is not required that you use CTP to book business travel, there are many advantages to using U-M’s dedicated travel partner, including access to both U-M’s and CTP’s contracted discount pricing. Additionally, if your travel plans change or you need immediate assistance, CTP provides 24/7 service for trips booked through the agency. CTP can also help track and use airline credits.

Does CTP have dedicated agents for U-M and 24/7 customer support?

Yes—there are dedicated CTP agents for U-M and the company offers 24/7 support. The CTP Travel Team can be reached at (402) 252-4404 or toll free at (877) 804-3688 if calling internationally. CTP’s business hours are Monday through Friday from 8 6 p.m. (ET). If calling outside business hours, additional fees may apply. CTP can also be reached at its dedicated U-M email address: [email protected].

Does CTP make group travel arrangements and when can I start using the agency to make them?

Yes—and when making travel arrangements for groups of five or more through CTP, you’ll have direct access to a dedicated group travel agent that will help you every step of the way. You can start using CTP for your group travel needs on November 1, 2022.

Procurement Services has already contacted group travel arrangers to provide more information about working with CTP and invite them to attend virtual informational sessions about booking group travel through CTP.

What do I do if I need to make individual travel arrangements in November?

Please continue to use Conlin Travel for your individual UM-related travel needs until the end of November. On November 30, 2022, please begin to use CTP to make your individual travel arrangements. CTP will do its best to help service the airline ticket if changes are necessary.

What if I need help with an existing flight booked through Conlin?

For help with existing Conlin flights, call Conlin for agent assistance through December 15. Beginning December 16, call CTP for assistance and they will work directly with the travel vendor on your behalf.

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