Travel

If you have a travel emergency or need after-hours assistance, call 800.545.1003.

You must have a New School authorization to log on to Concur. If you are a first-time user, please complete the application for Online Access to Travel, Travel and Expense Reimbursement Processing.

If you are a travel arranger, you will have to provide the name(s) of those who will be traveling and the managers who will approve the travel requests. Also, please indicate if you will be making arrangements for "guest travelers."

If you are the traveler, please provide the name of the manager who will approve your travel request.

Go online to www.concursolutions.com to begin the process.

Please note that your Concur profile must exactly match your name (first, middle, and last) as listed on any passport or driver's license. Your date of birth and gender are also required, as well as your full passport information. Names presented in any other form on your ticket may affect your ability to travel.

This online booking tool is available to you 24 hours a day, seven days a week.

The Department of Homeland Security (DHS) and U.S. Department of State have announced the official requirement for citizens to present a valid passport to enter the United States. Some countries require that your passport be valid at least six months beyond the dates of your trip. Some airlines will not allow you to board if this requirement is not met.

Consider the following scenario: A country requires that your passport be valid for at least six months. Your passport is currently valid for seven months, but your trip is two months from now. At that point, your passport will be valid for only five months, which is not enough to satisfy that country's entry requirements. In this situation, you will need to renew your passport before making your trip.

If you are traveling under a government grant, restrictions may apply to air travel expenses. Please consult the specific terms of your grant and plan your expenses accordingly. For further information, please consult Airline Open Skies Agreements.

Avis Rent-a-Car is The New School's preferred vendor for car rentals.

• You may not use the university's Avis account for any non-university business.
• The rented vehicle must not be operated by anyone other than the registered driver(s).

Rent a Vehicle by Phone

• Call 800.331.1212.
• Give The New School's account number, B049000.
• Tell the vendor where and when the car is needed.
• Select car size for the rental.
• Ask for the best corporate rate.
• Accept rental and ask for the reservation number.

Rent a Vehicle Online

• Go to www.avis.com.
• Follow prompts on the screen.
• Check the best rate box.
• Supply the location information and dates needed.
• Confirm rental and copy reservation information.

To order an Avis Credit Card, contact the Procurement Department at 212.229.5323 x3733 or complete the Avis Credit Card form.

At the Rental Counter

When renting an Avis car for university business, do not accept any additional insurance offered by Avis (LDW, PAI, PEP, ALI).

Loss Damage Waiver Protection
Under The New School's agreement with Avis, Avis is responsible for all damage to the Avis car after the $3,000 deductible. The university department responsible for renting the car is responsible for the amount of the deductible.

Personal Accident Insurance
The New School provides workman's compensation for employees on business-related trips.

Personal Effects Protection
In no event does The New School insure for loss or damage of an employee's personal property. You are responsible for taking all necessary precautions for securing your personal property while in the rental car.

Additional Liability Insurance
The university carries additional liability insurance.

The university has an agreement with a car service to provide cab service to our employees. Please fill out the Car Service Request Form, scan it, and email it to the Procurement Department.

We will follow up with the reservation confirmation number. We have set up a direct bill relationship with the vendor, so retain all vouchers and forward them to Accounts Payable for prompt reimbursement.

New School Preferred Hotels

The university has negotiated set rates with the hotels listed. The Procurement Department is available to help with any problems that arise with your hotel bookings and accounting.

Washington Square Hotel*
103 Waverly Place
New York, NY 10011
212.777.9515
www.wshotel.com

The Marcel Hotel
201 East 24th Street
New York, NY 10010
212.696.3800
www.hotelmarcelnewyork.com

The Walker Hotel (formerly The Jade Hotel)
52 West 13th Street
New York, NY 10011
212.375.1300
walkerhotel.com/en

Hyatt Union Square
134 Fourth Avenue
New York, NY 10003
212.253.1234
unionsquare.hyatt.com

Holiday Inn Sixth Avenue
125 West 26th Street
New York, NY 10001
212.430.8500

*Hotels that bill The New School directly.

All New School travel and expense reimbursement reports should be submitted for processing through MyDay.

Contact Gay Florio, director of Procurement and Expense Systems, at 212.229.5660 x3658 or [email protected] for additional information.

Arrive at the airport early and be patient. Heavy travel volumes and the enhanced security processes may mean longer lines at security checkpoints. TSA works with airlines and airports to anticipate peak traffic and be ready for the traveling public.

3-1-1 security requirements mean you must travel with 3-ounce bottles or less; 1 quart-sized, clear, plastic, zip-top bag; 1 bag per passenger placed in screening bin. The one-quart bag per person limits the total liquid volume each traveler can bring, and the 3 ounce container size is a security measure.

• Consolidate bottles into one bag and x-ray separately to speed screening.
• Be prepared. Each time TSA searches a carry-on, it slows down the line. Practicing 3-1-1 will ensure a faster and easier checkpoint experience.
• 3-1-1 is for short trips. If in doubt, put your liquids in checked luggage.
• Declare larger amounts of liquid. Prescription medications, baby formula, and milk are allowed in quantities exceeding three ounces and are not required to be in the zip-top bag. Declare these items for inspection at the checkpoint.