University of Akron

Travel Management Program

We are thrilled to share some exciting news with you regarding our travel management services. After careful consideration and thorough evaluation, we are pleased to announce the selection of a new travel management supplier, Collegiate Travel Planners (CTP), to manage travel that is funded by the University of Akron.

As we continue to grow and adapt to the evolving needs of our institution, we believe that CTP is the ideal partner to enhance our travel management experience.

Key benefits of our new travel management supplier include:

• Advanced Technology: CTP offers state-of-the-art technology solutions that streamline the booking process, provide real-time updates, and ensure a seamless travel experience for our employees.
• Cost Efficiency: With CTP, we anticipate more cost-effective travel options, transparent pricing structures, and opportunities for cost savings that will contribute to our overall financial objectives.
• Dedicated Support: CTP is known for its exceptional customer service. Our faculty and staff can expect personalized assistance, 24/7 support, and a dedicated account manager to address any travel-related inquiries or concerns.

Check out the Lightning Booking Tool 

CTP Fees & Expenses

CTP's Online Support Desk can assist with Lightning:

• Login Issues
• Booking Errors
• Navigation Support
• Browser Compatibility
• Payment Assistance
• Troubleshooting Technical Glitches
• Security Concerns

For travel agent assistance, don’t hesitate to reach out to your travel team for help with:

• Arranging Flights, Accommodations, Ground Transportation, and Rail
• Complex Itineraries
• Guest/Visitor Travel
• Travel Advice and Recommendations
• Customized Travel Plans
• Specialized Travel Needs
• Last-Minute Changes or Emergencies

Group Travel

CTP has created the Group Travel Request Form to provide comprehensive and accurate quotes and contracts tailored to your group's needs. For groups of 10 or more travelers, please click the button below:

CTP Group Travel Request Form

For groups of less than 9 travelers, you can book those trips at one time or call 1-800-523-9036 to speak with a CTP group agent.

We value your partnership and trust in us to handle your travel arrangements. Our team is dedicated to delivering efficient, reliable, and hassle-free travel experiences that meet your needs and exceed your expectations.

Steps to Begin Travel Plans

Get Travel Approval

• Complete a Spend Authorization Request in Workday. 
  • Your Spend Authorization Number is required in Lightning to proceed with booking your travel.
• Refer to the Job Aid Library for help entering a Spend Authorization, if needed. 
• Book Your Travel in Lightning - Lightning Booking Tool  
• Use your University THE-Card (Travel, Hospitality, and Expenses Card).
  • Personal credit cards are no longer allowed for booking and reimbursement.
  • Need a THE-Card? - Request one by emailing: pcard@uakron.edu

Quick Q&A:

How does my office handle travel arrangements for guests, visitors, or candidates?

• CTP offers guest booking to assist UA personnel with planning and paying for travel that is funded by university resources.

• Arrangers will contact an agent to provide CTP with the traveler's name and contact number, travel dates, departure and arrival locations, and their department's THE-Card information. Hotel preferences should be included if needed.

• CTP will then call the traveler to organize flight details based on our criteria of finding the lowest and best options. They will also be able to gather private but necessary travel information, such as birthdate and gender.

• Reimbursements to visitors and employees are no longer permitted. For more information or questions, please contact Becky Getz at rgetz@uakron.edu.

Employees will book all travel on their UA provided, THE Card and will no longer use personal cards for reimbursement. 

You must use your uakron.edu email when using Lightning.

There is tax on my hotel receipt. It is the responsibility of the traveler or arranger to have tax removed from any bookings they place through Lightning or through conference and hotel websites. A current tax-exempt form can be found on the purchasing tab in your Workday Hub.

Do I need written permission from my supervisor before I create a Spend Authorization? The Spend Authorization, once submitted, will travel through an approval process in Workday. Once it is returned to you as approved, you are permitted to start making travel arrangements. A Spend Authorization makes sure the approrpriate funds needed are on your THE Card, it makes sure any International Travel has the proper paperwork and permissions, and it gives an official approval from the Cost Center Manager. 

My PCard isn't working for travel. Only your THE Card will be accepted for travel payments. 

I'm traveling and there has been an unexpected disruption in my travel plans. If the airline is not already assisting, you should reach out to a CTP Agent.

Can I rent directly from the car rental by my house or down the street? All rentals, air, and hotel bookings are to be planned through Lightning. The university and IUC rates have been incorporated into our account. You can select the location you would like to pick up and drop off, depending on availability. 

I have arranged my travel for years without any issues.  We are very proud of how fiscally responsible our employees are when booking travel. There are policies and guidelines we need to follow as an institution; the university has implemented an organized program to do that. Using Lightning to book travel, and Workday, for your Spend Authorization Request, will ensure UA policies are followed and data is collected. The university and the international office will be aware and will remain informed during your travel, should you need assistance. There are reports that CTP will supply, which will reflect how we travel.  This data helps the university receive discounts by combining our travel data costs. Lightning notifies the traveler and the travel administrator of any alerts, potential delays, or warnings you could encounter while traveling.