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Business Office : Purchasing Policy : Air Travel
Good/service: Air Travel
 
Vendor: Ludlow Travel Service Inc.
  2821 S. State Street
  St. Joseph, MI 49085-2440
 
  Representative: Bev Gould, (269) 983-0450,bgould@cwt4travel.com
 
 
Campus contact: Jill Rex 7225 jrex@kzoo.edu
  Sue Gibson (academic area) 7162 gibson@kzoo.edu
 
 
Policy: When travel arrangements require the assistance of a travel agent itis the policy of the College that Ludlow Travel be used exclusively.
 
 
Cost information: Ludlow only charges $25.00 for the ticket fee while other travel servicescharge $40.00.
 
 
Instructions:  new  Set up the tentative booking:
Call 1-800-633-6401 to book a flight.  If this is for someone visiting campus,you can have them phone in directly.  If a campus guest is direct booking,ask them to let Ludlow Travel know your email so they can send a copy of the itinerary for approval/processing

.Get the P.O. number:
Ludlow will send you an email of the proposed booking and cost.  Please review the booking time/days (or forward it on to the person who needs toreview this).  Forward the booking to Kathie McConnell and supply the who,what, when and why (just as you would on a requisition) being sure to include the account number to charge and the amount (total from bottom of email; or the split if you are tapping more than one account).

Confirm booking:
Finally, Kathie will promptly email you with the p.o. number and you can  sent that back to the Ludlow agent who contacted you (Bev Gould or BJ Bidwell).  Remember, they will not actually book the flight until they have received the p.o. number from the College as confirmation to do so.

Paying the bill:
In addition to receiving the itinerary you will receive a similar looking statement that in the upper right-hand corner will say "itinerary/receipt." This is the copy that you must sign and write "o.k. to pay" and submit to the Business Office for payment. This will acknowledge that the p.o. has been completed.