Preparing to Travel

Before traveling on Western business, learn more about travel policies & procedures, booking travel and expense reimbursement with this (~6min) video. Travel Booking and Expense Claims - Micro Module

Full details about travel services can be found here.

Travel Agency - Direct Travel

Direct Travel Logo

Direct Travel is a global travel management company that focuses on providing personalized services for business travel. Our partnership with Direct Travel has provided us with access to *online booking tool, which will allow Western travelers to book airfare, hotel accommodations, and car rentals through the online tool. 

* For access to the online booking tool email 
For Full Service bookings, contact Direct Travel at 1-800-665-8795 or 

Booking Fees

For a list of comprehensive Direct Travel fees, click here

International Travel

For international or complex travel arrangements, contact a consultant directly for assistance. An agent will help to optimize your agenda while minimizing costs. Full details here.

Emergency Travel & After Hours Assistance

Travelers requiring emergency assistance outside of standard operating hours (8:30am-6:00pm ET, Monday through Friday) can contact the after-hours support & emergency service team. After hours services is for urgent bookings/changes only.

An after-hours charge of $30 applies.

Calling from within North America:

Calling from overseas:

Once connected, please state Western's access code.

Hotel Rates

Procurement Services has negotiated rates for Western at local hotels for guests visiting Western.  We have also provided the CAUBO hotel rates for across Canada which faculty and staff can use as a CAUBO member. 

To access the full information about available hotels and rates click here.

Train Travel

Discounted prices are available from VIA RAIL for all Western faculty and staff. VIA RAIL offers a 15% discount off of the best available public fare (subject to advance purchase requirements) and applies to most train fare classes and routes (excludes Escape Fares). This rate does not apply to multi-trip pass products and any promotional fare requiring a discount code such as: Canrailpass, BizPak, Corridorpass, 6-Pak, and GO/VIA Pak.
This rate applies to both business and leisure train trips taken by Western faculty and staff and will be extended to up to three (3) additional passengers. Tickets must be purchased from VIA directly or through Western's preferred Travel Agencies. Book here.


Vehicle Rental

Non Local Vehicle Rental
University Corporate Insurance

Local Vehicle Rental

Enterprise Rent a Car Logo

Book through the Online Reservation System!

Call Enterprise Rent-A-Car directly to make your reservation for a Passenger vehicle or Mini-van
      • 500 Oxford Street West (at Proudfoot) 519-472-6676
      • 288 Horton Street (near William) 519-439-8507
      • 750 Wharncliffe Rd. S (near Belmont) 519-681-8500
      • 1737 Dundas Street E. (at Third St.) 519-451-5000
      • 1022 Talbot Street, St.Thomas (near Fairview) 519-631-0550
      • Or Dial 1-800-Rent-A-Car for the location nearest you

Accident Information

Report any accident to the University's Insurance Office as soon as possible at 661-2111 extension 85631 or email the Corporate Insurance Administrator . If a Western VISA card was charged and the vehicle was damaged, please report the accident to the Scotiabank VISA customer service office (telephone 1-888-823-9657).

 The following information will be collected from Western's insurance department:

      1. Faculty/Department
      2. Date of Incident
      3. Time of Incident
      4. Vehicle Make, Year and Serial Number
      5. Driver's Name and Phone Number
      6. Accident Location
      7. Other Parties' Names and Phone Numbers
      8. Officer's Name if Campus/City Police Called
      9. Brief Description of Accident

Airport- Park'N Fly

With a network that spans coast-to-coast, Park’N Fly is focused on providing our customers with cost-effective parking options while enjoying a park happy experience with every stay. 

ParkNFly logo

Western University has negotiated special rates with Park’N Fly. Save on business and leisure airport parking when you use Western's discount code at time of reservation. 
Reservations can be made through the Park'N Fly app that let's you skip the line.  Also get Aeroplan points for using Park'N Fly. 

Click here for more details. 


Direct Travel has assisted Western in securing discounts for those travelling on University business with both Air Canada and WestJet. Access these airfares through the online booking tool.

Having difficulties logging in or are new to Western?  Contact Procurement Services to set up your travel account.

Top 4 Travel Questions

  1. Does Western have a preferred travel management company?
    Direct Travel can be used to make travel arrangements. Refer to the “Travel Agency” section for more information.
  2. How do I book travel online?
    Procurement Services must set you up with a travel account before you can begin booking travel. Contact us at to set up an account.
  3. My spouse/partner is traveling with me, how can I make arrangements for him/her?
    Arrangements for spouses or partners must be made through a Direct Travel Manager. These arrangements cannot be made through the online booking tool.
  4. How can I pay for travel?
    • Most travel expenses are paid for personally upfront and then reimbursed through an expense claim.
    • Plane and train tickets can be charged directly to your speed code through Direct Travel, online or through an agent.
    • The Western Travel Card, through Scotiabank, can be used to pay for travel upfront. The cardholder must submit supporting documentation for reimbursement of expenses charged to the Travel Card and make payment within the terms of the card to avoid late charges. Note: This is different than the Scotiabank Pcard. Email for more information.
    • A Travel Coordinator role can be added to your Scotiabank Pcard to charge hospitality for group events and to book travel for non-University employees.

For Travel & Expense Reimbursement go to: Travel and Expense Reimbursement

Additional Resources

Direct Travel FAQs
Travel Booking Quick Reference Guide
Western's Safety Abroad Website
Western's Travel & Expense Reimbursement Policies and Procedures