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

Travel Agency

FCm Travel Logo

FCM Travel Solutions is Western's preferred travel management company. FCM specializes in cutting costs and maximizing amenities on complex bookings.  Our partnership with FCM has provided us with access to Concur Travel , which will allow Western travelers to book airfare, train travel, hotel accommodations and car rentals through one online tool.  Western employees will be able to sign into Concur using their Western username and password.  Western rates will be loaded into Concur to allow travelers to take advantage of our travel contracts.

Plane and train tickets can be charged directly to your speed code through Concur Travel or an FCM Travel Manager. There is no need to complete a travel expense report if a speedcode is charged. Tickets will be delivered electronically.

Note: A speedcode cannot be used to book hotels or rental vehicles when booked through Concur or a Travel Manager. These reservations can be secured through Concur or an agent but a Scotiabank travel card or a personal credit card will be required when you check out of the hotel or pick up the rental vehicle.

Contact FCM at 1-855-329-3104 or

Booking Fees

For a list of comprehensive FCM fees, please log into the FCM Client Portal.

Emergency Travel After Hours Assistance

Travelers requiring emergency assistance outside of standard operating hours (8:30AM-5: 00PM ET, Monday through Friday) can contact FCM's 24-hour Emergency Travel Centre (ETC). After hours services is for urgent bookings/changes only.

An after hours charge of $20 applies.

Calling from within North America:
(855) 329-3104

Calling from overseas:
(416) 813-4795

Once connected, please state Western's executive code.

Global Ticketing

FCM specializes in cutting costs and maximizing amenities on complex bookings. If a lower fare or better availability exists anywhere in the FCM global network across 87 countries, they can access it for you.

International Travel

For international or complex travel arrangements, contact an FCM consultant directly for assistance. An agent will help to optimize your agenda while minimizing costs. Contact FCM at 1-855-329-3104 or

Hotel Rates

Local Hotel Agreements
CAUBO National Hotel Agreements 
Please note that a CAUBO account is required to access National Hotel rates. Western employees are able to create an account for free with their Western e-mail.
Toronto Hotel
Hotels Across Canada

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 FCM Travel Solutions.

  1. Purchase directly from the Western VIA Rail Website
    1. Instructions on using the VIA online booking system
  2. Book directly from VIA in London (phone number 1-888-842-7245):
    1. Train tickets can only be purchased using cash, the corporate ScotiaBank travel card, or a personal credit card.
    2. The corporate discount file number is 707009 for booking (This discount code can be used on Economy, Economy Plus, Business and Business Plus fares)
    3. A travel expense report will have to be completed in order for you to be reimbursed.
    4. When picking up your ticket at the train station you must have Western identification that shows you are either a Faculty or Staff member.
    5. There are no transaction fees when the ticket is purchased directly from VIA.
  3. Book through FCM Travel Solutions
    1. Tickets can be charged directly to your speed code.
    2. There is no need to complete a travel expense report if a speed code is charged.
    3. A transaction fee applies if booking through FCM Travel Solutions.

Guest Travel

VIA Rail requires passengers to carry an employee or member identification when using a corporate travel rate. If a reservation is made for a guest speaker or consultant, they will be required to present a letter from Western University, upon request, that identifies them as a guest traveler.

Please enter the guest’s name and date(s) of travel in the Via Rail Guest Letter and ensure the guest brings a copy of this letter on the train

Vehicle Rental

Non Local Vehicle Rental
University Corporate Insurance

Local Vehicle Rental

Enterprise Rent a Car Logo

Book through the Online Reservation System!

Payment Methods:
      1. Use your Western issued ScotiaBank travel card
      2. Use a personal credit card
Call Enterprise Rent-A-Car 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


FCM Travel Solutions has assisted Western in securing discounts for those traveling on University business with both Air Canada and WestJet! 

Further details on both of these agreements can be found by logging into the FCM portal.  To access these discounts, airfare must be booked through an FCM Travel Manager or Concur Travel.

Log in using your Western username and password!

Click here to access the FCm portal and Concur Travel

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

Top 5 Travel Questions

  1. Who is our preferred travel management group?
    FCM Travel Solutions is the preferred travel management group for Western.
  2. How do I access Concur Travel?
    Procurement Services must set you up with an account before you can begin booking travel through Concur Travel. Contact us at to set up an account. After your account has been created, you can log into the FCM/Concur Travel Portal using your Western username and password.
  3. Can I call or email FCM Travel Solutions or do I have to book online?
    If you would prefer to work directly with a Travel Manager at FCM, you can certainly do so. They can be contacted by phone or email.
  4. My spouse/partner is traveling with me, how can I make arrangements for him/her?
    Arrangements for spouses or partners must be made through an FCM Travel Manager. These arrangements cannot be made through Concur Travel.
  5. How do I contact FCM Travel Solutions?
    FCM Travel Solutions can be contacted at 855-329-3104 or

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

Additional Resources

FCm Contacts
FCm (Concur) Frequently Asked Questions
FCm Mobile Guide
Travel Booking Quick Reference Guide
Western's Safety Abroad Website
Western's Travel & Expense Reimbursement Policies and Procedures