There are several reasons why such internal policies exist:
- Your institution may get a discount on certain services of the travel agent if it buys enough from the agent
- By having a contract with a reasonably-priced travel agent, they make sure that no employee books the flight with a very pricey agent or with a travel agent that happens to be a relative of the traveller
- The travel agency offers easy methods to verify expense information and thus may lower the workload of your local administrative personnel. This especially holds if the payment is routed directly from the institution to the travel agent, which also makes sure that the flyer does not get credit card bonus points for the booking.
- Your institution may have an agreement with the travel agent that they manually check if members of your institution are not unnecessarily booking expensive booking classes (in order to get more airline bonus miles)
- Some insurances that your institution bought may only work if the ticket is bought directly from the institution and not by the flyer, and they elected the agent to handle such bookings.
Which of these reasons is the one why this policy exists can only be answered by the responsible employees of your institution.
