travel web booking and new direct billing process for airfare€¦ · direct billing process for...

GT Travel Concur Web Booking

Direct Billing Process for Airfare

11/01/2013

Sharon Jackson, Director of Travel

Liz Marshall, T&E Supervisor

John Feeney, Travel Inc

Agenda • Travel Authorization • Direct Billing Process • Concur Web Booking for Employees • Other Travel Inc Services

• Agent reservations • Non-employee reservations • Transaction fees

• Enhanced Controls for Direct Billing • Demo

Travel Terms

• Direct Billing: Process for charging airfare directly to GT through Travel Inc. (hotels and rental cars can not be directly billed).

• Concur: The web tool used for booking airfare, hotels, rental cars. Concur (previously Cliqbook) is provided and maintained by Travel Inc.

• Travel Arranger: A GT employee that has responsibility for making travel reservations, reviewing travel itineraries, or assisting a traveler with travel arrangements.

• AirPlus: The central bill ghost card program that is used to directly bill airfare by Travel Inc to GT.

AirfareTransactions Through Travel Inc

4

17%

83%

Concur vs. Booking Agent Concur Web Booking In Person Agent

77%

23%

Direct Bill vs. Personal Credit Cards

Direct Bill Personal Credit Card

Travel Authorization Process Flow

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Traveler / Preparer Completes TA through

T&E System

Approver for Each Dept Reviews /Approves

-Supervisor -Financial approver

Traveler Makes Reservations and Travels

• For all travel outside of Georgia, a Travel Authorization must be approved prior to the first day of travel

• Travelers should use the same campus reference# associated with the Travel Auth for all direct billing of airfare to ensure that all expenses associated with the trip reference the same #.

Direct Billing Process

Direct Billing of Airfare

Benefits:

• Employee is not out-of-pocket for airfare expenses

• Easier for travelers to self-book at any time via the web or through an agent

• Ability to manage unused e-tickets via notice in profile

• All cancelled refundable airfare is returned back to GT accounts

Traveler*completes E-profile via

Travel Inc. website ONE TIME ONLY

Traveler* submits Request for Direct Billing

form to GT AP Travel Team ONE TIME ONLY

24 Hrs

GT AP authorizes

request and updates web booking tool,

Concur, to permit direct billing

Traveler*completes TA, books airfare on

Concur and receives electronic itinerary. Traveler may also make reservations

via phone to Travel Inc. agent.

Process: Employee Direct Billing of Airfare

* and/or travel arranger

Form is available on the Business

Services Form Bank

This form is valid until campus unit terminates approval

Burdell, George Use this form only for faculty/staff employees. Visitors and all students continue to use the TA for Non-Emp Form

Employee must sign-can not be delegated

Authorization for Direct Billing in Concur • Travel Team associate audits form, sends scanned

image to Travel Inc, and updates Concur profile for traveler.

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Direct Bill Approved

AP’s Direct Bill Payment Process using AirPlus

AirPlus Process Flow

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1 • Traveler Selects Direct Billing Option

2 • Concur or Travel Inc Agent Uses AirPlus

Account for Billing

3 • AP Travel Team Posts Transactions to GT

Project Provided at Time of Booking • Transactions Post Twice/Month

AirPlus Payment Inquiry Website

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• PO/Invoice Payment Inquiry for AirPlus will display the traveler’s name and trip date in the Remit Message box.

Traveler Name and 1st Day of Travel

GT’s Web Booking Tool

Concur

How to Access Concur

• Go to: https://www.concursolutions.com/Default.asp

• User ID: Format is firstname.lastname@gatech.edu

Note: The user ID is in an e-mail format, but is not the actual e-mail address for the employee

• Password: As established in the Travel Inc E-profile

OR, link through Travel Inc

Georgia Tech’s Web Booking Tool:

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Web Booking Benefits Access to Best Fares and GT

Discounts

• Delta discount agreement (2%-30%)

• AirTran and Southwest (10%)

• All other airfares (other airlines, non-refundable fares)

• Rental car contracts with National, Enterprise

• Special contract pricing agreements with hotels and map feature to find hotels close to meeting destination

Web Booking Benefits

Convenience and Flexibility

• Travel arranger can make reservations on behalf of employee

• Customize up to 3 auto e-mail address notifications

• Make cancellations on-line

• Employee can use personal credit card or directly bill airfare

• Ability to make templates for recurring itineraries and clone colleague itineraries

• Ability to keep a record of all upcoming and prior itineraries

Georgia Tech Trip Specific Details

• For all business travel booked through the web booking tool, or through a Travel Inc. agent, the traveler must provide: • Campus Reference # ● PeopleSoft Project # • Business Purpose of Trip ● Department #

• This data prints on the final trip itinerary that can be viewed by the traveler and

arranger. If data must be corrected, contact travel.ask@business.gatech.edu

Travel Inc. E-profile • All users of the web booking tool must complete an E-profile.

• Minimum required fields - Secure Travel Program

• Name (must match government issued ID) • Birth date and gender • Department name (in field labeled ‘company name’) • E-mail, address, phone #

• Additional fields important for travelers

• Frequent flyer details • Hotel/rental car membership accounts • Meal/seating preferences • Other membership discounts: AAA, AARP

Travel Inc. E-profile for Employees

Personal credit

card # is never

displayed

Establishing Travel Arrangers

• A traveler can assign 1+ arrangers

• An arranger can assign himself to 1+ travelers

• Traveler receives e-mail notice of assignment

All Arrangers and Travelers must have an E-profile

Traveler

Arranger

Admin

Finance Director

Admin

Prof 1

Prof 2

Researcher Dean

Assignment of Travel Arrangers Travelers can control assigned travel arrangers by updating preferences in the Concur travel profile.

• Disallow others from self-assignment of assistants

• Add assistants, enable booking

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Students / Visitors / Consultants

The web booking tool is available for GRA/GTA employees if approved by the unit. The unit must notify AP to inactivate access when employment terminates.

• Send TA for Non-Employees to AP for pre-approval

• AP verifies account #’s and business purpose, then

scans form and emails to Travel Inc and requesting

department

• Visitors/Students are eligible for contract rates for

official Institute business travel

Students / Visitors / Consultants

Process Flow of New Pilot Process Interested in joining the pilot? Contact Liz Marshall

Dept completes Request Form

Form Scanned/Sent to

Travel Inc Travel Inc makes

reservation

AP gets scanned copy of form and

processes payment

Other Travel Inc. Services

• Agent reservations for employees, visitors and students 24/7

• Traveler locator report provides ‘Duty of Care’ for GT travelers in case of incident or weather event that impacts our travelers

• Management reporting for colleges

• Ability to pull prior itineraries and any changes processed by Travel Inc

• QA system for upgrades, seat assignments

• Annual business review with identification of savings opportunities and policy compliance

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Travel Inc: GT’s Contracted Travel Agency

Traditional Agent Services • 770-291-5190 (Reservations and Assistance with Tickets) • Dedicated GT agents • 8:30am-5:30pm M-F • After hours support available

Web Booking: Concur • Secure access • Available 24/7 • Support agents are available to coach through reservation tool

Transaction Fees

Web booking: airfare, hotel, rental car Web booking: hotel, rental car only

Agent-assisted on-line booking (special requests, freq flyer upgrades) Traditional agent booking of airfare, hotel,

rental car by phone

$9.50

$7

$17

$23 domestic $34 intn’l

Enhanced Controls for Direct Billing Processes

Enhanced Controls: Authorization

• Traveler completes the Request for Direct Billing Authorization Form and agrees that direct billing is only authorized for official GT business. Employee signature cannot be delegated

• The Direct Billing Authorization Form provides approver’s e-mail address and all itinerary transactions are sent to this address. The approver’s e-mail address can not be changed or deleted by the traveler or department administrator

• Department administrators can request the listing of all employees that are authorized for direct billing for their department at any time by contacting travel.ask@business.gatech.edu

Enhanced Controls: Pre-Trip • Traveler still completes TR prior to booking airfare for approval to

travel and collection of project#, campus ref#, dept# and business purpose

• Data is required prior to final confirmation using web booking tool and/or collected by Travel Inc agent if booked over the phone

Enhanced Controls: Trip Review

• Trip specific control data prints on the final trip itinerary that should be reviewed by the traveler and arranger prior to the trip

• If data must be corrected, contact travel.ask@business.gatech.edu and fields can be updated prior to bi - monthly transaction posting

• Once the transaction has been posted, departments can complete an ECT or journal entry to correct project account

Enhanced Controls: Cancellations • Reservations can be voided within 24 hours and cancelled/credited

(depending on refundable status of ticket and airline policy) after 24 hours

• Web reservations can be cancelled on-line and cancellation record, with hotel cancellation verification# is maintained on-line

Enhanced Controls: Access to Travel Reservation Activity

• Travel arrangers can review all upcoming and completed trips for reservations made on the web booking tool

• Travel arrangers can request a summary of traveler activity for reservations made via an agent by contacting travel.ask@business.gatech.edu

Controls: Department Responsibility

• Travel arrangers ensure that travel has been approved, via the TA, prior to making a reservation

• Unit finance staff review itinerary to ensure that correct project and campus ref have been used

• Unit finance staff review expense ledgers to ensure that transactions are correctly posted to ledger

• Finance staff must submit termination request for any employee that no longer has a need to directly bill airfare due to lack of need to travel, transfer, or termination

1/31/08

Customer Service Contacts

GT Travel Contacts: Sharon Jackson 404-894-0348 Liz Marshall 404-894-5375

travel.ask@business.gatech.edu

Travel Inc: Main Reservation Line 770-291-5190 M-F 8:30-5:30 After Hours 877-548-2996 gatech@travelinc.com

Concur Support Desk 866-738-6444 M-F 7:30am to midnight

Concur Demo

Concur LogIn Page

Name me Format: first.last@gatech.edu (not actual e-mail address)

Option to select preferred language

Home Page Concur: Select air, car, hotel, destination, dates

Unused E-Ticket Notification

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Flight Results Screen

Travel Home Page

You have unused tickets

Airfare Schedule Options: Narrow search by time, airline, # stops

Personal Credit Card (….xxxx)

Select payment method

Rrere

Note: National and Hertz include GT contract benefits of CDW/LDW insurance included in

rate

Rental Car-Contact providers

Hotel Options (Narrow search by hotel name, location, amenities, price Hotel: Search by location, hotel name

Sample Pending Itinerary Sample Itinerary

Georgia Tech Trip Specific Requirements

Final Notification and Controls • Traveler receives email notification with itinerary • Traveler’s approver receives email notification with itinerary

and trip related info

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Happy Travels