travel web booking and new direct billing process for airfare
TRANSCRIPT
Web Booking Direct Billing Process for
Airfare
3/2010
Sharon Jackson
Simone Mayweather
Donna Campbell
Travel Terms
Direct Billing: Process for charging airfare directly to GT
through Travel Inc (hotels and rental cars can not be directly
billed). A GT P-Card can not be used for employee travel.
Cliqbook: The web tool used for booking airfare, hotels,
rental cars. Cliqbook is provided and maintained by Travel Inc.
Concur is the parent company for the Cliqbook product.
Travel Arranger: A GT employee that has responsibility
for making travel reservations, reviewing travel itineraries, or
assisting a traveler with travel arrangements
Travel Inc GT’s Contracted Travel Agency
Access to all contracts
Only agency authorized for direct billing of airfare
Traveler locator report in case of emergency, incident, disaster
Identification of unused e-tickets for credit
Traditional Agent Services 770-291-5190 Dedicated GT agents 8:30am-5:30pm M-F After hours support available
Web Booking: Cliqbook Secure access Available 24/7 Support agents are available
to coach through reservation tool
Transaction Fees Reservations made through Travel Inc
Web booking: airfare, hotel, rental car $3 surcharge for AirTran transactions
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-$12.50
$7
$17
$23 domestic $34 intn’l
If Delta airfare, rental car, and hotel are booked together on
Cliqbook, total fee $9.50
GT’s Web Booking Tool
Cliqbook by Concur
Georgia Tech’s Web Booking Tool: Cliqbook by Concur
Travel news for
GT employees & links to tutorials
Web Booking Benefits
Access to Best Fares GT-only Delta discount agreement
2%-15% off many domestic fares
15%-30% off many international fares
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
New – Dining option – access to Open Table
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 (if authorized)
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 Ref# ● PeopleSoft Project# • Business Purpose of Trip ● Dept#
This data prints on the final trip itinerary that can be viewed by the
traveler and arranger • If data must be corrected, contact [email protected]
Travel Inc E-profile All users of the web booking tool must complete an E-
profile prior to booking airfare
Minimum required fields-Secure Travel Program • Name (must match government issued ID) • Birthday and gender • Dept 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 http://www.travelinc.com/signon.html
Don’t Worry
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 Dir
Admin
Prof 1
Prof 2
Researcher Dean
How to Review Arrangers in Cliqbook
NOTE: Travelers should check ‘Refuse Self Assigning Assts’ if travel privacy is important
How to Access Cliqbook Go to:
https://www.concursolutions.com/Default.asp
User ID: Format is [email protected]
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
Business Class Airfare Select employees may be authorized to use business
class airfare for international trips using Foundation or GTRC funds
If authorized by the Foundation or GTRC, travelers will be able to reserve business class airfare via the Cliqbook tool or through an agent
An e-mail notification is sent to the FDN/GTRC whenever a reservation is booked
Payments, including reimbursements, will be made directly through the Institute (AP Travel Team). Direct reimbursement from the Foundation or GTRC only with approval from the President, Exec VP for Admin and Finance, or Provost and Exec VP for Academic Affairs
Students / Visitors / Consultants The web booking tool will be available for GRA/GTA
employees if approved by the unit. The unit must notify AP to inactivate access when the employment terminates.
Student employees, official guests and consultants
• Current booking process remains the same
• Send TA for Non-Employees to AP for pre-approval
• Visitors/Students are eligible for contract rates for official
Institute business travel
• Transaction fee is $23
Direct Billing Process
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,
Cliqbook, to permit direct billing
Traveler*completes TA, books airfare on
Cliqbook and receives electronic itinerary. Traveler may also make reservations
via phone to Travel Inc agent.
Process Flow: Direct Billing of Airfare
* and/or travel arranger
Direct Billing of Airfare Benefits:
Employee is not out-of-pocket for airfare expenses
Verify employee ID and default project expense code
Easier for travelers to self-book at any time via the web
Lower transaction fees due to streamlined process. GT
departments saved over $115,000 in the first 6 months of implementation
Form is available on
the Procurement
Services Forms Bank
This form is valid until campus unit terminates approval
Burdell, George
7641000
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
Direct Billing Option
As soon as direct billing has been authorized, the payment option to direct bill will be available in Cliqbook
Personal Credit Card
Managing the Process for Your Unit ID
Travelers/ arrangers
Active Profile?
Determine User ID/password
and update profile data
Traveler/arranger establishes
new Travel Inc E-profile
yes no
Direct Billing
Desired?
Book travel on web with Cliqbook or via phone with
Travel Inc agent
Traveler completes Request for Direct
Billing Form
AP approves request & updates
Cliqbook
no
yes
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 review the listing of all employees that are authorized for direct billing for their department at any time via the Procurement Inquiry website
Enhanced Controls: Pre-Trip Traveler still completes TAR 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
[email protected] 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 [email protected]
Enhanced Controls: Departmental 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
Getting Started with Web Booking and Direct Billing
Any employee with an active E-profile can begin using the web booking tool at any time, as long as they have a personal credit card noted in their profile and/or they have been authorized for direct billing.
All employees that are interested in direct billing must have a form on file in Accounts Payable prior to making a reservation. This form authorizes direct billing whether an employee prefers to make reservations with an agent or via the web tool. Travel Inc will no longer accept an employee TA to initiate direct billing.
Customer Service Contacts GT Travel Contacts:
Sharon Jackson 894-0348 Beth Ann Vargo 894-2835 Royanne Williams 894-5037 Simone Mayweather 385-0934
Travel Inc: Main Reservation Line 770-291-5190 M-F 8:30-5:30 After Hours 877-548-2996
Donna Campbell, Account Rep 770-291-4331 [email protected]
Cliqbook Support Desk Toll Free 866-738-6444
M-F 7:30am to midnight
Cliqbook Screenshots for
training
Cliqbook LogIn Page
Name Format: [email protected] (not actual e-mail address)
Option to select preferred language
Home Page Cliqbook: Select air, car, hotel, destination, dates
Airfare Schedule Options: Narrow search by time, airline, # stops
Next: Option to narrow search to just AirTran, non-stops
Reserve flight, or compare one or more
Personal Credit Card (….xxxx)
Select payment method
Rental Car Options
Note: National and Hertz include GT contract benefits of CDW/LDW insurance included in
rate
Hotel Options (Narrow search by hotel name, location, amenities, price
Sample Pending Itinerary
Sample Pending Itinerary
Georgia Tech Trip Specific Requirements
Example: How to Book a Copy of an Existing Trip
Example: How to Set up a Template for Recurring Trips
Happy Travels