Title: GT Travel Web Booking Direct Billing Process for Airfare
1GT TravelWeb Booking Direct Billing Process
for Airfare
Sharon Jackson Simone Mayweather Donna Campbell
3/2010
2Travel 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
3Travel IncGTs Contracted Travel Agency
- Traditional Agent Services
- 770-291-5190
- Dedicated GT agents
- 830am-530pm M-F
- After hours support available
- 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
- Web Booking Cliqbook
- Secure access
- Available 24/7
- Support agents are available to coach through
reservation tool
4Transaction FeesReservations 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 intnl
If Delta airfare, rental car, and hotel are
booked together on Cliqbook, total fee 9.50
5GTsWeb Booking ToolCliqbook by Concur
6Georgia Techs Web Booking Tool Cliqbook by
Concur
Travel news for GT employees links to tutorials
7Web 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
8Web 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
9Georgia 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
travel.ask_at_business.gatech.edu
10Travel 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
11Travel Inc E-profile
http//www.travelinc.com/signon.html
Dont Worry Personal credit card is never
displayed
12Establishing Travel Arrangers
- A traveler can assign 1 arrangers
- An arranger can assign himself to 1 travelers
- Traveler receives e-mail notice of assignment
Admin
Prof 1
Arranger
Prof 2
Finance Dir
Traveler
Admin
Dean
Researcher
All Arrangers and travelers must have an E-profile
13How to Review Arrangers in Cliqbook
NOTE Travelers should check Refuse Self
Assigning Assts if travel privacy is important
14How to Access Cliqbook
- Go to https//www.concursolutions.com/Default.as
p - User ID Format is firstname.lastname_at_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
15Business 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
16Students / 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
17Direct Billing Process
18Process Flow Direct Billing of Airfare
Travelercompletes 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
Travelercompletes TA, books airfare on
Cliqbook and receives electronic itinerary.
Traveler may also make reservations via phone
to Travel Inc agent.
and/or travel arranger
19Direct 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
20This form is valid until campus unit terminates
approval
Form is available on the Procurement Services
Forms Bank
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
7641000
21Direct Billing Option
Personal Credit Card
As soon as direct billing has been authorized,
the payment option to direct bill will be
available in Cliqbook
22Managing the Process for Your Unit
ID Travelers/ arrangers
Direct Billing Desired?
yes
Active Profile?
Traveler completes Request for Direct Billing
Form
yes
no
no
AP approves request updates Cliqbook
Determine User ID/password and update profile
data
Traveler/arranger establishes new Travel Inc
E-profile
Book travel on web with Cliqbook or via phone
with Travel Inc agent
23Enhanced 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
approvers e-mail address and all itinerary
transactions are sent to this address. The
approvers 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 -
24Enhanced 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
25Enhanced 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_at_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
26Enhanced 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
27Enhanced 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_at_business.gatech.edu
28Enhanced 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
29Getting 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.
30Customer Service Contacts
- GT Travel Contacts
- Sharon Jackson 894-0348
- Beth Ann Vargo 894-2835
- Royanne Williams 894-5037
- Simone Mayweather 385-0934
- Travel.ask_at_business.gatech.edu
- Travel Inc
- Main Reservation Line 770-291-5190
- M-F 830-530
- After Hours 877-548-2996
- Donna Campbell, Account Rep 770-291-4331
- Donna.campbell_at_travelinc.com
- Cliqbook Support Desk Toll Free
866-738-6444M-F 730am to midnight
31Cliqbook Screenshots for training
32Cliqbook LogIn Page
Option to select preferred language
Name Format first.last_at_gatech.edu (not actual
e-mail address)
33Home Page Cliqbook Select air, car, hotel,
destination, dates
34Airfare Schedule Options Narrow search by time,
airline, stops
35Next Option to narrow search to just AirTran,
non-stops
36Reserve flight, or compare one or more
37Select payment method
Personal Credit Card (.xxxx)
38Rental Car Options
Note National and Hertz include GT contract
benefits of CDW/LDW insurance included in rate
39Hotel Options (Narrow search by hotel name,
location, amenities, price
40Sample Pending Itinerary
41Sample Pending Itinerary
42Georgia Tech Trip Specific Requirements
43Example How to Book a Copy of an Existing Trip
44Example How to Set up a Template for Recurring
Trips
45Happy Travels