GT Travel Web Booking Direct Billing Process for Airfare

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GT TravelWeb Booking Direct Billing Process
for Airfare
Sharon Jackson Simone Mayweather Donna Campbell
3/2010
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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

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Travel 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

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Transaction 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
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GTsWeb Booking ToolCliqbook by Concur
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Georgia Techs Web Booking Tool Cliqbook by
Concur
Travel news for GT employees links to tutorials
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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

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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

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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
  travel.ask_at_business.gatech.edu

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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

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Travel Inc E-profile
http//www.travelinc.com/signon.html
Dont Worry Personal credit card is never
displayed
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Establishing 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
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How to Review Arrangers in Cliqbook
NOTE Travelers should check Refuse Self
Assigning Assts if travel privacy is important
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How 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
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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

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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

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Direct Billing Process
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Process 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
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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

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This 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
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Direct Billing Option
Personal Credit Card
As soon as direct billing has been authorized,
the payment option to direct bill will be
available in Cliqbook
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Managing 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
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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
  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

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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

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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_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

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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

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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_at_business.gatech.edu
  

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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
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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.

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Customer 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

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Cliqbook Screenshots for training
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Cliqbook LogIn Page
Option to select preferred language
Name Format first.last_at_gatech.edu (not actual
e-mail address)
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Home Page Cliqbook Select air, car, hotel,
destination, dates
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Airfare Schedule Options Narrow search by time,
airline, stops
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Next Option to narrow search to just AirTran,
non-stops
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Reserve flight, or compare one or more
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Select payment method
Personal Credit Card (.xxxx)
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Rental Car Options
Note National and Hertz include GT contract
benefits of CDW/LDW insurance included in rate
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Hotel Options (Narrow search by hotel name,
location, amenities, price
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Sample Pending Itinerary
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Sample Pending Itinerary
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Georgia Tech Trip Specific Requirements
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Example How to Book a Copy of an Existing Trip
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Example How to Set up a Template for Recurring
Trips
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Happy Travels