GT Travel Web Booking Direct Billing Process for Airfare

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

2. 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

3. Travel IncGT’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

4. 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 intn’l If Delta airfare, rental car, and hotel are booked together on Cliqbook, total fee $9.50

5. GT’sWeb Booking ToolCliqbook by Concur

6. Georgia Tech’s Web Booking Tool: Cliqbook by Concur Travel news for GT employees & links to tutorials

7. 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

8. 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

9. 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@business.gatech.edu

10. 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

11. Travel Inc E-profile http://www.travelinc.com/signon.html Don’t Worry Personal credit card # is never displayed

12. A traveler can assign 1+ arrangers An arranger can assign himself to 1+ travelers Traveler receives e-mail notice of assignment Establishing Travel Arrangers Admin Prof 1 Arranger Prof 2 Finance Dir Traveler Admin Dean Researcher All Arrangers and travelers must have an E-profile

13. How to Review Arrangers in Cliqbook NOTE: Travelers should check ‘Refuse Self Assigning Assts’ if travel privacy is important

14. How to Access Cliqbook • 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

15. 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

16. 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

17. Direct Billing Process

18. Process Flow: Direct Billing of Airfare 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 Traveler*completes TA, books airfare on Cliqbook and receives electronic itinerary. Traveler may also make reservations via phone to Travel Inc agent. GT AP authorizes request and updates web booking tool, Cliqbook, to permit direct billing * and/or travel arranger

19. 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

20. 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

21. 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

22. Managing the Process for Your Unit ID Travelers/ arrangers Direct Billing Desired? yes Active Profile? Traveler completes Request for Direct Billing Form no yes no AP approves request & updates Cliqbook Traveler/arranger establishes new Travel Inc E-profile Determine User ID/password and update profile data Book travel on web with Cliqbook or via phone with Travel Inc agent

23. Enhanced Controls: Authorization • Traveler completes the Request forDirect 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

24. 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

25. 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

26. 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

27. 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

28. 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

29. 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.

30. 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@business.gatech.edu 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 Donna.campbell@travelinc.com Cliqbook Support Desk Toll Free 866-738-6444M-F 7:30am to midnight

31. Cliqbook Screenshots for training

32. Cliqbook LogIn Page Option to select preferred language Name Format: first.last@gatech.edu (not actual e-mail address)

33. Home Page Cliqbook: Select air, car, hotel, destination, dates

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

35. Next: Option to narrow search to just AirTran, non-stops

36. Reserve flight, or compare one or more

37. Select payment method Personal Credit Card (….xxxx)

38. Rental Car Options Note: National and Hertz include GT contract benefits of CDW/LDW insurance included in rate

39. Hotel Options (Narrow search by hotel name, location, amenities, price

40. Sample Pending Itinerary

41. Sample Pending Itinerary

42. Georgia Tech Trip Specific Requirements

43. Example: How to Book a Copy of an Existing Trip

44. Example: How to Set up a Template for Recurring Trips

45. Happy Travels