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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
5
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
12
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
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