travel management services - macewan university...travel management services (tms)...

Travel Management Services (TMS) [email protected]

Travel Management Services Quick Reference Guide for Travel Bookings

Aug 2012 (v1.1)

Contents MacEwan Traveler Procedures ..................................................................................................................... 2

American Express Online – Overview .......................................................................................................... 3

AMEX Online (Cliqbook) – User ID Registration......................................................................................... 4

AMEX Online (Cliqbook) – Sign On .............................................................................................................. 6

AMEX Online – Traveler Profile ..................................................................................................................... 7

AMEX Online – Search Page ......................................................................................................................... 8

AMEX Online – Search Results ..................................................................................................................... 9

AMEX Online – Travel Rule Flags .............................................................................................................. 10

AMEX Online – Purchase Page & Price Match......................................................................................... 11

AMEX Online – Travel Arrangers ................................................................................................................ 12

AMEX Online – Guest Bookings .................................................................................................................. 12

Booking Confirmation .................................................................................................................................... 13

Virtually There - E Invoice / E Ticket ........................................................................................................... 14

mailto:[email protected]

TMS Quick Ref Guide – v1.1 Aug 2012 of 14

MacEwan Traveler Procedures Travel Approval*: access appropriate form from: myMacEwan > University Services > Human Resources > International Travel

* Refer to Policy D1090 for advance approval timeframes. Travel Budget Check: complete Travel Authorization in PeopleSoft

MacEwan University Travel Related Policies:

D1090 Travel Approval and Risk Management (Domestic and International)

D4010 Allowable Expenses and Procurement Cards

ERS (Emergency Response Service Registration) Form: myMacEwan > University Services > Human Resources > International Travel

International Travel: Refer to Policy D1090 for additional requirements which may apply (e.g. Pre Departure Orientation, review of DFAIT travel warnings, Registration of Canadians Traveling Abroad etc.).


American Express Online – Overview Important Notice: The American Express booking system must only be used for MacEwan

University related travel.

1) Register User ID: https://www.concursolutions.com/registration/register_form.asp?regcode=MACECA11&host=amexblueskyaxo * Your Cliqbook User ID is your MacEwan email address. Enter address up to “@”, then select email domain (i.e. macewan.ca) from dropdown.

2) Create Traveler Profile: https://www.concursolutions.com/default.asp?localize=1&host=amexblueskyaxo *Enter MacEwan specific information including MacEwan ID, Department ID, and Traveler Classification. ID’s can be found on pay stub in PeopleSoft. 3) Book Travel:

Online: AMEX Online (Cliqbook) https://www.concursolutions.com/default.asp?localize=1&host=amexblueskyaxo

Use for travel within North America and single destination international travel. Online Support: Navigation support and assistance with online reservations is available

24/7, please call 1-877-834-7606.

Offline: call AMEX at 1-877-834-7606 (Travel Agents available Mon – Fri 8am-6pm MST).

Use for complex (multi destination) and international travel, and departures within 24 hrs.

4) Purchase Insurance: Call AMEX at 1-877-834-7606 to purchase emergency medical insurance and/or trip cancellation insurance. 5) Access E-Tickets/E-Invoice: Access ‘Virtually There’ for your e-tickets, booking confirmation, and e-invoice. *Save copies of e-invoices for expense reconciliation.

https://www.concursolutions.com/registration/register_form.asp?regcode=MACECA11&host=amexblueskyaxo


https://www.concursolutions.com/default.asp?localize=1&host=amexblueskyaxo





AMEX Online (Cliqbook) – User ID Registration

Access the Cliqbook self registration link

Your AMEX Cliqbook User ID will be your MacEwan email address.

Step 3: enter and verify Cliqbook password.

*Note: This login is not linked to your Novell account; choose a password that you will remember.



AMEX Online (Cliqbook) – User ID Registration continued...

Step 4: Complete the Contact Information Section.

Step 5: Complete Configuration Settings.

Select Mountain Time from Time Zone dropdown.

Step 6: Click Submit

to be redirected to the Welcome to Concur page. then click Log in to your account to be redirected to the AMEX Online

login page.

An automated email will also be received that contains the link to the AMEX Online booking tool.


AMEX Online (Cliqbook) – Sign On

Access the AMEX online booking tool.


Log in:

Enter the User ID and password created at time of self registration. (i.e. full MacEwan email address).

Click GO to navigate to the AMEX home page.



Watch the tutorial:

BrainShark is the AMEX online tutorial, found in the middle of the tabbed page marked Travel. The tutorial includes many tips and tricks that will help make the booking process easier.

The Tutorial is also available at: http://www.brainshark.com/amexbusinesstravel/vu?pi=zFuzNYMc2z1FdCz0

AMEX Online – Traveler Profile *Refer to AMEX Profile Guide for detailed instructions on setting up a profile.

Click on the Profile link to create traveler profile.

Note: In the Company Information section of the profile - fill in the following MacEwan specific details:

• MacEwan ID* – enter your 7 digit MacEwan ID. • Department ID* – enter your 5 digit MacEwan Dept ID. • Traveler Classification – select classification from dropdown (e.g. Staff or

faculty etc).

*ID’s can be found in PeopleSoft on your pay stub.

http://www.brainshark.com/amexbusinesstravel/vu?pi=zFuzNYMc2z1FdCz0


AMEX Online – Search Page Click on the Travel tab to search for availability and make a travel booking.

Use the flight, car, hotel, and rail tabs to search for individual components of

travel.

OR

Use the multi-component search feature to search for hotel, car, and airfare at the same time.*

*Note: It is recommended that all components of travel are completed on one booking & made online wherever possible to incur the lowest booking fee.

Tips: Specify whether the trip is Round Trip,

One Way, or Multi-Segment.

Enter Departure and Arrival cities

Enter Departure and Arrival dates and desired flight times.

Click Pick-up/Drop-off car at airport to

include a car rental with this reservation.

Click Find a Hotel to book a hotel

Tips to widen search results: - use the +/- dropdown to increase the number of hours variance from the specified departure and return times. - search flights by price or schedule.


AMEX Online – Search Results

View and alter search results

Displayed fares are estimates for roundtrip travel including tax. Fares are only guaranteed at the time of ticketing. Booking fees will apply and are not included in estimates.

Click any option in the flight

matrix to alter search results.

(e.g. click on Air Canada or

Nonstop to display those fares

first).

Use Sorted by dropdown to alter search results.

Use the Change Flight Search option to update search criteria.


AMEX Online – Search Results (Air Canada) Air Canada may return multiple results for the same flight (labeled as Air Canada or Sabre).

AirCanada = less expense more restrictive fares (Tango) Sabre= higher less restrictive fares, ability to pre select seats (Tango Plus)

AMEX Online – Travel Rule Flags Flags are in place in the AMEX system to encourage travelers to select the

most economical options whenever possible.

When it is necessary to select an option with a higher rate/fare (e.g. due to schedule), the traveler will be prompted to select a reason code indicating why the least expense fare was not selected.

Once the reason code is selected, the traveler will continue with the booking.


AMEX Online – Purchase Page

The last step of the travel booking is to complete the Purchase Page in Cliqbook. Enter the following MacEwan specific information:

• Travel Approver Name: Enter the last name of travel approver (the highest level of approval from MacEwan Travel Authorization form).

• Group Travel?: Select Yes or No. See definition of MacEwan group travel below.

• Group Travel Leader Name: Enter last name of group leader if applicable.

AMEX Price Match:

In the event that a lower rate is found on another Canadian based website on the same day of booking with American Express, AMEX will either cancel the original trip & book the lower fare if the fare is still available, or, refund the difference between that airfare and the airfare booked with American Express Business Travel*.

*Some restrictions apply and proof of fare is required.


AMEX Online – Travel Arrangers Travel Arrangers must create a profile in order to be “selected” by another

traveler. Please refer to the AMEX Profile Guide for steps on adding/deleting Travel

Arrangers.

Making a booking as a travel arranger:

Sign in to Cliqbook.

Use the You are administering travel for: dropdown to select the name of the person that you are booking travel for.

Proceed with booking as usual.

AMEX Online – Guest Bookings

A guest traveler is anyone traveling on behalf of MacEwan University (i.e. contractor, interviewee) but that is not staff, faculty, or a student of MacEwan.

Please contact TMS ([email protected]) if you require the ability to make guest bookings and include information regarding the nature of the booking.

Anyone making guest bookings must have a profile setup online.

mailto:[email protected]


Booking Confirmation Itineraries, E-Tickets, Confirmations, E-invoices and insurance policies are emailed to the traveler:

Insurance policies will be emailed from RBC Insurance.

A link to Sabre Virtually There will be emailed from the Electronic Fulfillment Centre (AMEX).

Virtually There - E Invoice / E Ticket Access Sabre ‘Virtually There’ to view a travel itinerary with real-time

information about your flights, hotels, car rentals and other trip details.


Virtually There - E Invoice / E Ticket

View/Save/Print e-Invoices and e-Ticket receipts for your records and to attach to expense reports.

Some airlines/itineraries do not produce e-Tickets and instead use a confirmation number for airport check-in. e.g. Westjet, Porter, Air Canada Direct (web fares)

Note your AMEX reservation code (Record Locator). Also found on e-Invoice.

Note: Multiple charges to your credit card may occur for each booking if applicable:

• Airfare charged by the airline • Room deposits charged by hotel • Insurance premiums charged by RBC • Booking transaction fee(s) charged by AMEX

Have a Safe Trip

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