Web Booking Direct Billing Process for

Airfare

3/2010

Sharon Jackson

Simone Mayweather

Donna Campbell

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

Travel Inc GT’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

Transaction Fees Reservations 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

GT’s Web Booking Tool

Cliqbook by Concur

Georgia Tech’s Web Booking Tool: Cliqbook by Concur

Travel news for

GT employees & links to tutorials

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

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

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

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

Travel Inc E-profile http://www.travelinc.com/signon.html

Don’t Worry

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 Dir

Admin

Prof 1

Prof 2

Researcher Dean

How to Review Arrangers in Cliqbook

NOTE: Travelers should check ‘Refuse Self Assigning Assts’ if travel privacy is important

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

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

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

Direct Billing Process

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,

Cliqbook, to permit direct billing

Traveler*completes TA, books airfare on

Cliqbook and receives electronic itinerary. Traveler may also make reservations

via phone to Travel Inc agent.

Process Flow: Direct Billing of Airfare

* and/or travel arranger

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

Form is available on

the Procurement

Services Forms Bank

This form is valid until campus unit terminates approval

Burdell, George

7641000

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

Direct Billing Option

As soon as direct billing has been authorized, the payment option to direct bill will be available in Cliqbook

Personal Credit Card

Managing the Process for Your Unit ID

Travelers/ arrangers

Active Profile?

Determine User ID/password

and update profile data

Traveler/arranger establishes

new Travel Inc E-profile

yes no

Direct Billing

Desired?

Book travel on web with Cliqbook or via phone with

Travel Inc agent

Traveler completes Request for Direct

Billing Form

AP approves request & updates

Cliqbook

no

yes

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 review the listing of all employees that are authorized for direct billing for their department at any time via the Procurement Inquiry website

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

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

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

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.

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 866-738-6444

M-F 7:30am to midnight

Cliqbook Screenshots for

training

Cliqbook LogIn Page

Name Format: first.last@gatech.edu (not actual e-mail address)

Option to select preferred language

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

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

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

Reserve flight, or compare one or more

Personal Credit Card (….xxxx)

Select payment method

Rental Car Options

Note: National and Hertz include GT contract benefits of CDW/LDW insurance included in

rate

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

Sample Pending Itinerary

Sample Pending Itinerary

Georgia Tech Trip Specific Requirements

Example: How to Book a Copy of an Existing Trip

Example: How to Set up a Template for Recurring Trips

Happy Travels