Web Booking Direct Billing Process for Airfare

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

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
Traditional Agent Services
• 770-291-5190
• Dedicated GT agents
• 8:30am-5:30pm M-F
• After hours support available
• 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

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
Admin
Prof 1
Arranger
Finance Dir
Prof 2
Traveler
Admin
Researcher
Dean
All Arrangers and travelers must have an E-profile

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
OR, link through Travel Inc
• 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

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

Process Flow: Direct Billing of Airfare
Traveler*completes
E-profile via
Travel Inc website
ONE TIME ONLY
24 Hrs
Traveler* submits
Request for Direct Billing
form to GT AP Travel Team
ONE TIME ONLY
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

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
Employee
must signcan
not be
delegated
Burdell, George
7641000
Use this form
only for
faculty/staff
employees.
Visitors and
all students
continue to
use the TA
for Non-Emp
Form

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

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

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

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