Orbitz User Guide
Quick Steps
Log into Orbitz for Business (www.orbitzforbusiness.com) Enter Profile information Choose Travel Arranger Begin booking!
Contact Info
Yale Travel Services Department – 432-9962 ITS Help Desk – 785-3200 Orbitz – 1–877- ORBITZ1 (672-4891)
AMTRAK We had anticipated an improved booking process for Amtrak tickets using Orbitz for Business, however due to Amtrak's technological limitations the current procedure to book Amtrak tickets is limited and may not meet your expectations. If you wish to avoid a service fee, you can book Amtrak with an Orbitz agent by calling directly. Be aware that the process is not seamless (details found at http://www.yale.edu/travel/orbitz.html). Until this process is streamlined you may prefer to continue using Worldtek Travel for Amtrak bookings, and paying the $10 service fee that they impose. Either agency will provide the Yale upgrades and discounts.
Log into Orbitz for Business (www.orbitzforbusiness.com) Use your yale.edu email address. If you have never used the site, or have forgotten your password, click on “Forgot or don‟t have a password”
Your ID is your yale.edu email address. If you have never used to site, or have forgotten your password, click on “Forgot or don‟t have a password” A new password will be emailed to you. As a security measure, all credit card information will be deleted when new password is generated and emailed.
My Account
Establish profile preferences; add credit card information; care alert numbers
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Arrangers have the ability to modify both their own profiles and those of their travelers. Click on ‘My Account’ to alter personal profile. Click on ‘My Travelers’ to alter traveler‟s profile. Choose the traveler whose profile you wish to access.
Change E-Mail Settings
Email address login
Yale has blocked your ability to change your email address. Yale maintains access to Orbitz for its employees through the yale.edu email address. Alteration of this address may prevent access to Yale‟s preferred contact prices as well as updated profile information.
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My Profile
Establish profile including name, address, phone and default departure city
Name entered must match your official identification documents as this will be the name the ticket bears. Enter in your home (or office phone number) This is the number the airlines will use if they need to contact you (not the same as care alert number). This number may be overridden in booking path before purchase. Default departure city is Bradley International Airport, Windsor Locks, and CT.
Frequent Flyer Programs
Enter frequent flyer information
Choose the airline from the drop down menu. Enter in your frequent flyer number. This number will automatically populate when a flight is booked using that carrier.
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Seat, meal, special request
Enter seat, meal preferences or special requests
Choose seat preference from drop down menu. Seat will automatically be chosen when flight is booked according to your preference if available. Choose meal preference from drop down menu. Choose special request if applicable.
Billing Information
View credit card information
A list of your credit cards will appear. (If any cards were entered on the leisure site using a yale.edu email address login, they will automatically be populated in your business site profile) Cards are designated as „Business‟,”Personal” or “Trip Authorizer” (if you are a designated trip authorizer)
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Billing Information
Enter in new credit card information
Add new card information. Check box if this is the only card and it will default when booking on Orbitz. Designate card as „business‟ or „personal‟. Travel arrangers only have access to charge with cards deemed „business‟. Enter card details including card type, number and expiration date. Card billing address and phone can be obtained by contacting your business office.
Billing Information for TRIP AUTHORIZATION
Enter in new credit card information
Add credit card to be used as TRIP AUTHORIZATION. Check toggle if this card is to be used by travelers for trip authorization. You must be mapped as to each traveler as their authorizer in order for them to access your card in their profile. Enter card details including card type, number and expiration date. Card billing address and phone can be obtained by contacting your business office.
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Shipping Information
Enter in shipping information
Enter in the address Orbitz will use when paper tickets are necessary. Tickets will be sent via UPS, at an additional charge. Do not use post office box address.
Change Password
Change password
Enter current password. Type in new password and re-type to confirm.
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Care Alerts
Enter in care alert information
Orbitz generates care alerts to remind you of your flight or to advise you when flights are delayed, cancelled or modified in any way. Enter in contact information for the alert (yourself, family, friends and/or co-workers) Select contact method (email, pda, phone, etc.) as well as time for the alert (2-5hrs before flight). In addition, you have an option to enter a secondary device. Indicate times when the contact should NOT be called. Click box confirming you give Orbitz permission to contact.
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Traveler List
View arranger‟s traveler list (if applicable)
If you are an arranger, you may use this list to view the travelers you are responsible for. Arrangers have the capability to alter their profiles on traveler‟s behalf. Click on the traveler name and you will be logged in accessing traveler‟s profile as if you were the traveler themselves.
My Travel Arrangers
As a traveler, assign yourself an arranger
Choose arrangers to assist you in booking your travel. Arrangers will have access to alter and modify your profile and book on your behalf using your credit cards designated as „corporate‟. Click on letter of last name of arranger. Choose arranger from drop down list and click to update.
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News & Guides
News and guides ….
Customer Service
Contact information re customer service.
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Search for Flight
Enter airport, travel dates, preferences (i.e. non-stop/economy class, number of travelers)
Book multiple travelers
Warning If you choose multiple travelers you will not be able to move in your traveler’s profile; and you will have to call an Orbitz agent to cancel an individual from your group
Search for Flight –
Choose from matrix or sort by lowest price, departure dates, shortest flights to see selection
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Choose flight and confirm
Option to email flight information to others
Choose traveler
(Choose yourself, another traveler or an inbound guest)
Arrangers may choose from the list of travelers assigned to them. If you do not see your traveler, please contact your business office.
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Traveler Information
Pre-populated with information from user profiles (home phone, care alert email/cell phone number, seat or food preferences, frequent flyer numbers)
Review and purchase
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Review and purchase (continued)
Choose credit card (pre-populated from profile or add new); name the trip
Arrangers have the ability to toggle back and forth between their credit cards and those of their travelers. Arrangers cannot see or use traveler‟s personal cards. Name the trip. Trip name serves as a link between air/hotel/car creating one itinerary. Once the air is named, ability to choose named trips from a drop down selection to assign to another piece of itinerary.
Review and purchase (continued)
Enter reference information (account name and business purpose)
Account name can be PTAEO or grant or fund name. Used for funds verification and business office reconciliation. Business purpose should be a detailed explanation (see best practice business purpose) If applicable: Trip authorization number is a required field which calls for a pre-trip authorization number generated by the business office. (See your business office for details).
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Reservation Confirmation
Add hotel and car reservations
Purchased reservations reside in My Trips.
From here you may add a car or hotel to your air booking
Cancel or change a trip online
(either booked online or with Orbitz full-service Travel Agency)
Cancel either online or call the travel agency with the Orbitz record locator number. You may change details of the trip at anytime before the date of departure. Current, past and canceled trips reside in My Trips. Unused non-refundable tickets will display on the home page upon login as reminders. Once air is booked (on same carrier and with same traveler), you will be queried as to whether you wish to apply unused ticket amount to current air booking.
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