ADD TRAVELER PROFILE WORKSHEET INSTRUCTIONS NON EMPLOYEES ONLY GENERAL INFO COLUMNS INSTRUCTIONS DEPARTMENT NAME by rrh20397

VIEWS: 225 PAGES: 5

More Info
									                                ADD TRAVELER PROFILE WORKSHEET INSTRUCTIONS
                                 NON-EMPLOYEES ONLY
GENERAL INFO COLUMNS             INSTRUCTIONS
DEPARTMENT NAME                  REQUIRED. Enter your department name (i.e., Administration, Corrections, etc.).
DIVISION NAME                    REQUIRED. Enter your division name (i.e., Administrative Services, Information Technology, etc.) as
                                 displayed on LDAP.
SUBMITTED BY (Division           REQUIRED. Enter the name of the person submitting the Add Traveler Profile worksheet from the division
Contact)                         level.
SUBMITTED BY (Dept Contact)      REQUIRED. Enter the name of the person submitting the Add Generic Profile worksheet from the
                                 department level.


PROFILE INFO COLUMNS             INSTRUCTIONS
Legal Last Name                  REQUIRED. Enter the legal last name for the traveler. Do not enter any punctuation or hyphens. (i.e.,
As it appears on ID              Doe) Enter the name as shown on the ID the traveler will present at the airport.
Legal First Name                 REQUIRED. Enter the legal first name for the traveler. Do not enter any punctuation or hyphens. (i.e.,
As it appears on ID              Janet) Enter the name as shown on the ID the traveler will present at the airport.
MI or Middle Name                REQUIRED if used on ID. Enter the legal middle initial or name for the traveler. Do not enter any
As it appears on ID              punctuation. (i.e., L) Enter the name or initial as shown on the ID the traveler will present at the airport.
                                 Profile will be updated with information at the time of first booking.
Legal Suffix                     OPTIONAL. Enter the suffix for the traveler. Do not enter any punctuation. (i.e., JR, III, etc.)
GDS Profile Name                 REQUIRED. Enter the last name, first name and middle initial. Do not enter any punctuation or hyphens.
                                 Use upper case. (i.e., DOE JANE L). The maximum number of characters and spaces is 21.

Sex                              OPTIONAL. Enter whether the traveler is M or F. Requested by TSA, Homeland Security. Do not select
M or F                           Prompt at Time of Booking or Secure Flight Info Refused if you select this option.

DOB                              OPTIONAL. Enter the traveler's date of birth in a mm/dd/yyyy format. Requested by TSA, Homeland
mm/dd/yyyy                       Security. Do not select Prompt at Time of Booking or Secure Flight Info Refused if you select this option.

Prompt at Time of Booking        OPTIONAL. Enter a X to indicate information is not available and for prompting at the time of booking.
                                 Do not fill in Sex, DOB, or Secure Flight Info Refused if selecting this option.
Secure Flight Info Refused       OPTIONAL. Enter X if refusing release of Secure Flight Information. Do not fill in Sex, DOB, or Prompt
                                 at Time of Booking if selecting this option. Online booking blocked.
Dept #                           REQUIRED. Enter the two-digit department number with which the traveler will be affiliated as a
                                 contractor, board member, etc.
Division                         REQUIRED. Enter the division name as listed in LDAP White Pages in the Sub-Agency field, (i.e., COM-
                                 COMMISSIONERS OFFICE, ETS-INFORMATION TECHNOLOGY, etc.) with which the traveler will be
                                 affiliated. For board and commission members, enter the board or commission name.

                                 NOTE: DO NOT GUESS: Consistency is necessary for accurately sorting by Division

Phone                            REQUIRED. Enter the work phone number of the traveler, or the work phone number of the employee
                                 supporting the board or commission member. Enter the number as area code-prefix-number (i.e., 907-465-
                                 2222).
Fax                              REQUIRED. Enter the work fax number of the traveler, or the work fax number of the employee supporting
                                 the board or commission member. Enter the number as area code-prefix-number (i.e., 907-465-2222).

PVN                              REQUIRED. Enter the AKSAS Pay Vendor Number (PVN) assigned to the traveler (i.e., JLD91275).
This will be the Login ID
Empl(oyee) Num(ber) (for ETMT    REQUIRED. Enter 000000. This traveler may be a state employee, but if the travel for your department is
use only)                        NOT employee travel, but for a board or commission or as a contractor, do NOT enter the employee number.

EzBiz ID                         REQUIRED. Enter the 4-digit number that identifies where the accrual and usage of EzBiz miles occurs.
                                 The first two digits must identify the department of the traveler (i.e., 02 for Administration, 03 for Law,
                                 etc.).
IBank Div ID                     REQUIRED. Enter the 6-digit number that identifies the reporting number for the traveler. The first two
(for IBank Reporting)            digits must identify the department of the traveler (i.e., 02 for Administration, 03 for Law, etc.).

Travel Planner                   REQUIRED. Enter the name of the Travel Planner who will make reservations in E-Travel Online for this
                                 traveler. List as many as necessary. Minimum of two recommended.

 a61aeb33-5233-4439-a295-dcfeea8a2fe1.xls                  Revised 07/2009                                                             Page 1
                                ADD TRAVELER PROFILE WORKSHEET INSTRUCTIONS
                                   NON-EMPLOYEES ONLY
Travel Desk Email                  OPTIONAL. Enter the email address for the travel desk. This is a generic email address used by multiple
(Secondary email)                  travel desks to send and receive email from USTravel (i.e., 03CRMTRAVEL10@alaska.gov).

Travel Division Email              REQUIRED. Enter the email address for the travel division. This is a generic email address used by
                                   division travel contacts to review, send and receive email from USTravel. (i.e.,
                                   03CRMTRAVEL@alaska.gov).
Travel Department Email            REQUIRED. Enter the email address for the travel department. This is a generic email address used by the
                                   department travel coordinator to review, send and receive email from USTravel (i.e.,
                                   03TRAVEL@alaska.gov).
Traveler Email (Primary)           REQUIRED. Enter the email address of the traveler.
Memo                               OPTIONAL. Enter a qualification message for USTravel, (i.e., Attn. Agent 24 - After Hours OK, PSGR
                                   OK to book and authorize own travel, etc.)

                                   NOTE: This field is used to notify USTravel of a qualification that exists for this profile for every
                                   itinerary.
Corporate Credit Card              REQUIRED, If the traveler has been issued a state corporate card. Enter the last 6 digits of the account
                                   number.

                                   NOTE: The corporate card is the primary account for all travel purchases.

                                   NOTE: For security purposes, it is important that you enter only the last 6 digits of the account number.

Exp (expiration) Date              REQUIRED, IF USING CORPORATE CREDIT CARD. If you entered a corporate credit card number,
                                   you must enter the expiration date of the credit card. Enter the date as mm/yy (i.e., 06/12).

Super CTS - Air, Car, Hotel        REQUIRED. Enter the last 6 digits of the Super CTS (central travel system) account assigned to this
                                   traveler.
(GOV, DOA, LAW, REV, EDU,
HSS, DOL, DCCED, DMVA, DNR, NOTE: The Super CTS account is the primary account for travelers without a corporate credit card. The
F&G, DPS, DOT)              Super CTS is the backup account for travelers with a corporate credit card.

                                   NOTE: For security purposes, it is important that you enter only the last 6 digits of the account number.
Exp (expiration) Date              REQUIRED. Enter the expiration date of the Super CTS. Enter the date as mm/yy (i.e., 06/12).
Air CTS                            REQUIRED. Enter the last 6 digits of the Air CTS (central travel system) account assigned to this traveler.
(DOA, DEC & COR.
                                   NOTE: The Air CTS account is the primary account for travelers without a corporate credit card. The CTS
                                   is the backup account for travelers with a corporate credit card.

                                   NOTE: For security purposes, it is important that you enter only the last 6 digits of the account number.


Exp (expiration) Date              REQUIRED. Enter the expiration date of the Air CTS. Enter the date as mm/yy (i.e., 06/12).
Hotel CTS                          OPTIONAL. If the traveler has been assigned a Hotel CTS, enter the last 6 digits of the account number.
(DOA, DEC & COR.
                                   NOTE: For security purposes, it is important that you enter only the last 6 digits of the account number.


Exp (expiration) Date              REQUIRED, IF USING Hotel CTS. If you entered a Hotel CTS number, you must enter the expiration date
                                   of the CTS. Enter the date as mm/yy (i.e., 06/12).
Car CTS                            OPTIONAL. If the traveler has been assigned a Car CTS, enter the last 6 digits of the account number.

(DOA, DEC & COR.                   NOTE: For security purposes, it is important that you enter only the last 6 digits of the account number.


Exp (expiration) Date              REQUIRED, IF USING Car CTS. If you entered a Car CTS number, you must enter the expiration date of
                                   the CTS. Enter the date as mm/yy (i.e., 06/12).




 a61aeb33-5233-4439-a295-dcfeea8a2fe1.xls                   Revised 07/2009                                                             Page 2
                                   ADD TRAVELER PROFILE WORKSHEET INSTRUCTIONS
                                      NON-EMPLOYEES ONLY
Car/Hotel CTS                         OPTIONAL. If the traveler has been assigned a Car/Hotel CTS, enter the last 6 digits of the changed
(DOA, ACPE)                           account number.

                                      NOTE: For security purposes, it is important that you enter only the last 6 digits of the account number.

Exp (expiration) Date                 REQUIRED IF USING Car/Hotel CTS. If you entered a Car/Hotel CTS number, you must enter the
                                      expiration date of the CTS. Enter the date as mm/yy (i.e., 06/12).



Email the completed form to the E-Travel Management Team (ETMT) at: doa.dof.e-travel@alaska.gov. Password protect the file if it
contains credit card information. The original and all copies of this file must be secured at all times if it contains credit card information.
Refer to AAM 38.335.




 a61aeb33-5233-4439-a295-dcfeea8a2fe1.xls                      Revised 07/2009                                                            Page 3
ADD TRAVELER PROFILE               (NON-EMPLOYEE ONLY)                                                                                                                                                                        FOR ETMT USE ONLY
                                                                                                                                                                                                                                                  Date    Initial

DEPARTMENT NAME                                                                                                                                                                                          Added data to E-Travel

DIVISION NAME                                                                                                                                                                                            Email to Travel Administrator

SUBMITTED BY (Division Contact)

SUBMITTED BY (Dept Contact)
                                                                                                                                                                                                         PASSWORD PROTECT THIS FILE BEFORE EMAILING
*** Please do not add or delete columns!***                                                                                                                                                              DO NOT REDUCE OR ALTER SIZE OF FORM

                                                                                                Secure Flight Information
                                                                                           Enter Sex and DOB or Select Prompt or
Used for name on ticket and for Secure Flight Info                                         Refusal, not both


                                         MI or Middle                                                                                                              Division                                                                      Empl
Legal Last Name Legal First Name              Name                   GDS Profile Name                             Prompt at Secure                    (As displayed in LDAP White Pages                                                        Num (for                            E-Travel Online
   (No hyphen)         (No hyphen)      As it appears on Legal       (Max 21 characters.    Sex       DOB          Time of Flight Info   Dept #          Sub-Agency field or board or                                                PVN       ETMT use   EZBiz     IBank Div ID   Travel Planner
As it appears on ID As it appears on ID         ID       Suffix         No * / # or , )    M or F   mm/dd/yyyy    Booking   Refused                            commission name)              Phone              Fax               (Login ID)     only)     ID        (Reporting)    (REQUIRED)
                                                                                                                                                                                                                                                                                    SABROWN
Example: Traveler Virginia               Ann                      TRAVELER GINNY A           F       10/15/1968                           11          SPF-SPORT FISH BIOMETRICS           907-465-1111     907-465-1112           GIT12345      000000    1100        110200
                                                                                                                                                                                                                                                                                    JAROGERS




  a61aeb33-5233-4439-a295-dcfeea8a2fe1.xls                                                                                                Revised 07/2009                                                                                                                                     Page 4
                                                                                                                                                                  Enter Super CTS     OR    Air, Hotel, Car, or Car/Hotel CTS, not both

                                                                                                                                               Corporate           Super CTS -
                                                                                                                                                Credit              Air, Car,                Air                                                       Car/Hotel
                                                                                                                                                 Card                 Hotel                 CTS                Hotel CTS             Car CTS             CTS
                                                                                                                                                (last 6    Exp       (last 6        Exp    (last 6     Exp      (last 6      Exp      (last 6   Exp     (last 6    Exp
   Travel Desk Email (Secondary)             Travel Division Email   Travel Department Email   Traveler Email (Primary)             Memo        digits)    Date      digits)        Date   digits)     Date     digits)      Date     digits)   Date    digits)    Date

11sfrtstravel@alaska.gov            11sfr4travel@alaska.gov            11travel@alaska.gov     ginny_traveler@alaska.gov          (Optional)    123456     0512      812345         0912   823456     0312      834567       0312     845678    0312    856789     0512




  a61aeb33-5233-4439-a295-dcfeea8a2fe1.xls                                                                            Revised 07/2009                                                                                                                               Page 5

								
To top