ORBITZ FOR BUSINESS by yaofenji

VIEWS: 9 PAGES: 42

									Traveler User Guide
                                            Traveler User Guide

                                                 Table of Contents


Introduction – Program Overview & Resources.…………...................................……. 2

Getting Started – Sign in/Registration…...............................................................…... 3

Traveler Profile – My Stuff..............................................................................…..…… 5

Making Airline Reservations...............………............................................…......……. 9

Canceling Airline Reservations.....................................................................…..…… 19

Making a Hotel Reservation ..............................................................................…… 24

Making a Car Reservation..................................................................................…… 32

Managing Travel Itineraries................................................................................…… 38

Customer Service Features....................................................................….........…...41




Orbitz for Business – Travel Training Document          1
Introduction – Program Overview & Resources
Welcome to the Orbitz for Business travel program. This Traveler User Guide is
designed to assist corporate employees in booking their business travel on Orbitz for
Business.

Resources

A unique URL and toll free number have been established to provide Orbitz for
Business clients with a preferred service level. To ensure the program’s success, it is
important that all employees are familiar with these resources.

WWW.ORBITZFORBUSINESS.COM - Specific URL ensures that employees receive
access to your company’s negotiated agreements and that selected preferred
suppliers and travel policies are highlighted preferred.

877-ORBITZ1 (877-672-4891) – Priority toll free number provides quick access to a
preferred customer service desk, staffed by professional corporate travel consultants.
The Orbitz for Business customer service center is staffed 24/7.


Roles & Responsibilities

An employee may play one of three possible roles in supporting the Orbitz for
Business travel program:

Travel Administrator(s) – Responsible for the overall management of the program.
Travel Administrators add and remove employees from the program and determine
what employees are designated with travel arranger privileges. They also establish
and maintain your company’s travel policies within the Orbitz for Business program.

Travel Arranger(s) - Responsible for making the business travel arrangements for a
select group of individuals who are assigned to them.

Traveler(s) – Individual employees who are authorized to book their own business
travel on the Orbitz for Business Web site.




Orbitz for Business – Travel Training Document   2
    Getting Started – Sign In/Registration
    Access: www.orbitzforbusiness.com.

    A sign-in page displays and prompts the user to sign in to Orbitz for Business.

    Select the Register option (#2) and complete the brief registration form. All
    employees should register with their company email address as their user name and
    create their own unique password.




1                                                             2




    1.   Users who have been pre-registered on Orbitz for Business should sign in with their company email
         address and assigned password.

    2.   Users who are not pre-registered should select the Register button and complete the registration form.




    Orbitz for Business – Travel Training Document       3
Getting Started – Sign In/Registration (Continued)
    1.
All users need to access their profile information in My Stuff and update personal
data, such as frequent travel numbers and preferences.


Traveler Profile – My Stuff
Overview

Travelers’ profiles are housed in the Orbitz for Business database. It is primarily the
responsibility of the user to maintain the accuracy of his/her own travel profile.
However, travel arrangers may also update the travel profiles for those employees
assigned to them.

The profile will house information on corporate email addresses, credit card
information, frequent flyer numbers, seat preferences, and telephone numbers.

Each user should review their personal preferences prior to making their initial travel
reservation on Orbitz for Business. Pay particular attention to the accuracy of your
home and business phone numbers and addresses.

                                                                                          1




2




Orbitz for Business – Travel Training Document   4
         1. My Stuff: Select the green My Stuff tab to access personal profile
         2. My Account: Use links in the My Account section to add/edit profile information as needed




                  It is critical that the traveler’s name is entered in their Orbitz for Business
                   profile exactly as it appears on the traveler’s passport or driver’s license.


    Traveler profile features are located under the My Account link. Select My Profile to
    begin.




1

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2                                                    3


                    6


                                                          5




         1.   My Account: Use links in the My Account section to add/edit profile information as needed
         2.   Select a link to update profile information: billing information, shipping information, etc.
         3.   Phone number: Required by airlines and used by customer service associates as a security
              question
         4.   Select links to update airline, car rental and hotel frequent flyer numbers as well as airline seat /
              meal preferences
         5.   General address information
         6.   Coupons & Discount and Orbitz Points links do not pertain to corporate travelers

    Orbitz for Business – Travel Training Document            5
Traveler Profile – My Stuff (continued)
Billing information

Select the Billing information link. Select the option to edit an existing billing profile or
add a new credit card. A user may designate a credit card as a corporate card and
determine if it should be the default form of payment when making travel
reservations. An authorized company travel arranger may charge a user’s corporate
credit card when/if they book travel for this individual.




                                           1




                                                 2




     1.   Option to edit an existing booking profile or create a new one
     2.   Option to designate card for corporate use and set as default form of payment

Orbitz for Business – Travel Training Document       6
Shipping information

The vast majority of airline reservations made on Orbitz utilize electronic ticketing
technologies; however, paper tickets may be mandatory in some instances. The
shipping address defaults to the billing address of the credit card used in the
purchase. A user may update their shipping information in their profile or make
changes during the booking process.

Select the Shipping information tab to advise Orbitz for Business where to ship paper
airline tickets.


Care Alerts

Select Care Alerts link to update contact information to receive Orbitz Care alerts.
Orbitz maintains a 24/7customer care center, which monitors events that may impact
a client’s travel itinerary. Care alerts are sent to clients to advise them of flight status
and alert them to other relevant events.




                                                             1




     1.   Create a primary and secondary care alert contact. Choose from email, cell phone, PDA etc.

Orbitz for Business – Travel Training Document      7
Making Airline Reservations
Each user will access www.orbitzforbusiness.com and sign in using their company
email address as the user ID.

Begin the reservation by entering flight departure and arrival information in the blue
Flights section on the Orbitz for Business home page.




         Note: Numerous flight search options

              Option to search for round trip, one-way or multi-city
              Link to search for airport codes
              Option to include nearby airports (ex. Enter Boston, MA and also receive
               itineraries for Providence, RI.)
              Search for exact dates or utilize a flexible dates search
              Options to search for only non-stops or refundable fares
              Expand search options for business or first class cabins




Orbitz for Business – Travel Training Document   8
Making Airline Reservations (continued)
Flexible Dates

Orbitz for Business offers a powerful search tool to assist business travelers who
may have some flexibility in their travel plans.

Use the flexible search feature to price fares that require travel during the weekend,
to compare fares a day or two before/after a specified date, and to search all for fares
within a given date rate.




Orbitz for Business – Travel Training Document   9
Making Airline Reservations (continued)
Air Matrix (flight search results)

The Orbitz for Business air matrix searches thousands of airfares and consolidates
them into one easy to read display, incorporating Web fares from 43 participating
airlines.

The top section of the display provides an at-a-glance view of the lowest available
airfares applicable to the cities and dates indicated in the search request. The matrix
identifies the fares by non-stop, single connections and double connections.

The bottom section of the display offers a selection of available itineraries for the
selected air carrier.

The matrix also incorporates privately negotiated airline rates that may be applicable
to some corporations. A company’s corporate/negotiated air carriers will be identified
with a Preferred tab above their column on the matrix.




                                1




   2

                   3




       1. Indicator for Preferred Suppliers
       2. Sort flights by lowest fare, departure time, shortest flight or Preferred
       3. Indicator for company Negotiated Rate




Orbitz for Business – Travel Training Document         10
    Making Airline Reservations (continued)

    Air Matrix (flight search results)




1




         1.   Indicator for Web Fare




    Orbitz for Business – Travel Training Document   11
Making Airline Reservations (continued)




Air Search Tips

 Try changing flight times for a greater variety of search results.

 Enter a city name to check from all airports vs. entering an airport code. I.E. New
   York vs. LGA. If necessary, select All Locations from a drop down menu.

    Trip information / reference number – this field can be used as each traveler
     deems necessary and is not a required field. Ex. Track the travel cost for a
     project or conference by entering a pre-assigned reference number.

    Orbitz for Business issues airline tickets immediately once the reservation is
     made. You will not have the opportunity to “hold” a reservation and delay
     ticketing.

    Seats are assigned based on the seating preference stored in each user’s My
     Stuff travel profile. To view or change seat assignments, select My Stuff and click
     on the View Seat Summary option to select a new seat assignment.

    A minimum of six hours in advance is required to book online; users making an
     airline reservation with less than a six hour-advance notice should contact
     customer service.




Orbitz for Business – Travel Training Document   12
     Making Airline Reservations (continued)
     Review Cost Savings Opportunities (exception code reporting) - Air

     Orbitz for Business offers exception code reporting, which enforces your company’s
     travel policies. If a selected air itinerary does not fall within your company’s policy, a
     suggestion appears to promote a lower fare alternative.

     The traveler is not required to select the lower itinerary option; they may decline the
     cost savings opportunity if they specify a reason from an approved list that is
     provided in a drop down menu. This reason code, along with the cost savings fare
     information, will be provided to the company travel administrator in his/her regular
     Orbitz travel reports.




                                                                                            1



                                  3                                          2




1.   A user is offered a lower fare option with itinerary times similar to their original selection
2.   Select Company Choice button to accept the cost savings opportunity and continue with the reservation
3.   If declining the cost saving opportunity, choose a reason code from the drop down menu and select
     continue




     Orbitz for Business – Travel Training Document    13
Making Airline Reservations (continued)
Verify Flight Information Details

Verify the airline flight information, departure/arrival times, dates, fare etc.




Orbitz for Business – Travel Training Document   14
     Making Airline Reservations (continued)
     Review personal information

     Verify home phone number, care alerts device and frequent flyer number.

     Create a custom name for this itinerary or link it to an existing reservation using the
     options in the dropdown menu. Each air, car and hotel booking is a separate Orbitz
     reservation. Linking itineraries creates one comprehensive travel confirmation.

     Send copies of this travel confirmation to other individuals if necessary.




        1


                                                2


        3




1.   Create a custom name for this air reservation or link it to an existing trip
2.   Enter your 3 digit State Identifier Code
3.   Send copies of this itinerary to others if necessary




     Orbitz for Business – Travel Training Document       15
Making Airline Reservations (continued)
Review and Purchase

Review fare and itinerary details and select a form of payment.




     1




                                                      2




1.   Select a form of payment
2.   Select Purchase


Orbitz for Business – Travel Training Document   16
Making Airline Reservations (continued)
Review Confirmation

Itinerary confirmation displays within the traveler’s My Stuff section. Carefully review
the itinerary and fare for accuracy.




                                                                         3
                                                 2

             1


                                                                             4




     1.   Access other current or past itineraries
     2.   View full itinerary details
     3.   Quick links to print confirmation, change/cancel itinerary or forward copy to others
     4.   Add car /hotel bookings to existing airline reservation




Orbitz for Business – Travel Training Document       17
Canceling an Airline Reservation
Courtesy Cancel

An airline itinerary may be eligible for a courtesy cancel, which permits the
reservation to be voided without incurring an airline penalty fee. This occurs when:
    Ticket has not yet been issued
    E-ticket was issued within 24 hours
    If the particular airline permits within a designated time

The tickets are canceled without incurring an airline penalty fee. However, the
standard Orbitz for Business airline transaction fee is non-refundable.




                                     1                                                 2




     1.   Check box indicates the traveler understands that cancellation will occur.
     2.   Select to either Cancel or Keep flights.



If an itinerary is eligible for a courtesy cancel, the associated airline charge does not
usually appear on the traveler’s credit card statement. In some cases, the initial
charge may be posted to the credit card and followed by a matching credit.




Orbitz for Business – Travel Training Document       18
Canceling an Airline Reservation (continued)
Cancel Reservation

A reservation may be canceled online if it meets certain requirements:

          Transaction was an e-ticket
          Departure date has not passed and the first flight time is more than six hours
           away
          Airline fare rule allows for cancellations




Orbitz for Business – Travel Training Document   19
Canceling an Airline Reservation (continued)
Canceling a Non-Refundable/Non-Changeable Ticket

The following advisory messages will display when canceling a ticket with a non-
refundable/non-changeable fare:

Cancel non-refundable ticket




                                           1                                          2




Cancel non-changeable ticket




                                           1                                              2




     1.   Check box indicates the traveler understands that cancellation will occur
     2.   Select option to Cancel or Keep flights




Orbitz for Business – Travel Training Document       20
Canceling an Airline Reservation (continued)
Confirmation Email

A message confirming the cancellation is sent to the user’s registered email address.

Example:




A record of the canceled itinerary can be found in the traveler’s My Stuff.

If the fare is non-refundable, a note is attached to the canceled reservation advising
the traveler of the deadline for using the residual fare value. The traveler should call
customer service to apply the remaining fare value to a new reservation.




Orbitz for Business – Travel Training Document   21
Canceling an Airline Reservation (continued)
In cases where a cancellation cannot be performed online, the traveler will receive
one of the following advisory messages:

         A change or cancellation cannot be completed online because you have paper
          tickets.
         A change or cancellation cannot be completed online because the departure is
          within six hours.
         A change or cancellation cannot be completed online because the first flight
          has departed.
         A change or cancellation cannot be completed online for this ticket.
         A change or cancellation cannot be completed online because the change
          does not apply to all travelers.

Example: cancellation cannot be completed online because the change does not
apply to all travelers.




For additional assistance contact Orbitz for Business at:

                                                  1-877-ORBITZ1
                                                 (1-877-672-4891)




Orbitz for Business – Travel Training Document          22
Making a Hotel Reservation
Orbitz for Business provides a hotel search result that includes integrated published
rates, OrbitzSaver rates and negotiated rates for your company, where available.

A user can begin a hotel reservation in one of two ways

1) Select the Add a Hotel option while viewing a newly created airline itinerary in the
traveler’s My Stuff.

2) Begin the hotel reservation by entering departure and arrival information in the
blue Hotels section on the Orbitz for Business home page.




                                                    1

     1.   Select Expand Search Options to expand search details based on specific hotel chain, star rating
          and/or address location. See example below:




Orbitz for Business – Travel Training Document       23
Making a Hotel Reservation (continued)
Review Hotel Search Results to Select a Property and Room Rate




     1


                                        2

                                   3




1.       Sort hotels by lowest price, distance from search location, OrbitzSavers or Preferred
2.       Company preferred hotels are indicated with a Preferred tab
3.       If using expanded search and an address is not entered, the distance is calculated from the nearest
         airport




Orbitz for Business – Travel Training Document           24
    Making a Hotel Reservation (continued)
    Select a Room Rate

    The selection may include your company’s preferred rates, OrbitzSaver rates, or
    normal published rates. The lowest available rates are shown first.


1




    2




    3

    1.   Preferred tab indicates that this property is a company preferred hotel
    2.   Indicates that this rate is the company negotiated hotel room rate
    3.   Select to view more rates at selected hotel




    Orbitz for Business – Travel Training Document      25
Making a Hotel Reservation (continued)
Orbitz Saver Hotel Rates

Orbitz offers OrbitzSaver hotel rates at significant savings.

All OrbitzSaver rates require full pre-payment of the room and tax for the entire hotel
stay. This pre-payment is charged to the traveler’s credit card at the time the
reservation is made. The traveler is not required to provide payment at check in, as
the room rate and taxes for all nights have been pre-paid. The traveler will be
required to provide a credit card at check-in for incidental charges, such as room
service.




1




1.   Indicates OrbitzSaver




Orbitz for Business – Travel Training Document   26
Making a Hotel Reservation (continued)
IMPORTANT NOTE:

Changes or cancellations to an OrbitzSaver hotel reservation will incur penalties. It is
important that all users carefully review the rules and restrictions prior to completing
an OrbitzSaver booking.

The most up-to-date cancellation policy on an OrbitzSaver hotel rate can be found in
two places:

         From the hotel results search page, click Select on an OrbitzSaver hotel rate.
          Scroll down and review the cancellation policy under Policies.

         If a traveler has already booked an OrbitzSaver hotel rate, display that
          traveler’s My Stuff profile and locate the hotel reservation. Click on Details.
          Scroll down and review the cancellation policy under Policies.




Hotel Search Tip

    Always click on “more rates and rooms” to see all rates available for sale at the
     hotel, including the company’s negotiated and promotional rates.
    Entering the full city name may give broader results: i.e. Chicago, Atlanta. Use full
     search options to search by hotel name contains, brand, or address.
    Searching by address of destination will narrow the search and provide the hotel’s
     distance from its search location.




Orbitz for Business – Travel Training Document   27
Making a Hotel Reservation (continued)

Verify Hotel and Room Information




Orbitz for Business – Travel Training Document   28
    Making a Hotel Reservation (continued)
    Verify personal preferences
    Verify home phone number, care alerts device and hotel loyalty number.

    Create a custom name for this itinerary or link it to an existing reservation (if
    applicable) using the options in the dropdown menu. Each air, car and hotel booking
    is a separate Orbitz reservation. Linking itineraries creates one comprehensive travel
    confirmation. User can send copies of this travel confirmation to others.




1
                                                     2

3




         1.   Traveler can indicate additional email addresses to where the itinerary can be sent.
         2.   Enter your 3 digit State Code Identifier
         3.   E-Mail this itinerary to others




    Orbitz for Business – Travel Training Document       29
Making a Hotel Reservation (continued)
Review and Purchase

Review rate and check in/check out details. Select a form of payment.

Select Reserve to complete the reservation. A confirmation page will display within
the traveler’s My Stuff section. Carefully review the rate and dates for accuracy.
Hotel reservations, except for OrbitzSavers, may be canceled on-line if any changes
need to be made.

Call 1 877 ORBITZ 1 if you need to change or cancel an Orbitzsaver reservation.
Please note that OrbitzSaver reservations have cancellation and change penalties




Orbitz for Business – Travel Training Document   30
Making a Car Reservation
Orbitz for Business provides a car search result that includes integrated published
rates and negotiated rates for your company, where available.

A user can begin a car reservation in one of two ways:

1) Select the Add a Car option while viewing a newly created airline itinerary in the
traveler’s My Stuff.

2) Begin the car reservation by entering pick-up and drop-off information in the blue
Cars section on the Orbitz for Business home page.




Orbitz for Business – Travel Training Document   31
Making a Car Reservation (continued)
Review Car Search Results to Select a Car Type and Rate




                                                                     1




1. Preferred supplier tab – in the example above, Hertz is the preferred rental car company


The selection may include company-preferred rates or normal published rates.




Orbitz for Business – Travel Training Document     32
     Making a Car Reservation (continued)
     Review Cost Savings Opportunities (exception code reporting) - Car

     Orbitz for Business offers exception code reporting, which enforces the company’s
     travel policies. If a selected car reservation does not fall within your company’s policy,
     a suggestion will appear to promote a lower cost alternative.

     The traveler is not required to select the lower cost option; they may decline the cost
     savings opportunity if they specify a reason from a list of approved reasons provided
     in a drop down menu. This reason code, along with the cost savings information, will
     be provided to the company travel administrator in his/her regular Orbitz travel
     reports.




                                                                                           1




                                                      3
                                                                           2




1.   The user is offered a lower cost option based on the company’s approved car size
2.   Select Company Choice button to accept the cost savings opportunity and continue with the reservation
3.   If declining the cost savings opportunity, choose a reason code from the drop down menu and select
     Continue




     Car Search Tips

         Price quoted on the car matrix includes rate, taxes and any surcharges.


     Orbitz for Business – Travel Training Document       33
Making a Car Reservation (continued)
Verify Car Rental Information




Orbitz for Business – Travel Training Document   34
Making a Car Reservation (continued)
Verify Personal Information

Verify home phone number, care alerts device and car discount code, if applicable.

Create a custom name for this itinerary or link it to an existing reservation (if
applicable) using the options in the dropdown menu. Each air, car and hotel booking
is a separate Orbitz reservation. Linking itineraries creates one comprehensive travel
confirmation.

Send copies of this travel confirmation to other individuals.




1

                                                  2


3




     1.   Create a custom name for this reservation or link it to an existing trip (if applicable)
     2.   Enter 3 digit State Identifier Code
     3.   User can email copies of this itinerary to others


Orbitz for Business – Travel Training Document         35
Making a Car Reservation (continued)
Review and Purchase

Review rate and pick-up/drop-off details and select a form of payment.

Select Reserve to complete the reservation. A confirmation page will display within
the traveler’s My Stuff section. Carefully review the rate and dates for accuracy. Car
reservations may be canceled on-line if any changes are needed.




Orbitz for Business – Travel Training Document   36
Managing Travel Itineraries
Home Page

Upon signing in to Orbitz for Business, a user’s most current itinerary displays in the
center panel of the home page for easy review. Optional quick links for this itinerary
and a flight status check are featured in the right side panel. The home page
message center displays beneath the user’s current itinerary.




                                                                   2
                                                    1




                                                                   3




                                                         4




     1.   Current itinerary displays on home page
     2.   Check flight status
     3.   Quick links
     4.   Message center
Orbitz for Business – Travel Training Document      37
Managing Travel Itineraries (continued)
My Stuff

Select the green My Stuff tab to access current, past and canceled itineraries:

         Update care alert options on a trip-by-trip basis
         Cancel air, car and hotel reservations
         Add itinerary note to a reservation
         Forward an itinerary to others
         Access past date trips and print copies of the itinerary details for expense
          reports
         View canceled itineraries
             o Display deadline to reuse a canceled ticket




                                                                              1




                                                                                     2



                     3




     1.   Print itinerary, email itinerary and create itinerary notes
     2.   Cancel an itinerary
     3.   Access past date or canceled itineraries




Orbitz for Business – Travel Training Document        38
Managing Travel Itineraries (continued)
My Stuff – Care alerts

Users can edit their care alerts on a trip-by-trip basis. The care alerts section
displays toward the bottom of each airline itinerary in My Stuff.




             1                                                                          2




                                        3



     1.   Update traveler’s contact numbers and devices (cell phone, email, PDA etc.)
     2.   Change delivery time
     3.   Forward care alerts to others or cancel them for this specific itinerary




Orbitz for Business – Travel Training Document      39
Customer Service Features

Once a reservation is made, Orbitz for Business continues to assist the traveler for
the duration of the trip.

    Confirmation Emails – sent after entire reservation has been made
    Orbitz Care Alerts – provide flight updates or travel alerts
    Travel Watch – on-line reference material
    On-line Customer Service – FAQ’s

Confirmation Emails
Confirmation emails, which contain reservation details, are sent after a reservation for
air, car and hotel is completed. The email is sent within 24 hours of the reservation,
but in most cases, the confirmation is sent much more quickly. Also, information
regarding the traveler’s reservations is stored and is accessible in their My Stuff.

Orbitz Customer Care Alerts
Orbitz has a proactive Customer Care desk, which tracks all travel reservations
throughout the duration of the itinerary.

To ensure maximum benefits from Customer Care, each traveler should sign-up
online for Traveler Care alerts.

Flight Updates

         Two days before departure, the Orbitz Care team will begin monitoring the
          airline's schedule status of the itinerary. Orbitz will alert the traveler about any
          schedule or gate changes that affect the flight.
         Three hours before departure, Orbitz will send the traveler the latest departure
          and arrival times, flight number, and gate information.
         The flight times and status detailed in the message are based on the latest
          information accessible to Orbitz.

Travel Care Alerts
On the day of travel, Orbitz may send advisories to the traveler on possible
conditions or delays that will likely impact the flight schedule. Travel Alerts include:

         Departure and arrival delay information
         Airport conditions including weather and air traffic volume issues

Orbitz uses real-time information from official sources (such as the National Weather
Service, FAA/ATC). Orbitz’ experienced Care Team professionals will advise the
traveler on the possible events and the recommended action.

Sign-Up
Each Orbitz member should sign-up for travel care alerts by adding their contact
information (mobile phone, text pager, email, PDA, fax) in their My Stuff travel
profile.

Orbitz for Business – Travel Training Document   40
Customer Service Features (continued)

Travel Watch
Orbitz Travel Watch supplies travelers with flying forecasts, travel news, flight status,
feature articles, travel tips and weather forecasts. Travel Watch also supplies
travelers with interesting destination information.




Orbitz for Business – Travel Training Document   41

								
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