User Guide for E-Rez

Transcription

1 User Guide for E-Rez

2 Table of Contents Section 1 Using E-Rez... 3 Security & Technical Requirements... 3 Logging on to E-Rez... 4 Verify Your Profile... 4 Section 2 Travel Center... 5 Familiarize yourself with the available options... 5 One Note Before Making Reservations **Please Read**... 6 Making a Flight Reservation... 7 Selecting a Seat Making a Car Reservation Making a Hotel Reservation Section 4 Changes or Cancellations Section 5 E-Rez Travel Action Buttons and Icons Section 6 Support User Guide for E-Rez Page 2 Updated: 05/16/11

3 Section 1 Using E-Rez Welcome to ADTRAV Travel Management s online booking tool, E-Rez. E-Rez is an employee travel management solution that enables you to create company compliant travel bookings online. E-Rez enables you to: Search the same vendor inventory that ADTRAV Travel Management uses Find, coordinate, and reserve your airline, rental car, hotel, and rail reservations for your business travel Comply with your company s travel policy when booking your travel Security & Technical Requirements Application Technical Notes: E-Rez uses a combination of HTTP and HTTPS for this site due to some sensitive data that is transmitted on certain pages E-Rez does not use Java or Active X Browser Requirements: IE 7.x or above on windows XP or above Mac OSX 10.4 or higher Medium or lower security settings for IEx Browser security setup to allow cookies PC, Firewall and Proxy Requirements: The site URL for E-Rez is app2.outtask.com. There are also a couple of auxiliary URLs that may be used by companies that make use of certain features within the tool: tt1.outtask.com, tt2.outtask.com, and tt5.outtask.com. Open firewall ports 80/tcp (http) and 443/tcp (https) for app2.outtask.com, tt1.outtask.com, tt2.outtask.com, and tt5.outtask.com. All of E-Rez is sourced from the IP addresses If your company uses a Proxy or authentication server or similar device for Internet browsing (please ask your Network Support Staff) it may require specific configuration changes to permit correct operation of E-Rez. Your Proxy Server Administrator may need the URL and IP address information above to correctly configure your environment to support E-Rez. Proxy Administrators should refer to the documentation of the specific product they are using for more information about any specific changes that may be necessary. Firewall/Proxy should allow pop-ups and active URL transfer No pop up blockers can be active on machine and allow active URL transfer 1024 x 768 (or better) screen resolution is recommended User Guide for E-Rez Page 3 Updated: 05/16/11

4 Logging on to E-Rez How to 1. Logon to E-Rez by visiting av.com Note: You may also access the E-Rez application from the RezDesk application. Click on the Book Online menu item from within your profile in RezDesk. Additional Information When starting E-Rez, you will first see the Log On page. When logging onto E-Rez, remember that your password is case sensitive. 2. Username: address Password: RezDesk Password Verify Your Profile How to 1. When logging into E-Rez (Cliqbook) for the first time, the system will ask you to verify your profile. Please review the information in your profile and click submit. 2. Click on 'profile', 'personal information' and click on any of the 'save' buttons on the page. If you need to change your profile information please access Rezdesk to make those changes; do not make any changes to your profile in E-Rez. You are now ready to book! Additional Information Do not make changes to your profile in E-Rez. To make changes to your profile, logon to Please remember that it takes 24 hours for your profile information to upload into E-Rez. User Guide for E-Rez Page 4 Updated: 05/16/11

5 Section 2 Travel Center From the Travel Center page, you can book a trip, access other travel information, or view previously booked or completed trips. The links in the grey bar in the application help you navigate through the system. The available links vary based on your company s configuration. The Travel Center page is comprised of several sections that make it easy to navigate and find the information you are looking for. Familiarize yourself with the available options Explore the Home section. View the Arrangers section. Explore the Trip Library section. View the Templates section. Familiarize yourself with the Policy section. View the Profile section. View the Tools section. Select Home to return to the Travel Center from any location in the site. In the Arrangers section you can view travel information for individuals whose travel you manage. In the Trip Library section, you can view a list of past and future trips. You can locate trips that fall within a specific date range by changing the dates and then clicking Search. In the Templates section, you can view pre-made itineraries or create templates for your own recurring trips. In the Policy section, you can see your company s specific travel rules for using E-Rez. Check with your travel department for your organization's full travel policy. In the Profile section, you can view your profile information, however all updates and changes need to be made to be made in In the Tools section, you can find contact information, international travel help, maps, and other helpful travel links. Concur XA The Conur XA tool allows you to access the travel profile. User Guide for E-Rez Page 5 Updated: 05/16/11

6 One Note Before Making Reservations **Please Read** Note: Before making any reservation, please be sure that the You are administering travel for: field is populated correctly. If you are making a reservation for yourself, Me should be the appropriate option shown. If you are making a reservation for someone not affiliated with UAB (ex. recruits, study participants, etc), Guest Traveler should be the appropriate option. If you are making a reservation for someone else as a travel arranger, click on the Search button and enter the traveler s name. When you have found your desired traveler s name, click on the OK button. Once you have selected a traveler, their name will then appear in your list. If you cannot find your traveler s name, it is possible that the traveler may not have selected you as a travel arranger in their RezDesk profile. You must be selected as a travel arranger by the traveler in RezDesk to book reservations for them. For more information on travelers selecting a travel arranger in RezDesk, visit the following website and click on the link entitled Selecting a Travel Arranger in RezDesk under the Airline Ticket Requisitions section. User Guide for E-Rez Page 6 Updated: 05/16/11

7 Making a Flight Reservation How to Additional Information 1. Click the Flight tab at the left side of the screen. If you have a Car, Hotel, or Rail to book without airfare, use the corresponding tabs. 2. Select one of the following types of flight options: Round Trip One Way Multi Segment Southwest Airlines will charge an additional $2.50 service charge for tickets booked through E-Rez. 3. In the Departure and Arrival City fields, enter the cities for your travel. You can also select your travel cities from the E-Rez Map by clicking on the city. When you type in a city, airport name, or airport code, E-Rez will automatically search for a match. 4. Click in the Departure and Return date fields and select the appropriate dates from the calendar. You can also select the appropriate Departure and Return times and date range. E-Rez searches before and after the time you select. 5. If you need a car, select the Pickup/Drop-off car at Airport checkbox. You can automatically reserve a car, allowing you bypass viewing the car results. After you select a vendor and car type, a car is automatically added to your reservation. If you need an off-airport car or have other special requests, you can skip this step and add a car from the Itinerary page. 6. If you need a hotel, select the Find a Hotel checkbox. You can choose to search for the hotel by: Airport Address Company Location Reference Point / Zip Code (a city or neighborhood) If you are staying at more than one hotel during your trip or do not need a hotel for the entire length of your stay, you can skip this step and add a hotel from the Itinerary page. User Guide for E-Rez Page 7 Updated: 05/16/11

8 7. Click the Search for Flights By button to view the flight results by Price or by Schedule. Select Search by Price to find fares in Coach/Economy. Select Search By Schedule to locate flights in fare classes other than Coach/Economy. When you search by schedule, a list of outbound and return flights will appear. To filter the results, select a column, row, or cell in the grid directly above the list of flights. The results will then show flights with the number of stops, airline, or both. To search only fully refundable fares, check the Flights with No Penalties box. 8.Click the Search button. When the Search button is clicked you will see a note related to UAB s process for acquiring a Purchase Order (PO) for booked airline tickets. Click on the Continue button to view your search results. User Guide for E-Rez Page 8 Updated: 05/16/11

9 9. Click the Reserve button to select your airfare. You may see a caution message regarding non-refundable tickets. Click on either the OK button to select the flights, or the Cancel button to cancel this action and view another flight. Next to the Reserve button, policy information is displayed. The Reserve buttons are color coded as follows: A green Reserve button indicates the fare is within policy. A yellow Reserve indicates the fare is outside of policy. If you select this fare, you must enter additional information. A red Reserve button indicates the fare is outside of policy. If you select this fare, you must enter additional information and wait for manager approval. The trip will not be ticketed until it is approved by a manager. When you click Reserve to select a fare, E-Rez automatically selects the corresponding frequent flyer program, if available. You can also select a different program from the list at the bottom of the screen. User Guide for E-Rez Page 9 Updated: 05/16/11

10 Selecting a Seat 10. After you choose your flight, click the Select Seat button next to the flight. A seat map appears at the bottom of the page, showing which seats are available, occupied, or considered preferential. The bottom right corner shows the number of available seats by class of service for this flight. 11. Select any green (unoccupied) seat and position the cursor over a seat to see the seat number. Select preferential seats (highlighted in yellow) if you have preferred status on the selected airline. Your frequent flyer number must be in your profile. If you select a preferential seat and this information is not in your profile, your seat request might not be fulfilled. Some seats are marked handicapped and can only be selected by a travel agent. If you are entitled to a handicapped seat, make sure your travel agent is aware of your situation. 12. Click the appropriate seat to select it. To change your seat, click the seat you prefer. Position the cursor over a seat to view the seat number. After you select your seat for a flight, you can either click Change Seat or select the next flight in your reservation. E-Rez will prompt you to save your new seat selection. User Guide for E-Rez Page 10 Updated: 05/16/11

11 User Guide for E-Rez Page 11 Updated: 05/16/11

12 Making a Car Reservation Note: In order to book a car reservation, the traveler s personal credit card information needs to be included in the traveler s profile in RezDesk. Please note that once an update occurs in the traveler s RezDesk profile, it will take 24 hours before the information is verified by the E-Rez system. How to 1. If you specified that you need a car on the Flight tab, you will see car results after the flight search. Additional Information If you choose to automatically reserve a car, E-Rez will add your car and then display your hotel results. 2. Select the appropriate rental car and then click the Reserve button. You can sort the car results to help find your selection. Yellow diamonds indicate preferred vendors and your preferred car type will be selected automatically. User Guide for E-Rez Page 12 Updated: 05/16/11

13 Making a Hotel Reservation How to 1. You may be prompted to select a Location for company per diem rates. Use the drop down menus to select the location corresponding to the area you will be staying in. Select Next to continue to the hotel selection page. Additional Information If you selected the Find a Hotel option on the Flight tab, the hotel results are displayed after you choose your rental car. Note: In order to book a hotel reservation, the traveler s personal credit card information needs to be included in the traveler s profile in RezDesk. Please note that once an update occurs in the traveler s RezDesk profile, it will take 24 hours before the information is verified by the E-Rez system. User Guide for E-Rez Page 13 Updated: 05/16/11

14 Making a Hotel Reservation (Continued) How to 2. Review the hotels available. Additional Information 3. Limit the hotel price range by changing the range limits. 4. To filter by hotel chain, click the Hotel Chain link and then select the chains you want to view. You can also choose Show All or Hide All and sort the list of hotels by Preference, Price, Chain, Rating, Distance and Policy. 5. To filter by hotel amenities, click the Hotel Amenities link and then select the appropriate amenity options. User Guide for E-Rez Page 14 Updated: 05/16/11

15 Making a Hotel Reservation (Continued) How to 6. Click the Info link for a specific hotel to find more detailed information for the hotel. Additional Information Your company s preferred hotels are displayed as yellow diamonds. 7. When you are ready to reserve your hotel room, click the choose room link for the appropriate rate and hotel. Select the radio button next to your room choice, and select Reserve. Next to each room, a description, rate details, and cancellation policy is available. The rates and reserve button are color coded as follows. Green indicates the hotel rate is within policy. Yellow indicates the hotel rate is outside of policy. If you select this rate, you must enter additional information. Red indicates the hotel rate is outside of policy. If you select this rate, you must enter additional information and wait for manager approval. The trip will not be ticketed until it is approved by a manager. If a hotel is outside of policy, this information will be displayed within the list of hotels. You can also view the type of rate and room, as well as other information that is available from the agency system. A grey or yellow diamond indicates that the hotel property is company preferred. User Guide for E-Rez Page 15 Updated: 05/16/11

16 Making a Hotel Reservation (Continued) How to Additional Information 8. After clicking the Reserve button the hotel rate details and cancellation policy page appears. Select the check box agreeing to the policies, and select Continue. 9. A Travel Details page will appear. You may print this page and use it as your backup documentation for your Purchase Order Requisition. Review your complete trip and select the Next button to continue. Exiting at this point will cancel the trip! User Guide for E-Rez Page 16 Updated: 05/16/11

17 10. Enter your trip booking information in the Trip Name and Trip Description fields. You may also need to complete additional fields such as Travel Purpose, and Project Code. These are customized based on your travel policy. The trip name and description data are for your record keeping. If you have any special requests for the travel agent, please enter them into the agent comments section. Some requests may result in higher fees. 11. Click the Next button to review and finalize your reservation. 12. Review the entire itinerary and select Purchase Tickets to complete the reservation. If you do not complete this step the reservation will be cancelled. 13. A trip confirmation will appear on the screen. This confirmation will give you details about your trip as well as remind you that a Purchase Order (PO) will still be generated in order for the ticket to be purchased. User Guide for E-Rez Page 17 Updated: 05/16/11

18 Section 4 Changes or Cancellations How to 1. On the Upcoming Trips tab, click the name of the trip you want to cancel or change. Additional Information Contact the appropriate Website or vendor directly if you did not book your trip using E-Rez Travel. 2. Select Change Trip from the dropdown menu. 3. On the Itinerary page, select the portion of the trip you want to change. 4. To cancel your trip, click the name of the trip on the Upcoming Trips tab, and then click Cancel from the dropdown menu. From the Itinerary page, you can: your itinerary Change frequent flyer program Change seat Change the flight day or time for travel (you cannot change the airline) Add, change, or cancel car rental Add, change, or cancel hotel If the status changes to Ticketed, the Cancel link will not be displayed. After a flight is ticketed, you are unable to cancel a trip in E-Rez; you must call your Travel Consultant. If the status is Confirmed, you can attempt to cancel. If you get an error message and are unable to cancel the trip in E-Rez, contact an agent. IMPORTANT REMINDER: Contact ADTRAV at for all changes to ticketed reservations. User Guide for E-Rez Page 18 Updated: 05/16/11

19 Section 5 E-Rez Travel Action Buttons and Icons Tooltip: Click the tooltip icon to view the associated field-related help. Yellow Diamond: Indicates a company preferred vendor. Seat map: Click to view the flight seat map. Airfare: Click to view your airfare booking information. Rail: Click to view your rail booking information. Lodging: Click to view your lodging booking information. Car Rental: Click to view booking information for your car rental. User Guide for E-Rez Page 19 Updated: 05/16/11

20 Section 6 Support Online Fulfillment Team Help Desk Toll Free: (866) Local: (205) ext E-Rez@adtrav.com Hours: Monday Friday 7am to 7pm CST User Guide for E-Rez Page 20 Updated: 05/16/11