Travel Booking Tool Guide for Electrolux

Transcription

1 Travel Booking Tool Guide for Electrolux Welcome to the online travel reservation system, which allows you to book your own business trips or ask someone to book them for you. The travel reservation system is customized so that business trips comply with your company or corporation's travel policies. Contents Getting started... 2 Booking flights online... 5 Booking hotels online Online car rental Trip summary How to Ask a Travel Arranger to Book a Trip Contact references... 15

2 Getting started a) Access the Amadeus site via: To log in for the first time use your address as the login and then click on forgot password so the temporary one can be sent to you (a). After logging in, you ll be asked to set up a new password which you will use from now on (b). b)

3 After entering AMADEUS, you ll be asked to acknowledge the Privacy Statement. It s crucial for the profile to be correctly synchronized. You ll be redirected to your profile. All the required fields (marked with *) should be filled. Please note that the corporate credit card number and expiration date is mandatory.

4 You should also enter your cost center, business sector, and company profile depending on the location you work in. After completing the profile click save. Your profile is ready. You can review various sections of your profile under profile tab.

5 Booking flights online AMADEUS tool allows you to book flights online via book tab. Click on the air button and start searching for the available flights. You can choose from round trip/one way/multi-destination flights. Using the calendar and the time-frame window you can set specific dates and time for the flights you search for. Choose anytime if you wish to see flights available at any hour. What Is the Difference Between Search by Schedule and Search by Fare? In some communities, you can search for flights or trains by fare, or by departure date and time (known as search by schedule). If you click on Search by Fare, you see the fare straight away on the Availability page. Use this option when the fare is more important than the departure time. If you click on Search by Schedule, you see the flights or trains that depart close to the requested time. After you have chosen the flights or trains, you see the fare. Use this option when departure time is more important than the fare.

6 Search results will appear sorted by either schedules (a) or lowest fares (b). a) b)

7 You can modify the search results using the box on the left, e.g. if you look for direct and/or non-stop flights only. What Is the Time Window? If available, use the time window to extend the departure time used in your search. Example: You search for flights departing at 14:00 and the time window is one hour. The Availability page shows flights departing between 13:00 and 15:00. If the time window is four hours, the Availability page shows flights departing between 10:00 and 18:00. The bigger the time window, the more results you can choose from. You can also see a comparison of fares offered by the service providers (a). a) There s an option to sort flights by various options (b), e.g. duration, which will be later shown in a matrix (c). b)

8 c) Baggage restrictions are indicated by the suitcase icon on a given flight entry. After clicking on purchase conditions you will find more details about the terms of a given choice.

9 If your flight doesn t meet the Travel Policy conditions, you ll be asked for an explanation for the choice. After you select a flight that meets the conditions of Electrolux Travel Policy, continue with the next steps Summary > Finish > Confirmation. Once you book a flight, cancellation online is impossible because of the instant ticketing process. To cancel or make any changes, please call the travel agency. Ticketing window for air fare tickets takes place between 9 a.m.-3 p.m. during business days because the agency needs to manually issue the ticket.

10 Booking hotels online Amadeus has a list of hotels preferred by Electrolux along with the limits established by the Travel Policy. Choose the hotel tab and a location you ll interested in. What Is a Preferred Hotel? If your administrator has defined a preferred hotel property in the online reservation system, it will be displayed to you in the availability results with the preferred hotel icon: A list of available hotels along with all the basic details will appear. Where Can I See the Hotel Terms and Cancellation Policy? You can display the terms and conditions for a room rate, including the cancellation policy, guarantee required and so on, by clicking on Terms in the Sales Policies column on the Room Rate page. The information displayed depends on the hotel chain. The terms and conditions may be displayed after you have selected a room rate. Make sure you review the conditions before you add the hotel to your trip plan. Note: Even if the terms and conditions allow you to change or cancel your hotel booking, your travel policy may prevent you from doing so.

11 Any additional details like an obligatory deposit, breakfast included in the rate etc. are stated under the hotel name and price per night. More information can be found after clicking on a particular hotel entry.

12 Online car rental To book a car online, click on the car icon in the book tab. You will be asked to choose the pick-up and drop-off location and time. You ll see a listr of available cars according to the Travel Policy, HERTZ is the preferred car rental company. What Is Included in the Car Rental Price? On the car availability page, click on Estimated Total Price to display the terms for the selected car type. The information displayed depends on the car rental company.

13 Details of a chosen offer can be displayed after you click on a chosen option. To find out more about the car terms, click on estimated total price. My Car Rental Is 'On Request'. What Does this Mean? If the car you booked is 'on request', the car rental company has not yet confirmed the booking. This may happen, for example, because you requested delivery or collection at a location such as your office. You must check your booking later to ensure that booking has been confirmed.

14 Trip summary Use the Summary page in order to make sure you have added all the elements of your trip. If any part of the trip is missing (e.g. you haven t booked any hotel room) the tool will ask you for a reason. After all obligatory fields are completed, click confirm to be moved to the final page where you can finalize your bookings by clicking finish.

15 How to Ask a Travel Arranger to Book a Trip 1.From the Book tab, click on the link to request assistance from your travel arranger. The Trip Request page is displayed. The Trip Details section is prefilled with any flights, trains, cars and hotels you added to the trip plan. 2. Choose a travel arranger to book your trip for you. Note: If you need to book out of policy, select a principal travel arranger. Ask your travel manager for more information if required. 3. If necessary, make changes to the trip details, add a comment and deselect any trip details that you don't want to send in the request. 4. If you have not already searched for all trip options, enter your travel requirements in the Trip Comments box. This allows the travel arranger to book your trip without having to contact you for further details. 5. Click on Submit to send the request to the travel arranger. Contact references American Express Global Business Travel Warsaw office: (48 22) Mon-Fri 9:00 18:00 Sat 10:00 15:00 warsawbtc@aexp.com After Hours Emergency Travel Service (cost: 98 PLN + standard service charge) (+4412)