Travel Booker Guide
Travel Booker Guide This guide includes information you may need to refer to as a travel booker. The Travel and Fleet department is located within the Facilities Department on the First floor of Doosan House Crawley. The team consists of Kaylie Rusbridge and Jo Cartwright. ATP Corporate Travel is the appointed travel management company for Doosan. All aspects of travel must be booked through ATP using the online booking tool, as well as by phone or e-mail for the more complex itineraries or travel related queries. We will arrange for you to undertake an ATP induction and training session on the online booking tool. Please contact us if this is yet to be arranged. Kaylie Rusbridge (01293) 584777 Jo Cartwright (01293) 584518 DB.travel@doosan.com [1]
ATP Travel Management that Delivers These days travel has never been easier to book, whether by email, telephone or an online tool, yet at the same time business travel has never been harder to manage. More airlines, more ticket types, more reporting, more traveller tracking and tighter budgets make the job of managing business travel even harder. ATP is an international travel management company that combines the service levels you expect from a specialist agent with the resources you need from a multinational company. At ATP we take the time to understand your business and offer services to suit. We offer a range of in house services designed to give you as much control as you need, from specialist 24 hour services through to dedicated events and passport teams, ATP will have a solution. On the following pages we have outlined ATP s travel management services and provided contact details and information on each of the specialist departments within our operation, should the need arise to contact them directly. Our dedicated Doosan team at ATP is looking forward to working in close partnership with you to provide a high quality, efficient and cost effective travel management service. Contact details: Telephone: 0207 111 8271 Email Address: Doosan@atpi.com Hours of operation: 0800-1800 Monday-Friday Rail Eurostar Department: 0207 111 8400 Passports & Visas: 0207 111 8714 Emergency out of hours: 0207 111 8271 ATPI Account Manager: Sarah Howell Address: ATPI Corporate Travel, Sapphire House, Mobbs Way, Lowestoft, Suffolk NR32 3BE E-mail: sarah.howell@atpi.com [2]
Index ATP Travel Management Information pages 3-74 Hertz / K Rentals Information pages 75-78 Meeting and Events page 79 Drivers Authorisation Record Form (DRAF) page 80 International SOS (ISOS) pages 81-82 Taxis (Crawley only) pages 83-84 [3]
Contents Dashboard pages 6-10 Getting Started Troubleshooting When Using Dashboard Pop-Ups Cookies Doosan Travel Policy Guide E-Travel (Flights/Eurostar tab on your dashboard) pages 11-15 To be used to book for Travel Arranger Advanced Travel Partners (UK) Limited- Data Protection Policy Arrange new trips Search & Add travellers Profile Updates Booking a guest traveller Making an Air Booking (for 1 passenger) pages 16-34 Flight Results Screen by Schedule Flight Results Screen by Fare To make a hotel booking in conjunction with Air only To make a booking for multiple passengers (Air & Hotel up to 4 passengers) Holding a trip Confirming a trip on hold Out of Policy Bookings Authorisation process Friday Afternoon Bookings Travel Booking- Authorisation Required Eurostar page 35 Hotel only bookings use Conferma (Hotels tab on your dashboard) To make a new booking pages 36-47 Evolvi (Rail) pages 48-52 Getting Started Search Tip Benefit Tip View Bookings Refunds and Cancellations [4]
Offline Bookings pages 53-61 Provisional Reservation Changes and Cancellations Templates Viewing Templates Create Templates Managing Templates Repeat Trips View//Search Trips Calendar View Table View Cancelling / Changing Bookings On-going and imminent Bookings Last Arranged Trips Emergency Tracking System (ETS) Using ETS pages 62-65 Change dates Flight plan report Passenger location reports Hotel reports Emergency contact number report Supplementary Travel Reports Ticketing issues Search Find Airport, Airline or Country Code Helpful Hints and Tips pages 66-70 Complaints and Commendations pages 71-73 ATPI Contact sheet page 74 [5]
Dashboard Getting Started In order to access the Dashboard please use the following link: http://dashboard.atpi.com/. You will then be able to login using the sign-on details supplied to you by ATP. Once this has been entered you will be directed to your own Dashboard. The defining attribute of the Dashboard is a single sign-on that will simplify the process of connecting to each individual piece of technology. To access any of the tools simply click on one of the tabs (as shown above) and you will be taken directly into the relevant section. [6]
Troubleshooting When Using Dashboard Whilst using Dashboard you may need to adjust the settings on your PC slightly to enable all tools to work as they should. Pop-Ups Some of the tools used via the Dashboard will open up within the main Dashboard window. Some tools open up in a new window away from the Dashboard and this would then generate a pop-up warning. If you get this warning message, right-click on the information bar as shown below. You will be presented with an option window and need to select Always Allow Pop-Ups from This Site, as below: [7]
Once you have done this simply refresh your screen and you will be taken into that tool. Depending on the configuration of your Dashboard the tools you may have this issue on are: e-travel (Travel Bookings) Emergency Tracking System (Tracking) ATPI Comment Log (Feedback) Conferma (Hotels) Cookies You may find that your system will prevent access to the Travel Bookings site due to the cookies being blocked. In order to bypass this follow these steps: When you click on one of the tools, the below warning is displayed at the bottom of the page. Click on Options for this site, then Always Allow [8]
Doosan Travel Policy Reference Guide Travellers MUST complete a travel request form before contacting a travel booker. The completed travel form should be sent to the individuals line/project manager. Once the line/project manager has pre-approved the trip the approved travel request form should then be submitted to a travel booker. Bookers should not proceed with booking travel without a pre-approved travel request form. The travel request form can be found on the front page of the company intranet. Travel must be booked through the Doosan appointed Travel Management Company, ATPI. All travel arrangements require prior line manager permission. Any travel arrangements which are within policy, but under 500, requires no additional authorisation. However, anything over 500 which is within policy will follow the FPP10 banding limits and be sent to the relevant authorisers in the normal way. The FPP10 is sent to travel bookers via e-mail on a monthly basis. Any travel which is outside of policy must be sent to the relevant CEO. To clarify, out of policy would be: o o Not the cheapest on the day Above the hotel threshold, e.g. 100 in the UK. A 30 grace is allowed on top of the lowest fare offered in the search results NB: Please note that the trip cost can only be calculated where all of these elements are booked at the same time. The online system should be used to book point to point, short and long haul flights. The offline team should be contacted for multiple sector bookings and international rail. PRODUCT Staff Grade NOTE CLASS Air Domestic Staff S Grade Globally Graded Execs 6 hours or under Economy Air Short Haul Staff S Grade Longest flight sector under 6 hours Economy Globally Graded Execs Longest flight sector under 6 hours Business [9]
Air Long haul Staff Longest flight sector over 6 hours S Grade Longest flight sector over 6 hours NB: Where longest flight under 6 hours Economy Economy Premium Economy NB: Business restricted permitted where Premium Economy is not avail outside 14 days, inside 14 days revert to Economy Globally Graded Execs Longest flight sector over 6 hours Business Low Cost Staff S Grade Globally Graded Execs Seat allocation up to the value of 10 each way and baggage charges are permitted. UK Hotel All grades Max cost GBP100 incl VAT per night Overseas Hotels All grades Information Available on request. Car Hire Car Class A-F in policy Rail/Eurostar Staff S Grade Standard Class cheapest on the day Standard Class Globally Graded Execs First permitted Ferry Staff S Grade Globally Graded Execs Any journey over 2 hours needs approval [10]
E-Travel Air/Eurostar tab on your Dashboard) When using this booking tool, please ensure you only use the navigation buttons within the site. Please DO NOT use the Back button on your web browser. To be used to book for: Flight only point to point (Domestic, European, International) Flight and Hotel combined Flight, hotel and airport to airport car rental combined Eurostar (on its own, or combined with hotel/car) Travel Arranger On initial log in, you will be presented with your own profile to complete, please do not change your password. Once you have saved your own profile, you will have access to select travellers, from the Travel Arranger tab, to update their profiles. Click on the Arranger tab You will be presented with the below: Enter the Last name of the traveller (there is no need to complete all the above boxes) [11]
Click on Search, and your traveller should be displayed as below: To view/update the traveller s profile, click on the name. You can then update the profile and click on Save. Please note: Travellers cannot update their own profiles. Advanced Travel Partners (UK) Limited -Data Protection Policy The 1998 Data Protection Act regulates the processing of personal data whether held electronically or in printed form. Advanced Travel Partners (UK) Limited is registered as a Data Controller under the Act and complies with the Data Protection Principles set out in the Act. The company needs to process personal information about its customers to allow it to complete travel bookings, to facilitate delivery of tickets, administrate accounts, and keep customers informed of our activities. In addition data may be transferred outside of the European Union where such data is necessary for Advanced Travel Partners (UK) Ltd to complete a contract transaction with the data subject, or where it is required by a supplier to provide services covered by a contract with the data subject. Corporate information is not subject to the Data Protection Act [12]
From the Arranger tab you can book / modify / review a trip. Arrange new trips Under this tab, you can: Search for your travelers / modify their profiles Book trips Book for a guest but not in conjunction with a profiled traveller Bookings for multiple travellers up to a maximum of 4 can be made on the same booking with a different budget code as long as they are the same grade (i.e. Staff, S Grade and Exec) with the exception of some low cost bookings Search & Add Travellers Select from My Travellers section if you are a nominated Travel Arranger in a traveller s profile, or by grade or traveller name in the search boxes. Add travellers to the Selection Basket by clicking on the + at the end of each line. Selected travellers will appear on the Basket. [13]
Profile Updates Automated alerts signal anomalies in a passenger profile which need to be corrected before you can proceed To make a change click on the traveller s name You will be presented with the screen below, make the relevant changes and save [14]
Booking for a Guest Traveller To book a guest traveller, you will need to select Arrange a trip for a guest traveller, then select a community (staff grade) and add this to your selected travellers on the right hand side. Once you have selected a Staff Grade, the Arrange Trip button will be activated. When booking for a guest, you will be asked to enter their details at the end of the booking process [15]
Making an Air Booking (for 1 passenger) Once you have selected your traveller, click on Arrange Trip, then you will be taken to the Travel Planner tab. In the tab below you can make air, car and hotel bookings. (Please note, Hotel only reservations should be made via the Hotel tab on your Dashboard.) Select the type of booking you want to make. A. Select the trip type. Round Trip is selected by default. B. Enter your from and to destinations. Enter the city or airport name, or click on the magnify glass to search. C. Select the date and time for your departure and return. Use the drop down lists to select the date or click on the calendar drop down. (For long haul destinations we recommend to select anytime from the drop down. D. Select the most appropriate trip reason from the ones available. (Examples Shown) To check the flight schedules (departure and arrival times) click on When you are ready to book please click on [16]
Flight Results Screen Search by Schedule This will show you the flight times available and gives you the option to select the class of travel. Please note this search option will NOT show low cost flights. Look on Search by Fare to see all available options. Business Economy First The green tick above shows that these flights are all within policy. Once you have selected the flights you require click on continue at the bottom of the page. The below screen will appear which shows the flights you have selected and also additional options at the bottom if you wish to change the option you have chosen. If you are happy with the option you have selected click on Add to trip plan. [17]
Out of policy booking This screen below will appear if you have selected an out of policy trip. Please select from the drop down box the reason for selecting that particular flight, and add into the comments box further information regarding this choice. Please use the information provided by the traveller in the travel request form to complete this. In policy booking This screen below will appear if you have selected an in policy trip. Please make sure you read the purchase conditions BEFORE you tick the agree box. The purchase conditions will highlight any penalties for changing or cancelling your ticket. At this stage you can add a hotel or car hire into the booking. This will be explained in the next section. Once you have read and accepted these conditions you can then click on Finalise Trip. [18]
Once you have clicked on Finalise trip you are then taken to the page below where you will need to enter the name of the trip and the trip reason. To complete the booking you will be asked to fill out the custom field s box at the bottom of the page. The travel request form MUST be sent to ATPI if the booking is over 500 or is out of policy. Please state that the booking has been made online and this is for authorisation purposes only. Please complete the approver manager box for: In policy bookings: -Enter the budget/project manager; ATPI will then use the FPP10 to send for authorisation if the booking goes over 500. ATPI will attach the travel request form when sending to the FPP10 authoriser. Out of policy booking: -Enter the relevant CEO. ATPI will send the booking for authorisation along with the travel request form. [19]
Please click on Confirm trip to complete the booking or Hold booking if you are not ready to purchase the flights. Flight Results Screen Search by Fare This will show you the flight times and different airline options along with the cheapest fare available at the time of booking. The green tick shows a flight which is within the company policy and a red exclamation shows a flight is outside of policy and will need further authorisation from the relevant CEO. In policy Out of policy Once you have selected the flights you want click continue, where you will be taken through the same process as the Search by Schedule pages to complete the booking. (Please refer to pages 17-19) [20]
To make a Hotel booking in conjunction with Air only This will appear once you have selected Add Hotel from the screen above. Hotel Results Screen The hotel results will return online availability. The Doosan preferred properties will display at the top / if an On Request hotel is selected, this will be passed through to ATP for final processing. If it is not instantly confirmed, ATP will respond with a confirmation, once the hotel has been contacted. Results will display in list format, anything in green is in policy, anything in red is out of policy, and 3 stars are preferred Doosan hotels. You can also display the hotels in a map format and can book from this view. Rate [21]
Click on Select Hotel to view all the room rates available to book Please click on Conditions to view the Cancellation policy and restrcitions. Once you are happy with your selection, click on Book. This will take you back to the page below which highlights the flights and hotel you wisdh to confirm. When you are happy to proced please click on Finalise Trip. [22]
Making a Booking for multiple passengers (Air & Hotel up to 4 pax) You can now make bookings for 4 travellers at the same time on different budget centres as long as they are from the same grade. Please note you will receive 4 separate confirmations and if the bookings require approval, 4 separate approval emails will be sent. Add each traveller using the + symbols so that you end up with 4 travellers being selected on the right hand side. If you want to add hotels or car hire please follow the same process as explained in the booking process for a single traveller. Continue until you have selected all 4 travellers hotels and car hire. [23]
Holding a trip On the finai booking page before you click Finalise trip you will also have the option to hold a trip. Once you select this option you will be presented with the screen below advising that it is a temporary trip. You will also receive an email from e-travel advising that you have a pending trip. [24]
This will include a pending itinerary as per below: Trip Plan for: Trip Purpose: Trip reason detail: Reservation number: Pending trip plan for: Mrs Karen Crick Client Facing Meeting test ZX1D8E Mrs Karen Crick It must be confirmed by Friday, June 22, 2012 17:00 (departure city (London) time zone) or it will be automatically queued Confirmation deadline is Friday, June 22, 2012 16:00 (GMT). In order to confirm this trip, select the trip from "My Pending Trips" located on the Home page. Dates: Thursday, August 23, 2012 to Friday, August 24, 2012 City destination: Glasgow Ticketing / Delivery Information: Electronic Ticketing (Flight) Total fare for flight reservations: 158.75 British Pound (including tax) Details: Last day to ticket: Friday, June 22, 2012 23:00 FLIGHT RESERVATION Segment: 1 Status: Confirmed Flight: British Airways BA1472 Aircraft: Airbus Industrie A321 From: Heathrow (LHR), London, United Kingdom, Terminal : 5 Departing: Thursday, August 23, 2012 07:10 To: Glasgow International (GLA), Glasgow, United Kingdom, Terminal : M Arriving: Thursday, August 23, 2012 08:30 Number of stop(s): Non-stop Cabin: Economy Restricted FLIGHT RESERVATION Segment: 2 Status: Confirmed Flight: British Airways BA1475 Aircraft: Airbus Industrie A320-100/200 From: Glasgow International (GLA), Glasgow, United Kingdom, Terminal : M Departing: Friday, August 24, 2012 07:15 To: Heathrow (LHR), London, United Kingdom, Terminal : 5 Arriving: Friday, August 24, 2012 08:35 Number of stop(s): Non-stop Cabin: Economy Restricted Lowest Air In-Policy Offered: 158.75 British Pound (including tax) Lowest air itinerary in-policy: BA147223AugLHRGLA0710AM0830AM BA147524AugGLALHR0715AM0835AM Lowest Air Offered: Highest Air Offered: 158.75 British Pound (including tax) 158.75 British Pound (including tax) RESERVATION OFFICE: ATP UK Ltd e-commercesupport@atpi.com 0207 111 6271 Sapphire House Mobbs Way Lowestoft NR323BE United Kingdom Trip has been booked in Community: Staff Please ensure you have the relevant Passport & Visa documentation for your journey. For further information please go to the following website www.atpi.com/visas.asp or call Tel - 0207 111 8034 [25]
Confirming a trip on hold Should you wish to confirm this trip go to View / Search Trips under the Arranger tab. Click on the pending trip you want to confirm and then you will be taken to the next screen below. Click Finalise Trip to complete the booking and follow the process as normal. [26]
Out of Policy Bookings Any travel which is outside of policy must be sent to the relevant CEO. To clarify, out of policy would be: o o Not the cheapest on the day Above the hotel threshold, e.g. 100 in the UK. A 30 grace is allowed on top of the lowest fare offered in the search results ATPI will send these to the relevant CEO for authorisation and attach the travel request form. If you make a booking that is out of policy and requires further approval you will need to complete the screen below. Please select from the drop down box the reason for selecting that particular flight, and add into the comments box further information regarding this choice. Please use the information provided on the travel request form to complete the reason for travel, along with any further comments. [27]
Once you have completed this and clicked on Continue you will be taken through to this page below. The section below will need to be completed if you are booking an in policy or an out of policy trip. The trip reason and justification will need to be entered at the top of the page for both in policy and out of policy bookings. This box only needs to be ticked for US trips. Please click on the link for more information. Authorisation Process To complete the booking you will be asked to fill out the box below if the booking is over 500 or out of policy. Bookings over 500: A list entitled FPP10 has been created which gives you information on all authorising managers and the limit they are able to approve for travel. You will receive a copy of this list monthly for your reference. -Enter the budget/project manager in the approver box. ATP will then check the manager against the FPP10 and send for authorisation attaching the travel request form. Out of policy booking: -Enter the relevant CEO. ATPI will send the booking for authorisation along with the travel request form. [28]
If the booking is related to a project please add in the project manager name and project number/activity code and change budget centre to 000. If the booking is not project related add in 00000 in the project code. If you need to charge to a different budget centre please over type the numbers in the Budget Centre. You also need to complete the DRAF section to state whether the traveller has a rental car booked. All fields with * are mandatory. If the booking is within policy you can select either confirm or hold trip. This screen below shows the approval screen you will receive when a booking is out of policy. [29]
ATP Reservations team will send an approval email with the itinerary and travel request form attached to the relevant CEO and the booker as per below. Friday Afternoon bookings: Please note that if you have a booking you are awaiting confirmation for and have not yet received this by the time you are leaving the office, then please inform ATPI that they should send this confirmation direct to the traveller and copy you into the correspondence. [30]
Travel Booking - Authorisation Required This is the e-mail which the approver will receive once a trip has been sent to them for approval. Trip plan for: SLATER/ALANMR It is mandatory for international passengers to carry this document during the check in procedure. For ONLINE Check In please use the airline reference number below Ticketing / Delivery Information: Electronic Ticketing ATP reference ZLFPME Airline Reference Amadeus X9PEV8 ATPI customers can check-in online and pre-print boarding card for British Airways flights to many destinations. Where available check-in can be made within 24 hours of departure by connecting to www.managemybooking.com Monday 16 Jul 2012 BA 9 Airline British Airways Check In 120 mins before departure Departs 22:05 London - Heathrow Terminal 3 Arrives 15:20 Next Day Bangkok - Bangkok Intl Arpt Seating Seating to be allocated at check-in Status Confirmed Economy Class Duration 11 hours 15 minutes Baggage 1PC Remark COS: ECONOMY RESTRICTED POLICY OUT OF POLICY//AIR [31]
Check In Beat the queues! Check in online within 24 hours of departure To access online check in please click HERE Tuesday 17 Jul 2012 Hertz Pickup Bangkok BKKT50 Pickup Date 17 Jul 2012 Dropoff Date 19 Jul 2012 Car Size Standard Rate THB1792.00 DY UNL Subject to taxes and other charges. IMPORTANT Charges of up to GBP100 can apply for non collection without prior cancellation Please check vehicle thoroughly and report any damage prior to accepting the hire to avoid any unexpected additional charges being incurred Confirmation F5141261359 Tuesday 17 Jul 2012 Kempinski Hotel SIAM KEMPINSKI Bangkok 991/ 9 Rama 1 Rd Bangkok TH 10330 Phone 66-2-1629000 Fax 66-2-1629009 Arrival 17 Jul 2012 Stay 2 Nights Rate 8650.00 per night Confirmation 122861566 Guarantee 4555xxxxxxxxxxxx exp 0712 [32]
Images Click here for Hotel Image Friday 20 Jul 2012 BA 10 Airline British Airways Check In 120 mins before departure Departs 00:20 Bangkok - Bangkok Intl Arpt Arrives 06:25 London - Heathrow Terminal 3 Seating Seating to be allocated at check-in Status Confirmed Economy Class Duration 12 hours 5 minutes Baggage 1PC Remark COS: ECONOMY RESTRICTED POLICY OUT OF POLICY//AIR Check In Beat the queues! Check in online within 24 hours of departure To access online check in please click HERE Approval information Trip purpose TRAINING Out of policy justification PREFERRED FLIGHT TIME Project number 00000 Budget centre 337 Low fare offered(gbp) 975.29 Cost and additional information [33]
FLIGHT COST: 1151.69 HOTEL COST: 351.03 CAR COST: 116.72 TOTAL TRIP COST: 1619.44 The approver needs to select Reply to All and either accept or reject via email. If the reservation is accepted an auto generated E-Travel E-ticket receipt itinerary will be sent to the booker to forward onto the traveller. If the trip is rejected ATP reservations team will contact the booker. [34]
Eurostar Eurostar can be accessed via E-Travel. Simply type in the route (i.e. London to Paris) and both air and Eurostar results will be returned. The same policy rules apply to Eurostar bookings. When booking Eurostar please enter the city name i.e. London instead of London St Pancras and Paris instead of Paris Gare Du Nord. All Eurostar bookings made online are non-refundable and non-changeable tickets. If you need a more flexible ticket please contact the ATP Rail/Eurostar Department on 0207 111 8400. [35]
Hotel only bookings use Conferma (Hotels tab on your Dashboard) When booking a hotel only you will be directed through to Conferma which is an online global booking tool. A screen shot of the front page can be seen below. To make a new booking Complete the search criteria. Don t forget, your Doosan office locations are loaded so you can use this as a reference point. Please note, you can book up to four rooms, however, only the first person s reference data (i.e. employee ID/Budget Centre) will be captured. It is advised that if you are searching for a specific hotel not shown on the drop down list, you should extend the distance to 20 miles and include less information in the search criteria. We recommend booking 1 hotel at a time. [36]
All Doosan preferred properties will display at the top of the list and are marked as preferred By clicking the information button next to the hotel name, further details about the property are displayed, providing the hotel have loaded these extra details. [37]
The Doosan policy has been loaded into the system. In policy shows with a green tick, out of policy with a yellow triangle. To view all available rates at the property, click Check Availability. In the description, you can see the Doosan negotiated rates. Pre-paid rates will be available to book on the system, however, please ensure that the traveller s credit card details are entered for payment. Please note that if the hotel shows a guide rate it is not a live rate and should therefore not be booked. All rates shown including guide rates are controlled by conferma and the hotels, and as a result cannot be removed from the system. Please book the negotiated corporate rates where possible. For your reference the UK and overseas hotel programme can be found on the right hand side of the ATPI dashboard. [38]
If you click on Check Availability this will show the different rates available on that particular date at the hotel. Once you have chosen the rate you require click on select rate. [39]
All hotel bookings must be settled on departure by the traveller. The company policy states that the travellers should settle their account when leaving the hotel. Unfortunately there are some hotels (Travelodge for example) who will deduct the charges instantly from the credit card. If the traveller is certain that he will be staying at the hotel, then it is important to use his credit card. * The company policy states that a hotel bill back is not permitted and is out of policy. Please see the examples of different rate types below: Example 1: Corporate Rate This is one of our contracted rates with a preferred hotel. As you can see the rate below shows the cancellation policy and any additional extras included within the rate which, in this case, is breakfast. All corporate rates are guaranteed to the credit card loaded into the system. This card is for guarantee purposes only and the guests must settle all charges on departure. The confirmation you receive will state client to settle own account. [40]
Example 2: Prepaid Rate As you can see from below a prepaid rate means the full payment will be taken from the card at the time of booking. The rate restrictions will vary so we advise you to check each hotel rules at the time of booking. Although payment may be taken at the time of booking some hotel costs will be refundable if cancelled as per the cancellation policy. However others may be non-refundable from time of booking. Pre-Paid Refundable Rate Example Pre-Paid Non Refundable Rate Example [41]
Travelodge bookings Please be aware that all Travelodge bookings are prepaid rates. This might not appear in the rate information. However, a red exclamation alert is shown next to all Travelodge hotels on the system to highlight to you that the hotel will take payment at the time of booking. In this case we advise you to use the traveller s credit card. Premier Inn Premier Inn hotels require a credit card for guarantee only and do not take payment at the time of booking unless a prepaid rate is selected. You are able to view the rate restrictions in the area shown below. [42]
On Request hotels The reason some hotels may appear on request could be due to: Some small independent hotels not being loaded onto the online tool A large event taking place at the hotel or within the chosen city so as a result the system will not show the live availability. These are also available to book, and display as shown below. Please note the rate indicated is a guide, and could vary. You select the rate, complete the booking, and once ATP have contacted the hotel you will receive an email confirmation. Once you select your rate, you will be taken to the booking summary screen. From here you can view the cancellation policy. You will not be able to complete the booking until you have read this. It is vital to always read the drop down box on each hotel booking with regards to the rate information. Sometimes you will have to select the rate in order to access the full rate information If you select an Out of Policy rate, you will be presented with a justification section to complete. If In Policy, this section will not display. If an Out of Policy rate has been booked (over 100 per night, or over 500 total trip price) You will need to send ATPI the travel request form and state that the booking has been made online and is out of policy. ATP will send the booking onto the relevant CEO for authorisation. [43]
Completing Booking You will need to select your traveller. Type in their first or surname, if they have a profile it will appear so you can select Add Traveller. You will then be asked to enter your payment method. To do this, click on Add New Payment Card, and enter your booker credit card for guarantee purposes. This will only need to be done once. [44]
As mentioned previously, if you are booking a Pre-paid rate, please enter the traveller s credit card details rather than your own. The last section is Additional Information. Hit Autocomplete, and this will populate the staff number. Select the account code (DOOSAN), reason for travel and enter your name. Complete the question, Is this to be charged to a project, if you select Yes, you will be asked to add the project manager name and the project/task code. If you select No, you will be asked to add the budget centre. Hit Finish and the booking is complete. An email confirmation will be sent to you instantly unless you have booked an On Request hotel. If you have selected an On Request, a message will display advising it has been passed to ATP for processing. Once confirmed, they will send you a confirmation email. Booking for a guest traveller Follow the above instructions as far as selecting a traveller on the last page. Search for the traveller, then the below option will appear at the top of the search box: Click on Add TBA Traveller which will automatically select Name to be advised. Press ok and then the normal booking process can then continue to be followed. [45]
Please note than once you have had the confirmation you will then need to contact ATP to inform them of your travellers names. ATP will then contact the hotel and provide them with this information. Confirmation example below: ATPI, Sapphire House, Mobbs Way, Lowestoft, Suffolk, NR32 3BE Tel: 0207 111 8214 Fax: 02071118035 Email: team1d@atpi.com Out of Hours telephone no. 0870 264 3162 Booking Confirmation - Reference: CN-1198961/1 Booked By: Abbey Barrett on 30 April 2012 gilbarco, c/o ATPI, Sapphire House, Mobbs Way, Lowestoft, Suffolk, NR32 3BE Palace Hotel & Casino - BW Central Promenade, Douglas, Isle of Man, UK IM2 4NA Tel: 01624 662662 View Map: click here Name Arrival Nights Room Type Rooms Hotel Ref Per Night Mr david holder Tuesday,1 May 2012 1 Double Room Cost (Some hotels may display rates exclusive of VAT): 1 X4SB2Q/379505102 1 night(s) at 90.00 GBP 90.00 GBP Rate Information: B1DUK3B, BEST AVAILABLE BED - BREAKFAST RATE*AVAILABLE T, Payment: Settlement using Hotel Tracker THE TOTAL COST SHOWN ABOVE. ALL ADDITIONAL CHARGES MUST BE SETTLED DIRECTLY BY THE CLIENT ON DEPARTURE. Requirements: Cancellation Policy: The cancellation policy for this hotel is: MUST BE CANCELLED BY 1600 ON 04/30/12 All bookings are guaranteed for late arrival. As a result, guests may be liable to pay a cancellation charge to the Hotel or even the cost of the accommodation in full. This is a matter between the Client and the Hotel and ATPI will have no liability to either party in this respect. In the event of a cancellation clients will be issued with a reference number. Please keep this as proof of cancellation. ATPI do not charge the client for cancellations; however if you are charged cancellation charges by the Hotel, you must settle these directly with the Hotel. ATPI will not be liable for any charges incurred on your behalf. All amendments and cancellations must be made via ATPI. Other Information: [46]
We have a Doosan preferred hotels list for the UK and abroad which we will e-mail to you on an annual basis. These lists are also available on the ATP dashboard as shown below. Doosan Hotel Programme Doosan Overseas Hotel Programme [47]
Evolvi (Rail) The first tab within the dashboard is for booking any rail travel within the UK only. If you wish to book overseas rail travel you can contact the ATP rail team on 02071118400. For Eurostar please use the Travel Bookings, Air-Eurostar tab. Getting Started Please note: the minimum ticket value should be over 30. The Dashboard will silently log you into the tool and display the below screen. If the tool logs you out due to inactivity, just click on the rail tab again and it will ask you for your dashboard login. Once you have clicked on the rail tab you will see the below screen. Then choose a return, single or open return ticket and enter all relevant destinations, times and dates. If you click on the advanced search option a drop down box will appear as below. You can then choose the class of travel and if you want to change or avoid certain routes. Once you have entered all details for the journey you can choose to search in two ways: Fare Search (Recommended): This will show you the price and journey. Timetable Search: - This will only show you the journey option and not the price. d Advance Search [48]
Once you have selected your options and clicked Fare Search you will see options which look similar to the screen shot below. Suggested Fare- This will always pick up the cheapest fare; however the rules might be more restrictive. For example, the ticket below gives you limited timings and travelling with First Capital Connect trains only on the outbound journey. Anytime ticket- If you need a ticket which has more flexibility to allow you to depart and return at any time then an Anytime ticket should be selected. The Inbound journey below shows blank boxes. This is normal; you will need to select a time; however the traveller will be able to travel Outbound and Inbound on any of the times available. [49]
Search Tips When travelling to or from London, it is not necessary to specify the London station. If you enter London, the system will automatically select the most appropriate London Terminal. If you wish to include London Underground in your journey, type London Zone and the underground zone options will then be displayed. Assuming the Timetable and Fares Search has been used then you will be asked for the number of passengers, class of travel and if any railcards are to be used. ATP Recommends: Only 1 passenger to be booked at a time. Multi sectors have to be booked as single journeys Benefit: Credit cards no longer need to be used for payment as all tickets booked on Evolvi will be invoiced. A traveller s credit card only needs to be used for ID purposes when collecting a Ticket on Departure. (TOD) Tip: Remember 2 single fares can sometimes be cheaper than a return, we recommend always use Show Singles and when possible do not use open returns. [50]
Seating Once you have selected the rail journey you can now specify the seating requirement. The drop down menus will enable you to select various options such as forward facing. If you know the coach and seat number you require this can be selected by choosing a specific seat, and then the coach and seat number. Alternatively, click Proceed and you will be allocated the next available seat. At the point of booking you can specify a favourite journey by typing the name in the box provided. The next time you book this will appear as a drop down box. Seat reservations will now be displayed if applicable. If you wish to change the seat, click Back and you will be taken back to the previous page. Otherwise, click Next. If you have not selected the cheapest fare you MUST complete the justification screen below before proceeding. This is located at the bottom of the fares page. Once you have clicked Proceed the traveller s name and any reference information stored in the profile will auto-populate. Please complete any other required fields. [51]
Two ticket options are available: post, issued by our rail department, and Ticket on Departure-TOD (this is where the traveller can collect their tickets at the station.) Posted tickets are sent first class. If you require special delivery, please add a note to the special requirements box. However we recommend a TOD. If collecting the ticket at the station a further drop down menu will appear showing where the ticket is to be collected from. The default will be your departing station but it is possible to collect from a different station. A summary of the journey will appear. To complete the booking click the button to Agree to the conditions and then click Accept Booking. The final page will show the booking confirmation number and journey details. Click on Assistance for tube map, station facilities, station TOD info By clicking on the View printable version a pdf version of the confirmation will open that can be emailed or printed for your records. The email confirmation will be sent to the booker and they will have to be able to forward this to the traveller. If you wish to make another booking click on New Booking and this will take you back to the front page. View Bookings To view all bookings go to Bookings Manager which can be found under Orders tab at the top of the screen. To search for a booking use the passenger name. ONLINE HELP: Is available to you by clicking the symbol. Refunds and Cancellations Please contact the rail department in Burnley on 02071118400 or email rail@atpi.com [52]
Offline Bookings The offline team at ATPI should be used to book multi sector or international rail tickets. All other bookings should be made via the online system. ATP will send a confirmation as per below to the bookers (air example) Provisional Reservation Air Tickets have not been issued for this provisional reservation. Air Fares quoted are subject to ticketing deadline. Please check the details below and contact your travel consultant immediately if you have any queries. Telephone : MR RICHARD ADDIE Tuesday 08 May 2012 EK 28 Airline Emirates Airl Check In 120 mins before departure Departs 14:15 Glasgow - Glasgow Intl Terminal M Arrives 00:40 Next Day Dubai - Dubai Intl Arpt Terminal 3 Seating Seating to be allocated at check-in Status Confirmed Economy Class Baggage 30K Important The British Government has increased its terrorism threat assessment rating for the UAE to the highest level. The warning notes that attacks could be indiscriminate and without warning. From 02 January 2011 Canadian passport holders not holding a UAE residence Permit will be required to apply in advance for a visa to enter the UAE. [53]
Security Advice Click here for Security Advice and option to purchase detailed report Wednesday 09 May 2012 EK 432 Airline Emirates Airl Check In 120 mins before departure Departs 02:45 Dubai - Dubai Intl Arpt Terminal 3 Arrives 14:05 Singapore - Changi Intl Arpt Terminal 1 Seating Seating to be allocated at check-in Status Confirmed Economy Class Baggage 30K Important Passport must be valid at least 6 months beyond intended stay. Security Advice Click here for Security Advice and option to purchase detailed report Thursday 24 May 2012 EK 355 Airline Emirates Airl Check In 120 mins before departure Departs 02:00 Singapore - Changi Intl Arpt Terminal 1 Arrives 05:10 Dubai - Dubai Intl Arpt Terminal 3 Seating Seating to be allocated at check-in Status Confirmed Economy Class Baggage 30K Important The British Government has increased its terrorism threat assessment [54]
rating for the UAE to the highest level. The warning notes that attacks could be indiscriminate and without warning. From 02 January 2011 Canadian passport holders not holding a UAE residence Permit will be required to apply in advance for a visa to enter the UAE. Security Advice Click here for Security Advice and option to purchase detailed report Thursday 24 May 2012 EK 27 Airline Emirates Airl Check In 120 mins before departure Departs 07:50 Dubai - Dubai Intl Arpt Terminal 3 Arrives 12:35 Glasgow - Glasgow Intl Terminal M Seating Seating to be allocated at check-in Status Confirmed Economy Class Baggage 30K Mileage Membership ADDIE/RICHAR BA 11907431 Agent and Airline References ATPI Reference J2L4KL Airline Reference Emirates Airl BI8VDN Ticket Information Provisional Price ONLY [55]
Ticket Itinerary Glasgow Dubai Singapore Dubai Glasgow Fare GBP 599.00 Airport Taxes GBP 117.24 Ticket Total GBP 716.24 Total inc Taxes GBP 716.24 Remarks CANX CHARGE BEF DEP:GBP100 O/BOUND CHANGE BEF DEP:GBP75 IN SAME BKG CLS I/BOUND CHANGE BEF DEP:GBP75 IN SAME BKG CLS MINIMUM STAY:3 DAYS MAXIMUM STAY: 12MTHS CHANGE FEES QUOTED ARE SUBJECT TO AVAILABILITY Please note that fares are not guaranteed until tickets are issued Certain countries require passports to have a minimum of six months validity and / or a minimum of 2 blank pages, Depending on your nationality and purpose of trip a visa or further documentation may be required. For further clarification please call ATP or click on the link below. Visas and Passports // please ensure that you have the required vaccinations and/or malaria protection for your destination and any countries that you may be travelling via. Please check with Occupational Health, you re GP, Health Centre or click on the link below for more information Health IMPORTANT - ADVANCED PASSENGER INFORMATION SYSTEM (APIS) If you are travelling to one of the following countries it is a requirement to advise Advance Passenger Information prior to departure. USA * CHINA * SOUTH AFRICA * CANADA * MEXICO * SPAIN * ALGERIA * MOROCCO * KUWAIT * UAE * SINGAPORE This information includes Passport Details, date of birth and address in America if travelling to USA. If you have not already supplied this information please contact your travel consultant who will add it to your booking, which should help reduce delays before departure // you can view an updated version of your itinerary at any time at www.viewtrip.com [56]
ATP will send the relevant CEO an approval email should the booking be out of policy as per above. The booker will also have an email confirming the trip has been approved or rejected. If a reservation has been made offline, it can be retrieved online. It does not display automatically. Select the traveller, click on Travel Review, and enter the ATP reservation number to display the booking. Changes and Cancellations Once a ticket is issued, all changes / cancellations have to be made offline. If a booking is on hold changes can be made on line. Hotels can be cancelled online, providing you are not outside of the cancellation policy. Conferma will show you your most recent bookings, click on the booking you have made and at the bottom of the confirmation it will have a cancel booking button. Templates Save time: save frequent trips as templates so that similar segments are re-booked easily for (a) new traveller(s) and/or on new dates. Templates can be: Used for air only, excluding Low cost Used for a guest, a registered passenger or multiple passengers. With the intuitive organisation and presentation of templates, you can view, create and manage your templates easily. Viewing templates From the list: Click information on the template itself next to its name. Origins and destination of the first leg. By clicking on template name, you can access complete description: Trip reason List of all segments Create templates When booking: create templates from various screens such as trip review, trip summary, confirmation and finish page. You can create templates from any screen at the end of the booking process. From an existing booking: either created by you as travel arranger or by anyone else in the travellers list. [57]
Managing templates By clicking on template name, you can: Select the template to be used in next booking Rename the template or delete it [58]
Repeat Trips Once a booking has been made you can repeat the trip, but only for the same passenger. [59]
View / Search trips As a booker it is your responsibility to ensure you have approval for your trips. To ensure no trips are waiting for approval that have been booked on line please go to the Travel Arranger tab and select View / Search trips Please note, as per Doosan request, all bookers can see all reservations (made online). Narrow down what is displayed, by inputting the traveller s name in the search boxes. Calendar view: The Calendar view gives a snapshot of your trip planning: Monthly or daily views - facilitating search for future or past trips Highlighted status - enabling to quickly spot trip status, including Pending approval in orange Confirmed in blue On hold in yellow Pop-up trip summaries for each passenger [60]
Table view: Switch from the calendar view (by default) to the table view by just a click on the tab. Cancelling / Changing Bookings: By clicking the magnifying glass it displays the trips so you can view at any time. From here you can also cancel or change a booking, if On Hold. Ongoing and imminent trips: You can retrieve the next 5 trips that have the closest departure date (default) and a status of confirmed or approved. The trips are displayed in departure date order (the nearest departure is shown at the top). The list of trips also includes all on-going trips. Last arranged trips: Up to 4 trips can be displayed in booking date order (the most recent booking date on top). [61]
Emergency Tracking System (ETS) Using ETS Click on the Tracking tab on the home page. If you click on the icon you will see the countries your travellers are in at the start of the day. The number next to the country name is the number of travellers in each country. You can click on the country name to see traveller names and arrival and departure information. Click on the icon, on the Home Page, to see combined Air and Hotel details for individual travellers. If the traveller has several booking files, this report combines the data, and produces a single summary report. The program uses the name in the booking file to group bookings together, so it is important that the same name is used throughout. If one booking file contains the name John Doe, and another contains Mr John Doe, the report will treat these as two different travellers. If you see the same name listed twice, this is what will have happened. [62]
Change Dates When you first start ETS, it shows details for the current day. To change report dates, click on Change Dates, select the period, then click on the blue arrow. Flight Plan Reports Flight Plan Reports show flight details for the period, ordered by Passenger, Departure Time, Airline, and so on. Passenger Location Reports Passenger Location Reports show passenger location reports for today, yesterday and tomorrow. These reports show where the passenger was known to be at the start of the day. This is taken to be just after midnight. If you want to know where the passenger was at a specific time of the day, use Passenger Location by Time and Date. Whereas Passenger Location Reports show you where passengers are at a specific time, Passenger Movement Reports allow you to see details of passenger movements during the period. If the passenger has made several flights during the period, details will be shown for each flight. Hotel Reports Hotel Reports show details of hotels the passenger is due to stay at during the report period. Emergency Contact Number Report Emergency Contact Numbers reports show contact details, by traveller. Another report lists travellers for whom no contact details are held. [63]
These details are usually entered in the Personal Profile or PAR that your agent holds for each traveller. If details are missing, please ask your agent to update the Personal Account Record. The site will be updated automatically. Supplementary Travel Reports There are a number of Supplementary Travel Reports. Travellers on the Same Flight reports show where there are two or more travellers on the same flight. One report shows the flights in question, and the number of travellers. The other gives details of individual travellers. The Travellers to FCO Warning Countries shows travellers to destinations deemed by the UK Foreign and Commonwealth Office to be unsafe, and shows how long the traveller will stay in the country. The Avian Flu Report gives similar details for countries on the WHO Pandemic Countries list. The Travellers to Client Specified Warning Countries Report displays a report customised for each sign on. This option may not be active for your sign on, in which case the report will not return any data. Ticketing Issues Traveller Tracking programs such as ETS work best when standard return tickets are issued. This link explains the issues that can arise with other ticket types. Search Traveller Tracking usually involves looking for specific flights and passengers, and the Search links help you do this. If you want to see details for a specific traveller, click on Passenger. You'll see a list of passengers. Select one, and click on the blue arrow. [64]
All the Search reports work the same way. If you want to find who has flown on Continental, click on Airline. If you want to see who has travelled on flight 860, click on Flight. If you want to find passengers who have either arrived at a particular city, click on Arrival City. Find Airport, Airline or Country Code Codes are used a lot in travel, from Airport Codes, like LHR for London Heathrow, to Airline Codes, such as BA for British Airways, and Country Codes, such as AU for Australia. These three codes are easy enough to guess. Others are not so obvious. For example QF is Qantas, DZ is Algeria, and OHR is O'Hare International Airport in Chicago. These three reports make it easier to decipher any codes that you come across in your travel documents. [65]
Helpful Hints and Tips Travel Bookers Dashboard The link to access the Dashboard is below. This can also be found on your intranet: https://dashboard.atpi.com/ Username: Password: email address travel All booking tools are displayed across the top of the screen. Links to all commonly used websites for your company can be found under the Useful Links area on the right-hand side of your Dashboard. Please Note - additional websites can be added if you use a site on a regular basis. Remember we have the ATP Timetable link this will come in very handy if you just need flight departure/arrival times. Within the Useful Documents area you will find a Contact Sheet for all the relevant Departments, along with a link to the user guides for each of the tools. Flights Selecting your Traveller Add in the first name/surname to find your traveller. Remember you can also search on email address (in case you don t know the travellers full passport name). Making Air Bookings REMEMBER: Use anytime when searching for long haul flights. If you only want to see direct flights, tick the direct option on the first search page. If time is the most important factor, use the Search by Schedule function. Once you select the flights you want, it will still present other options at the quotation stage. Please remember that this does not show low cost fare options. If cost is the most important factor, always use Search by Fare. This will include low cost options. If you know it is a low cost flight you are after, always use Search by Fare. A green tick indicates In Policy results. A red exclamation mark indicates Out of Policy results. [66]
If you book a long haul flight or a flexible fare, you can book a seat for the traveller by clicking on the Seats link which will take you into the seat map (this will only work if the airline has published the seat map prior to the check in process). Clicking on the actual fare, will breakdown the calculation and advise the baggage allowance. At the summary stage, if you click View details, this will provide you with the aircraft type and terminal information. You can also add a car or hotel at this stage and the system will tie this in with the flight booking details. At the final stage, if you book the same route over and over again, save it as a template and it will store in your travel arranger section to make the process easier next time round. Custom field information must be entered where an asterisk is present. You will not be able to finish a booking without completing the mandatory information. When you select the confirm trip button on the last page, this sends the booking to ATP and the ticket is issued immediately. When the hold option is selected, this will send the booking to ATP and the flights will be held until the date the fare expires. An email will be sent instantly, titled Pending reservation. An automatic email will also be sent 24hours later to remind you that you still have the trip on hold. If booking a low cost flight, you will not be given the option to hold the booking. If you try and hold an instant purchase fare (i.e. a fare where the ticket has to be issued the same day) the system will also not allow it. If you are booking an out of policy trip, you will receive a Pending Approval email, and ATP will contact the approver. Please note with rules and restrictions the most restrictive rule will be applied to the whole ticket.ie if the outbound sector has flexibility but the return sector is restricted the whole ticket will be governed by the return sector as it is restricted. Hotels on etravel REMEMBER: If you select the detailed search option, you will then have three tabs to choose from when booking: City or Airport Address or Landmark (this is where you can search by postcode) Business (this is where you can select one of your offices to search by) Click on the Advanced Search Options link if you wish to be more specific. This is where you can specify hotel chains/facilities/budgets. [67]
The results will appear in a list view. If you prefer to view everything on a Map, click on Map view and the hotels will be indicated with flags. All hotels marked with 3 stars are Doosan preferred properties. On Request hotels are loaded. If you select one of these hotels, the booking is not made instantly and will be sent to ATP to complete offline. Please note that the rate displayed is a guide only and not guaranteed. On Request hotels appear at the top of the list. As you scroll down you will then see normal online availability rates in price order, preferred properties being displayed first. After selecting the relevant hotel, you will be taken to the rooms and rates section. Other tabs will also appear at this stage so you can view photos, full details etc. Government rates can only be booked if the guest has valid government ID to present at check in. Remember: to check the purchase conditions so you can view the cancellation policy (you will be reminded to do this before finalising the booking). If you choose to hold a hotel room, the room is actually reserved. Therefore, please ensure you understand the cancellation policy and ensure you obtain approval within the cancellation restrictions or prior to stay date, otherwise charges may apply. Car Hire Airport to Airport rentals can be booked on the system by using the Add Car facility. Please note that Hertz is the Doosan preferred supplier and therefore only Hertz options will display. Please ensure you take the cost from the Estimated Total Price column. The traveller must have an authorised DRAF before they are entitled to hire cars. You will be asked to validate that this has been completed at the end of the booking process. For any delivery/collection rentals, these must be booked via your Hertz Microsite. A link to the site can be found on your Dashboard under Useful Links then Hertz. Please see Page 76 for further instructions. Rail Rail bookings can be made via the Rail Tab on your Dashboard. Enter your search criteria on the first screen. If you are booking a ticket to London and wish to include an underground ticket, please enter Manchester to London Zone 1 (up to zone 6) and this will then price the journey accordingly. A Tube map can be found under the Help tab at the top of the screen, so you can check the zones. [68]
We recommend leaving the default to Any in the class of service box so all fare types are displayed. Rail cards can be entered. Select Yes to the Apply rail card question and then select the relevant one from the list. The appropriate discounts will then be applied. If searching for a return fare, always click on the Show singles tab, as two one way journeys may be cheaper. To check the rules of the fare, click on the description e.g. Standard Advance Single. This will open up another window listing the full restrictions. When booking an advanced ticket, you will always have to book a seat. If booking an open ticket and you are unsure on the train the traveller will be using, you can select the No seat option. Remember there is an option to specify extra seating such as Table Seats, Internet Connection etc. If you book the same trip over and over again, store it as a favourite journey and it will appear in a drop down list on the front screen next time round, to speed up the booking process. If you don t select the cheapest option, you will be asked to justify why and then you can continue with the booking. You will have two ticketing options, post out to the traveller (so ATP pick this up, issue the tickets and post them to the address specified) or Ticket on Departure. There is no ability to hold a reservation on the rail system. Once booked, the tickets will be issued. Once you have accepted the booking, an instant email confirmation will be received. This will also list the ticket collection reference if it s a ticket on departure booking. To access a booking after it has been confirmed, click on the Orders tab at the top of the screen and select the Bookings Manager option. This will allow you to search for a booking by a reference number, or by travel dates. You cannot modify or cancel any ticketed reservations you must do this offline. Within the rail tool, there is also an Help tab at the top of the screen. You can access booking guides, see frequently asked questions, view tube maps and check stations facilities from this tab. [69]
Viewing/accessing flight/hotel/car bookings once made. In your travel arranger section, click on View/Search Trips. This will allow you to see them in a calendar view or table view. From here, you can select the relevant trip and can view, modify, cancel or submit for ticket issue/approval. If you need to find a reservation which has been booked by someone else, enter the traveller name, hit search and it will find the booking. From here, you can take any further action required. You cannot modify or cancel any ticketed reservations you must do this offline. Assistance If you need help with an online reservation, you can click the Request a proposal from the Travel Agency button at the bottom of each search page. This converts the search into an email. Add any comments in the box provided and select Submit (i.e. what it is you are trying to book). This will generate an email to your reservations team, and they will then complete the booking on your behalf. Please note: the offline booking fee will then be charged. There is also a button at the top of each page. This will open the help pages inside the tool. At the top of the screen there are also links to frequently asked questions, online help pages and contact details for the e-commerce team : [70]
Complaints and Commendations Logging Feedback If you experience any problems with the ATP please log all feedback using the tab on the dashboard. The feedback if collated on a monthly basis and goes against the KPI s we have set for ATPI. When selecting the Feedback tab a pop up box will appear and you must select NO in order to be taken to the webpage. Click on the Feedback tab to log any complaints or commendations: Please note, When clicking on the Feedback tab, the below pop up message may appear. Please select no and you will then be logged into the system. Select the option you require. [71]
Selecting Complaint will display the below screen: [72]
Selecting a New Complaint and the below screen appears. Simply fill in the required information and hit next screen, the full description of the complaint needs to be entered into the Incident Description field. Note, please always add your name to the Travel Booker box. Re-check all the details and hit submit. From here, an email is generated directly to our Customer Services Manager at ATP who will then action and respond. The Doosan Account Manager, Operations Team Leader and DB Travel will also be copied into the email so they are aware of the feedback logged. [73]
Contact Sheet Servicing Office ATP Corporate Travel - Sapphire House Mobbs Way, Lowestoft, Suffolk, NR32 3BE Contact Details Telephone Number: E-mail Address: Hours of Operation: Emergency Contact at all other times +44 (0) 207 111 8271 doosan.uk@atpi.com 08.00 18.00 Monday to Friday +44 (0) 207 111 8271 Operations Contacts Evan Gee Melanie Brinded Michelle Halls/ Sarah Pulling Polly Macias Rachel Kerrison Kassi Hunter Aimee MacKerrall Nichola Clarke/ Bernadette Pye Jo Hunting Mark Wiles Carla Wright Ancillary Services Business Travel Consultant (Dedicated Contact) Business Travel Consultant (Dedicated Contact) Business Travel Consultant (Dedicated Contact) Business Travel Consultant (Dedicated Contact) Business Travel Consultant Business Travel Consultant Business Travel Consultant Business Travel Consultant Business Travel Consultant Business Travel Consultants Team Leader Contacts Rail & Eurostar Department Passports & Visas ATP Event Experts ATP Select Telephone Number +44 (0) 20 7111 8400 +44 (0) 20 7111 8714 +44 (0) 20 7111 8531 +44 (0) 20 7111 8897 Support Services E-mail Address rail@atpi.com visas@atpi.com events@atpi.com atpselect@atpi.com Contacts / Helpdesks ATP Sales / Customer Services e-travel / Dashboard / eprofile Telephone Number +44 (0) 20 7111 8673 +44 (0) 20 7111 8550 Accounts Queries E-mail Address sales@atpi.com e-commerce.support@atpi.com If you have any invoice/account queries please contact emma.catchpole@atpi.com Comments, Suggestions and Feedback Sarah Howell Fay Carson Rachel Brown Account Manager Assistant Operations Manager Operations Manager sarah.howell@atpi.com fay.carson@atpi.com Rachel.brown@atpi.com [74]
K Rentals This booking system is not part of the ATP system, although you can access it via the Hertz link on the dashboard. It is a Hertz online UK booking tool only. We use this system when booking car hire to be dropped off and collected from an office, site or home address. You will need to register on your first visit to the site. Please see further instructions below. https://keyworthautomotive.com/platform/doosan/login In order to use K-Rentals you must register using the link above. Once you have registered you will be sent log in details for future use. How to book using K-Rentals Step 1 Logging in You can either save a shortcut to your desktop/favourites, or use the ATP dashboard. Use the details given when registering to log in. Hertz are in the process of updating the K Rentals website to enable travel bookers to book hire cars overseas. As the countries are added you will see them appear on the front screen. Please only click on the UK option until this has been set live. [75]
Step 2 Selecting the Driver Enter the drivers surname under driver search and add to booking. Then select Primary tab shown in the screenshot above. When you need to add additional drivers search for another driver and then click Add to booking. This will then show two drivers names at the top with one of them selected as a primary driver. You will see from the image above the car categories are shown at the top of the page. Manual vehicles groups B,C,D and Automatic vehicles E and F are within policy. However, Premium/Estates and vans are out of policy. Authorisation should be sought before ordering an out of policy vehicle, in line with FPP10. The policy for all UK staff requiring a hire vehicle whilst working on company business is as below: For journeys of less than 50 miles, a group B -EDMR car (e.g. a Ford Fiesta 1.2, WV Polo 1.2) should be hired. For journeys of between 50 and 200 miles, a group C-CDMR car (e.g.ford Focus 1.6, Vauxhall Astra 1.6) may be used. For journeys over 200 miles a group D-IDMR car (e.g. Ford Mondeo 1.8, WV Jetta 2.0) may be used. Exceptions to this rule will require the written approval of the relevant CEO. [76]
If a member of staff is eligible for a cash alternative / allowance they are not entitled to hire a vehicle as an alternative means of transport. The system will automatically default to Manual vehicles. You will find details of these vehicles when selecting the group you require. Step 3 Selecting the car type Once the driver has been selected you must scroll down the page to view the car types available. Select the car type you wish to book, a green tick will appear on your chosen selection as you can see above. You will need to provide a contact for the delivery and collection whether this is driver/reception/security or another person. [77]
Step 4 Booking Details Once the car and contact details have been selected please scroll further down the page to fill out the booking details. At this stage you will need to select the date, time and address of delivery and collection. The office addresses and airport locations are loaded onto the system and can be found on the drop down boxes. They also require you to complete the additional details as shown below. These include reason for hire, charge code type (either a budget or project number) and the actual charge code. Once this has been completed click review for a summary of your request before confirmation is given. [78]
Meeting and Events External Meeting Less than 25 people If you have been asked to coordinate a meeting for less than 25 people please contact the ATPI Event Experts. ATPI Event Experts will allocate a dedicated member of the team to arrange the meeting and advise you of their contact details. They will monitor and enforce the Doosan company travel policy. If you are a booker making arrangements for travellers associated to the above event, the Doosan coordinator of the event will communicate to you the contact email of the dedicated ATPI team member. You will then be able to book the required flights/ accommodation for your traveller directly with them. Please contact ATPI Events Experts on 02071118531 or e-mail on events@atpi.com External Event 25 people + If you are organising an event for 25 people or more then Doosan Global Events will be able to assist via the approved Venue Find Agency, who will provide you with appropriate venue suggestions. To enquire please fill out the Small Meeting and Event Request Form found on the intranet / Corporate Communications or follow the link below. Please note that travel arrangements should be made through the ATPI offline team. http://intranet/live/cme2876.htm [79]
DRAF- Drivers Record Authorisation Form It is company policy that the Drivers Authorisation (DRAF) is completed annually by all members of staff who are required to drive on company business whether using a rental vehicle, a company leased vehicle or their own vehicle. The form must be completed by the individual and be authorised by their line manager before they have access to a vehicle. A copy of the driving licence and paper version needs to be signed by the line manager and sent to HR in Renfrew to place on the drivers personnel file The DRAF form can be accessed through a link on the intranet home page or on the Facilities page on the intranet. The DRAF system will allow you to search for a driver to check if they have a valid authorised DRAF. Once the DRAF has been authorised the driver will not appear on the K Rentals booking system until the following day. Fuel expenses will not be paid unless an authorised DRAF has been completed. [80]
ISOS - International SOS ISOS is a global healthcare, medical assistance, and security services company. This system links with live ATP travel systems to provide up to date information on all travellers. It is vital that all travel is booked through ATP to ensure that we can locate our travellers at any time in case of an emergency situation. It is also important that traveller profiles are kept up to date with the following information: - Full name - Staff number - Email address - Mobile number + any additional contact numbers ISOS will be able to alert travellers and the travel department 24/7 should an emergency/crisis occur which may affect the destination they are located in. To access this page please follow the link, this can be found on the Corporate Facilities Travel Intranet page. www.internationalsos.com Doosan s membership number is 14ACPA000036 The ISOS emergency telephone number is 044 (0)208 762 8008 [81]
The following services are offered by ISOS through the website and assistance : Pre- Travel advice Providing travellers with information to prepare them before the travel Emergency help In emergencies ISOS can arrange medical care and organise evacuations Assistance App There is a mobile app which our travellers can download; this gives them access to medical and security information, advice and assistance. E-mail Alerts Automated medical and security information emailed to travellers when critical advice changes Country Guides Online medical and travel information for hundreds of countries ISOS Alert cards There are ISOS cards available for travellers which highlights the 24-hour Assistance Centres in different countries around the world. These can be printed off from the front page of the ISOS website. Travel Tracker Claire Webster, Kaylie Rusbridge and Jo Cartwright in the Crawley office monitor Alert Emails sent by ISOS and use Travel Tracker to identify travellers in a particular country. They compare this against the risk of the incident and take appropriate action to safeguard our travellers. The map below shows how many travellers we have in each country around the world. [82]