Booking Travel. Travel Card & Connexxus

Transcription

1 Booking Travel Travel Card & Connexxus

2 Introductions Shannon Miller Connexxus Program Manager Chrissy Smith Travel Card Programs Manager

3 Presentation overview In this training session you will learn about: The value of the Travel Card and Connexxus programs How they work with the travel process from start to finish, including: Preauthorizing your trip Booking travel Handling prepayments Reconciliation

4 Travel Card Why do my travelers need a Travel Card? Streamlines the travel process for you and your traveler What is it used for? Official preauthorized business travel expense for the cardholder only Entertainment when acting as a host for UCSD Not for personal use Who can apply? Employees who travel or entertain on behalf of the university

5 Travel Card Benefits Eliminates out-of-pocket expenses Airline charges automatically billed to UCSD Conference registration fees and hotel deposits 24-Hour customer support both online via US Bank s Access Online site and via phone Worldwide access to cash Insurance $500,000 accident insurance coverage $1,250 in lost baggage insurance Viewable transactions in MyTravel Direct payments through MyTravel both pre & post travel

6 Travel Card Responsibility Cardholders are ultimately responsible for balance on account Departments are responsible to process payments in a timely manner & to assist with ensuring cardholders make payments when due Credit check US Bank does not perform credit checks Travel Cards do not appear on credit reports Difference between Card Programs Travel Card Used by UCSD travelers on official business travel or for entertainment when acting as a host Travel Event Planner Card Used by employees who coordinate conferences, non-employee travel or certain programmatic activities Express Card Used by faculty and staff who have buying responsibilities

7 Preauthorization Before making travel plans use MyTravel to preauthorize your trip. Preauthorization is required for all travel, it generates a trip number and allows you to: Purchase airfare Make hotel/ conference and car rental arrangements Request prepayments to your Travel Card prior to trip conclusion

8 Preauthorizing Trip How to preauthorize a trip Log into MyTravel Select Create a new trip (this can be initiated by the traveler or the travel preparer)

9 Preauthorizing Trip Once the trip is approved, you will be assigned a trip number which authorizes you to make your travel arrangements

10 Booking Travel Once you receive your trip number you are ready to book travel Log into Connexxus to book travel online or call an agent for complicated trips such as international or multiple destinations What is Connexxus and how does it work? Connexxus is a travel program built to meet the needs of UC travelers and their preparers to provide fast and accurate reconciliation, UC-negotiated rates, reduces risk and ensures policy compliance

11 Connexxus Overview

12 Connexxus Benefits Connexxus discounts can be used for business or leisure travel, the only variation is in the insurance coverage. When traveling on business the following applies: Travel accident insurance Rental car coverage What is covered? Includes things like accidental death, emergency medical evacuation, nonmedical security extraction, lost luggage and trip cancellation. Includes rental car collision damage and, in some cases, liability. Who is covered? Applies to UC employees and students only. (Business/ UC program travel) When you use Connexxus (or a UC agreement), applies to employees, traveling companions of employees and non-employees on official UC business. (UC business)

13 Connexxus Benefits Discounts range from 2% - 55% depending on the routing and fare for tickets purchased with the following airlines: American Airlines Cathay Pacific Delta Emirates JetBlue LAN Airlines Quantas Singapore Southwest via SWABIZ United Airlines Virgin America

14 Connexxus Benefits Car Rental via Connexxus includes: UC negotiated rental rates Car rental insurance Free annual membership fee for car rental agencies with UC agreements: Hertz Enterprise/ National

15 Connexxus Benefits SWABIZ (Southwest): When booking online travelers can access UC negotiated rates including rental insurance (business) Additional 250 Rapid Rewards points one-way, 500 round trip Effective August 1st ending October 31st: All Business Select and Anytime fares receive a 25% discount ( Business Select is considered an upgrade, requires exception to policy) All other fares (excluding Wanna Get Away ) receive a 10% discount; Wanna Get Away fares receive a 5% discount (trips booked 0-7 days in advance) When the 90-day promotional discount period ends, the following discounts will be available to UC travelers and guests: Business Select and Anytime fares receive an 8% discount ( Business Select is considered an upgrade, requires exception to policy) All other fares - including Wanna Get Away receive a 5% discount (applies only to trips booked 0-7 days in advance)

16 Connexxus Benefits Fare Genius: Launched in July 2013, Fare Genius ensures you receive the lowest available price: Continually searches for lowest fare Applies to all fares booked with Balboa Travel Applies to business or leisure booking Re-ticketing is automatic How much have UCSD travelers saved so far? Original Amount July 2013 New Amount Savings $562 $464 $98 $243 $162 $81 $965 $877 $88 $1,540 $1,336 $204 $535 $453 $82 Total Savings $552 That is an average savings of just over $100 per re-ticket fare.

17 Connexxus Benefits Assistance with international travel on federal funds Fares considered Fly America Act compliant are represented with an American Flag, which meets one of the following: U.S. Carrier Code share agreement in place Open Skies agreement in place Why is one fare compliant and the other isn t?

18 Connexxus Benefits Sample of a compliant fare Look for code share (American) or Open Skies Agreement (Japan)

19 Connexxus Benefits Sample of a non-compliant fare Notice there is no code share or Open Skies Agreement available (first international destination is in Korean)

20 Connexxus Benefits Fly America Act can be confusing, here are things to be aware of: The fund determines requirements and could be more restrictive than UC travel policy UC Travel cannot determine compliancy, it is the responsibility of each department UC Travel follows GSA (General Services Administration) guidance based on Federal Travel Regulation Guidance is available in Blink for easy accessibility

21 Connexxus How do I access my Connexxus profile to: Update Arranger Add my frequent flyer and loyalty rewards programs Add my Travel Card and personal credit card information

22 Connexxus Log into Connexxus and select Edit Profile :

23 Connexxus Select what you d like to edit (you can edit multiple fields my selecting any of the items below):

24 Connexxus To add an arranger you can search by last name or address Once you ve selected the appropriate arranger you can authorize the ability to book on your behalf and access your profile to make updates to your profile information

25 Connexxus Adding frequent flyer or loyalty programs:

26 Booking Travel Adding Travel Card and/or personal credit card information

27 Conference Registration Fees & Hotel Deposits Travelers use their UCSD Travel Card for all trip prepayments Declines due to merchant codes or retail limits to request access Use the Travel Card Prepayment option to request a payment to the account (Demo)

28 Travel Card Prepayment Select Travel Card as the Payment Type Regardless of what was paid using the Travel Card

29 Travel Card Prepayment Complete all of the fields, including message to preparer Click submit to generate notifications

30 Travel Card Prepayment Check on the status of your prepayment, login to MyTravel, click View/Edit Scroll to the bottom of the page, under Payments

31 Travel Card Prepayment Payments post 3 business days after approval date

32 View Travel Card Transactions Cardholders with account activity can view recent transactions & account balance from homepage Preparer s use the link at the bottom of each Tab

33 View Travel Card Transactions Travel Card Transaction Summary

34 Reconciliation To reconcile your trip, once travel concludes, login to MyTravel Select Claim Expenses

35 Reconciliation MyTravel Check boxes to help you calculate the payment to Travel Card

36 Reconciliation Review & Submit Tab

37 Reconciliation MyEvents Travel Card payments are currently reconciled via a paper form. Watch for direct card payments in the Fall

38 Questions?

39 Contact Shannon Miller Chrissy Smith