Travel Booking Instructions for Kelly Services/Enbridge Travelers

Transcription

1 Travel Booking Instructions for Kelly Services/Enbridge Travelers Register your profile: Link to the online booking tool (Concur Travel) through Kelly s travel agency Carlson Wagonlit Travel: (control click to follow the link below) Type your address in the box that says REGISTER YOUR CWT ACCOUNT. Use the address you provided to create your profile You will then be sent instructions for completing your registration with security questions. Updated Mar 2015 Page 1

2 Update your travel profile: Log on to the travel portal Click the orange profile button in the top right corner You are now in your profile. The system will automatically ask you for any mandatory data that is missing from your profile. After you add that info, you are able to update your profile. Now you need to add your credit card information (required to book hotel or car rental). Click on payment & reporting and then ADD card. Fill out the form to add your card. You will give the card a Nickname (like John s visa, etc.). Make sure to check off use for car and hotel and include your billing address). Airfare is charged to Kelly Services automatically. If you are a member in a Frequent Flier or Customer Loyalty Program you may wish to add those programs to your profile: Add your frequent flyer program account numbers by clicking on Air Add your hotel and rental car loyalty programs by clicking Car or Hotel Updated Mar 2015 Page 2

3 Book at trip: There is an interactive tutorial that will familiarize you with the travel booking process. This tutorial will take minutes to complete: Log on to the travel portal : Once you re logged in go to the BOOK A TRIP link in the top left corner You will then be taken in to the Concur Travel tool to book your trip. You can request air, car and hotel from the main screen. o Note that this tool is very time sensitive. If you tell the system you want a flight at 2 PM and use the default time window or plus or minus two hours, you will only see flights that depart between 12PM and 4PM (2 hours before and after the time you requested). If you expand the time window, you will see more options. Updated Mar 2015 Page 3

4 You ll then see flights to choose from. Click RESERVE on the left side next to the flights you want. All flights must be booked in coach, tickets are charged directly to Kelly Services. Next follow the prompts to book car (if needed). Cars must book Intermediate size (using Kelly preferred suppliers National, Enterprise or Avis and Budget); traveler to pay for the vehicle and expense. Note: a standard size vehicle with Enterprise is equivalent to the intermediate size with National or Avis and Budget. Since Avis and Budget are generally more expensive, only use these vendors when National and Enterprise are sold out. Next follow the on screen prompts to book your hotel Make sure to follow all the prompts to finish your reservation (it will recap the reservation for you before your ticket is purchased). At the end it will say you are finished. Once you have completed the reservation, you will receive your itinerary via and a copy will be sent to Kelly Services and Enbridge Stores. After booking view a trip, reprint itinerary, copy a trip After booking, you will have the ability to look at the trip, reprint the itinerary, copy a trip, change or add a hotel or car Updated Mar 2015 Page 4

5 Under the TRIP LIBRARY you will see a list of upcoming and past trips By clicking on the trip name you have the ability to view the itinerary, itinerary, change trip (car and hotel only you must call Carlson to change a flight), view trip history, create a template (i.e. if you take the same trip every month, you can make a template to repeat the trip as often as you need to), share trip (send it to another traveler) or cancel entire trip. To change air call Carlson ( ) o Changes or additions should be done during regular business hours M-F, 8AM- 5PM Eastern Time when possible. (An additional charge applies after hours) To add, cancel or change a car or hotel click CHANGE TRIP and follow the onscreen instructions. Updated Mar 2015 Page 5