Completing a travel booking using Amadeus e-travel Whenever you travel on University business (whether funded externally or by the University) you will need to complete a travel requisition in the University of Melbourne Travel Portal. If you have a University Purchasing Card you may choose to use the Express Request function to book your travel. Create a new travel requisition 1 Create and submit your travel requisition in the Travel Portal via the Express Request option. Once your requisition has been approved by your supervisor you may book via Amadeus. 2 Click on the Book travel icon to access Amadeus. The Amadeus home screen will display. Select your flights 1 Complete your flight details. Flight type From To Departs Time Return Trip Reason Your flight will default to Return, but you may select One-Way if required. Your departure airport should default from the details entered in your travel Your destination airport should default from the details entered in your travel Your departure date and time will default from the details entered in your travel Your return date and time will default from the details entered in your travel The reason for your travel will default from the information entered in the Travel Portal. Direct trips only Un-tick this checkbox if you wish to include non-direct flights in your search results (i.e.: include other stops in your journey). Note: if you are arranging travel on behalf of a visitor you will need to select the Arrange a trip for a guest traveller (General Staff) option located in the Travel Arranger section. You will also be prompted to enter the taveller s name during the payment stage in the process. University of Melbourne Travel Portal page 1 Copyright The University of Melbourne, 2012
2 Click the Search button. The flights matching your search criteria will display. Note: click the + icon to view further details of an individual flight. 3 Select your preferred flights. The selected flights will display in the Your selection section located at bottom of screen. If you wish to select alternate flights, click the Clear your selection link. 4 If you are happy with the flights you have selected, click the Add to trip plan button. A summary screen will display your selected flights. Click the Seat(s) link to view and specify your preferred seat allocation. 5 Review the purchase conditions and tick the check-box to acknowledge your agreement. Select your hotel (optional) 1 Click the Add Hotel icon. The Search for Hotels screen will display. University of Melbourne Travel Portal page 2 Copyright The University of Melbourne, 2012
2 Enter your search criteria. Check-in Date Check-out Date Search Radius (approximate) Country Number of Persons Search Type These fields will default to the dates you entered in the Departs and Return fields on the Flight screen above. Click on the drop-down lists to select alternate dates if required. Click on the drop-down lists to adjust the size of the area to search. This field will default based on your flight details. Click on the drop-down list to select an alternate country if required. Click on the drop-down list to select the number of people for which you require rooms. Select the type of search you wish to perform. The following two searchers are recommended: Search by City or Airport Location: enter the city or airport around which you wish to search Search by Street Address: enter an address, post code and/or city/town (e.g.: you may search for a hotel within 5 kilometres of the location of your meeting). 3 Click the Search button. The hotels matching your search criteria will display. If you wish to view further details about the hotel, distance/transport or rates, click on the appropriate hyperlink in the table. 4 Select your preferred hotel and click the Continue button. The Room Availability screen will display. 5 Select your preferred room and click the Continue button. The Cancellation policy screen will display a summary of the hotel you selected. 6 If you are happy with the hotel details, click the Add to trip plan button. You will be returned to the Summary screen which will now include your selected hotel details. University of Melbourne Travel Portal page 3 Copyright The University of Melbourne, 2012
Select your hire car (optional) 1 Click the Add Car icon. The Search for Cars screen will display. 2 Enter your search criteria. Pick-up Location Pick-up Date and Time Drop-off Location Drop-off Date and Time Advanced Search Features This field will default to the airport you selected as your destination in the Flight screen above. Click on the Search icon to select an alternate location. These fields will default to the arrival date and time you selected for your flight. Click on the drop-down lists to select an alternate date or time if required. Click on the search icon to select a drop-off location. Note: leave this field blank if you will be returning the car to the same airport where you picked it up. These fields will default to the departure date and time you selected for your flight. Click on the drop-down lists to select an alternate date or time if required. Enter any further search criteria as required. For example: preferred car hire company; class of car (Economy, Luxury, etc); Transmission (automatic, manual), etc. 3 Click the Search button. The hire details matching your search criteria will display. 4 Select your preferred hire car and click the Add to trip plan button. You will be returned to the Summary screen which will now include your selected hire car details. University of Melbourne Travel Portal page 4 Copyright The University of Melbourne, 2012
Finalise and book your travel 1 Click the Finalise Trip button to progress to the payments screen. Important: Amadeus is a pay-as-you-go system and you must enter a valid credit card each time you make a booking. Your booking is confirmed ONLY when you receive an e-ticket from the airline with whom you booked. 2 Complete the Method of Payment section. Airline Ticket Payment Hotel/Car Guarantee Select Charge Other Credit Card from the drop-down list. Select Guarantee Credit Card from the drop-down list. Important: this is a guarantee for your hotel/car hire only and no payment will be made during the booking process. You will need to pay for these services via the individual vendor s site. 3 Enter your card details for your flights in the Other Credit Card section. Card Type Number Expiration Date Name on Card Address Click on the drop-down list and select the type of card you are using. Enter your card number (excluding spaces). Click on the drop-down lists and select the month and year of your card s expiration. Enter the name as it appears on the card. Click on the drop-down list and select the appropriate address option. Note: this value is a default University address, but you may select an alternative. 3 Enter your card details for your hotel/car hire in the Guarantee Credit Card section. Card Type Number Expiration Date Name on Card Address Click on the drop-down list and select the card type. Enter your card number. Note: do not include spaces. Click on the drop-down lists and select the month and year of your card s expiration. Enter the name as it appears on the card. Click on the drop-down list and select the appropriate address option. Note: this value is a default University address, but you may select an alternative. 4 Click the Confirm button to book your flights. The Trip Confirmed screen will display. Note: you will need your booking trip reservation number (located on the top right of the screen) if you need to contact the airline regarding your flights. You may print or email these confirmation details if you wish. You will be sent an email confirmation of your booking. Any Amadeus ticketing queries should be directed to QBT (the ticketing agent) directly. Contact details for QBT are displayed at the bottom of your confirmation email. Important: Your confirmation email is NOT a valid airline ticket. You will receive an airline e-ticket along with an invoice for the booking service fee (not applicable for low cost carriers). If you do not receive an airline booking e-ticket, please contact the ticketing agent (QBT) directly to ensure the booking process was successfully completed. University of Melbourne Travel Portal page 5 Copyright The University of Melbourne, 2012