Transcript GFS Travel Resource Guide Training Instructions for On-line Booking through Cliqbook INSTRUCTIONS FOR RESERVING GFS BUSINESS TRAVEL On March 2, under HomePlate>People Services, a new.

GFS Travel Resource Guide
Training Instructions for On-line
Booking through Cliqbook
INSTRUCTIONS FOR RESERVING GFS
BUSINESS TRAVEL
On March 2, under HomePlate>People Services, a new page called Travel
will be available. The page is located just after the Training link.
GFS Travel Portal
1. Navigate to www.gfstravel.com.
2. To begin booking travel,
click the “Book Travel” link.
This website contains helpful information when planning travel including contact
information, GFS Travel Advisories & Travel News.
Please review the content at your leisure.
LOGON TO CONCUR CLIQBOOK TRAVEL
1. Logon to Cliqbook Using the following
matrix:
Username = first initial [email protected]
Example: Donna Magnussen would be
[email protected]
* Password to be provided by Donna Magnussen
Using Concur® Cliqbook Travel
enables you to:
•Search the same inventory that Professional
Travel searches.
•Find, coordinate, and reserve your airline,
rental car, hotel, limo, rail reservations for your
business travel.
•Comply with the GFS Travel Policy when
booking your travel.
Travel Center Overview
Home – Begin to book travel
Arrangers – Travel Arrangers View
Trip Library – View upcoming or past trips
Templates - view or create templates for your own recurring travel
Policy - View the GFS Travel Policy
Profile - Access or modify your profile If you are a travel planner for
others, you can also use this link to access and manage profile
information for other travelers.
Tools - In this section, you can find contact information, international
travel help, maps, and other helpful travel links.
Updating Your Profile Information
1. Click on Profile Options to update your profile information
1
Setting System Preferences
2. Change your company
information
3. Change your password
2
1
1
3
5. Click thru menu or scroll down to confirm or change personal information.
5
1
Be sure to
save your
choices!!
Changing Profile Information For Someone Else
If you are a travel planner for
someone else, be sure to use
the drop down to select the
appropriate name.
If you do not see the name of
the individual:
•Ask that individual to log on
and list you as their travel
planner; or
•Contact Professional Travel
Make A Travel Reservation
1. Choose Travel to begin making a reservation
11
Booking Travel
21
1
4
2. Choose your departure/arrival
destination
1
3
1
5
3. Choose dates
4. Choose time
5. Choose travel window (Travel Policy
defaults to +2/-2 hours travel window.)
Reserve a Car or Hotel
6. Choose Car
7. Choose Hotel – GFS locations
have been entered into Cliqbook.
Use drop down box to scroll
through company locations
61
71
8. Sort results by price or
schedule
9. Select Search
12
8
131
9
10
1
10. Change Accounting Unit for airline billing when traveling for a
department other than your own department
Review Search Results And Choose Flight
11. Sort results
1
11
121
12. Change search
criteria
13. Click the seat to
choose your seat
1
13
A green Reserve button indicates the fare is within GFS Travel policy.
A yellow or red Reserve indicates the fare is outside of policy. If you select this fare,
you must enter a reason for choosing this option.
1
14
14. Click on seat to select
Reserving A Rental Car
National and Enterprise
are the company preferred
car rental companies.
However, please choose the
lowest cost provider
to suite your needs.
*Rates for National and Enterprise will not be
entered into this system until approximately
mid-March.
A green Reserve button indicates the fare is within GFS Travel policy.
A yellow or red Reserve indicates the fare is outside of policy. If you select this fare,
you must enter a reason for choosing this option.
Reserving a Hotel Room
“Most preferred hotels” are shown with three
(3) yellow diamonds. This represents hotels
with a GFS negotiated rate or corporate
discount.
“Company preferred hotels” are shown with
one (1) yellow diamond. This represents a GFS
customer hotel. You are not required to choose
a GFS customer if there is a cheaper rate or
preferred hotel that is available.
A few hotels near the GFS Distribution Centers
have a direct bill arrangement in place for GFS
employees. Otherwise, you must use your own
credit card to reserve the room and be
reimbursed in accordance with the GFS
Business Expense Policy.
A green Reserve button indicates the
fare is within GFS Travel policy.
A yellow or red Reserve indicates the
fare is outside of policy. If you select this
fare, you must enter a reason for
choosing this option.
15. Map of hotels to see the layout of hotels within
proximity of your destination.
19
15
Confirming your hotel choice
After you choose a hotel,
the following insert shows
in order to be sure that all
of the amenities you
require are available.
16. Name and save your trip.
1
16
1
18
17. Add comments for the
travel agent including any
special needs.
18. Send your itinerary to
someone else.
1
17
1
19
19. Add directions and maps to
your itinerary.
Review Itinerary
Important Note:
This reservation is held
but not yet purchased!!!
Pricing can change up until
time of ticketing.
You can hold a reservation
for up to 24-hours. At that
time, if not purchased, the
reservation will cancel
automatically.
Finalize Reservation
You must Purchase ticket and
review warning before ticket is
issued. Click OK.
If you made a mistake and wish to
cancel, call travel agent
immediately!!! There is no
guarantee that it can be cancelled
at that time.
Review Itinerary Upon Receipt
Interactive Links
20. Click here to view
eticket
21. Click here to perform
airline check-in
20
24
Check your itinerary
thoroughly including any
restrictions or advisories.
1
21
Cancel or Change an Airline, Car Rental,
or Hotel Reservation
To CHANGE A Trip
On the Upcoming Trips tab, click the name of the trip you want to cancel
Select Change Trip from the dropdown menu.
On the Itinerary page, select the portion of the trip you want to change.
From the Itinerary page, you can:
Email your itinerary
Change frequent flyer program
Change seat
Change the flight day or time for travel
(you cannot change the airline)
Add, change, or cancel car rental
Add, change, or cancel hotel (hotel
cancellation fees may apply)
To CANCEL A Trip
To cancel your trip, click the name of the trip on the Upcoming Trips tab, and then click Cancel from the
dropdown menu. However, it is ALWAYS recommend to contact Professional Travel to make a
cancellation.
If the status changes to Ticketed, the Cancel link will not be displayed. After a flight is ticketed, you
cannot cancel a trip.
If the status is Confirmed, you can attempt to cancel. If you get an error message and are unable to
cancel the trip in Cliqbook Travel, contact Professional Travel immediately.
Interested in booking your family vacation?
Click on the Vacations link on the Travel Portal to take a
look at Dolphin Vacations leisure travel packages.
Reservations can be made by calling Professional
Travel/Dolphin Vacations directly.
Questions?
Contact Professional Travel at
1.888.463.7651
OR
Contact GFS Travel Coordinator
Donna Magnussen at 616.717.6201
[email protected]