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State of Louisiana and Shorts Travel Booking Online & Portal Training.

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Presentation on theme: "State of Louisiana and Shorts Travel Booking Online & Portal Training."— Presentation transcript:

1 State of Louisiana and Shorts Travel Booking Online & Portal Training

2 How to contact Shorts Travel: Toll Free Phone: (24/7) (Call to book international travel) Hours of Operation: Core Hours: Monday – Friday, –8:00 am CT – 5:00 pm CT After-Hours: Nights, Weekends, Holidays - At cost of $15 per call Online Booking Tool Access: Create User Name Create Password (lowercase, 8 characters + one number) Things to know… Must enter your profile information before booking – review periodically

3 Transaction Fee Structure AirExchangeCar OnlyHotel OnlyRefundVoid Online:$5.00$0.00 N/A Direct with an Agent:$24.00$0.00$5.00* $0.00 Group (10 + Travelers)$20.00 Surcharge per booking After-Hours Service$15.00 Per Call A transaction fee will be charged per ticket issued. * Fee charged when booked without air ** Charged when original air ticket issued online

4 Traveler Features: Multiple Form of Payment Options Select your Departments CBA, Corporate Card or your Personal Card!

5 All reservations associated with a CBA account will be sent to the approver prior to ticketing Approval will be in pending mode for 24 hours If approval is not received in 24 hours the reservation will auto-cancel – traveler will be notified Traveler will receive notification if denied or approved Traveler Features: Automated CBA Approval (Approver) CBA Authorizers will receive an notification to approve or deny the airfare reservation:

6 The total trip cost provided when searching for air! Traveler Features: Online Baggage Fee Analysis

7 Mobile Applications Integrated with Shorts Travel reservations Receive mobile itineraries Receive flight notifications Additional mobile travel tools are available Compatible with Blackberry Mobile Devices Sign-Up today at There is a free version or a personal charge for the upgraded version (Not State Reimbursable)

8 URL: Create User Name Create Password – (lowercase, 8 characters + one number)

9 Creating/Updating your profile Click on My Profile to begin entering or updating your information The CBA information will be pre-populated by department. The Corporate Travel Card, or Personal Card information should be entered into your profile.

10 New Travel Requirement from TSA Effective November 1, 2010 Transportation Security Administration will require the following to be present prior to purchasing an air ticket through Shorts Travel or the airline. You must provide the following: Name as it appears on government-issued I.D. when traveling Date of Birth (Arranger cannot see year – only traveler) Gender Redress Number (if available)Redress Number New TSA Requirements All information is encrypted and secure!

11 It is EASY to book a Guest! The system has the capability to make reservations for a guest Upon log in select Guest Traveler from the dropdown list You will be prompted to provide the Travelers full name as it appears on their government ID, gender, date of birth and redress number if appropriate Book for Guest

12 Confirm all of your information including: Name Frequent traveler data Service Requests address and cc Seat Preference Travel Arranger Information Confirm Traveler Information

13 Add a Travel Arranger by… Clicking on My Profile Click on Travel Arrangers Enter last name of Traveler and search Click symbol to add to your list May have more than one arranger Remove a Travel Arranger by… Clicking the next to the Travel Arrangers name Travel Arranger Portal

14 Managing Unused Tickets: Monitor Unused Ticket Usage All canceled tickets will automatically appear online View All of your unused tickets View All of your travelers unused tickets What is your responsibility? Book an airline where you have an unused ticket available Traveler Features: Canceled/ Unused Ticket Alerts

15 Virtual Invoice and Receipt Look-Up Retrieve copies of past invoices Available to all Users Click on Reporting > VI Lookup Search by: Date range (travel or invoice) Invoice number Ticket number Record locator Traveler name – (first or last) Click Generate Report and a full list of matching invoices displayed Click on an individual invoice to review full detail and retrieve invoice copy

16 View Trips for you and your Travelers Click Trips View upcoming trips Pull the your receipt for your trip Search for up-to 6 months of historical trips Sort by heading title Click magnifying glass for complete trip details Review your Trips

17 Step #1: Begin by selecting what type of travel… Air Car Hotel Step #2: Input your origin and destination cities Step #3: Select your dates Step #4: Select your departure times Step #5: Select how you prefer to see flights Price Schedule Booking Travel Getting Started

18 Air Matrix Features: View all flights by number of stops Southwest content is included Air Filtering

19 Check your policy compliance before your reserve your air reservation! Policy Compliance

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21 Add your payment information. If you are using a CBA account, your reservation will be held for 24 hours to obtain approval. Payment Information

22 You are done! If you would like to duplicate your trip, click Book another trip for the same itinerary Confirmation and Complete

23 To clone your trip, you must select the Traveler then click continue. Clone your trip

24 How to contact Shorts Travel: Toll Free Phone: (24/7) Hours of Operation: Core Hours: Monday – Friday, –8:00 am CT – 5:00 pm CT After-Hours: Nights, Weekends, Holidays - At cost of $15 per call Online Booking Tool Access: Create User ID Create Password (lowercase, 8 characters + one number) As a reminder… What can you do today? Create and/or update your profile information - this is mandatory Retrieve any itineraries/invoices for Shorts Travel Begin booking travel on September 1st!

25 THANK YOU


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