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GFS Travel Resource Guide Training Instructions for On-line Booking through Cliqbook.

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Presentation on theme: "GFS Travel Resource Guide Training Instructions for On-line Booking through Cliqbook."— Presentation transcript:

1 GFS Travel Resource Guide Training Instructions for On-line Booking through Cliqbook

2 On March 2, under HomePlate>People Services, a new page called Travel will be available. The page is located just after the Training link. INSTRUCTIONS FOR RESERVING GFS BUSINESS TRAVEL

3 GFS Travel Portal 1. Navigate to 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.

4 LOGON TO CONCUR CLIQBOOK TRAVEL 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. 1. Logon to Cliqbook Using the following matrix: Username = first initial Example: Donna Magnussen would be * Password to be provided by Donna Magnussen

5 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.

6 Updating Your Profile Information 1. Click on Profile Options to update your profile information 1 1

7 Setting System Preferences 2. Change your company information 3. Change your password

8 5. Click thru menu or scroll down to confirm or change personal information. 1 5

9 Be sure to save your choices!!

10 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

11 Make A Travel Reservation 1. Choose Travel to begin making a reservation 1 1

12 Booking Travel 2. Choose your departure/arrival destination 3. Choose dates 4. Choose time 5. Choose travel window (Travel Policy defaults to +2/-2 hours travel window.)

13 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 8. Sort results by price or schedule 9. Select Search

14 Change Accounting Unit for airline billing when traveling for a department other than your own department

15 Review Search Results And Choose Flight 11. Sort results 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. 12. Change search criteria 13. Click the seat to choose your seat

16 14. Click on seat to select 1 14

17 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.

18 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.

19 15. Map of hotels to see the layout of hotels within proximity of your destination

20 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.

21 16. Name and save your trip. 17. Add comments for the travel agent including any special needs. 18. Send your itinerary to someone else. 19. Add directions and maps to your itinerary

22 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.

23 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.

24 Review Itinerary Upon Receipt Interactive Links 20. Click here to view eticket 21. Click here to perform airline check-in Check your itinerary thoroughly including any restrictions or advisories.

25 Cancel or Change an Airline, Car Rental, or Hotel Reservation 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. 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: 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 CHANGE A Trip

26 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.

27 Questions? Contact Professional Travel at OR Contact GFS Travel Coordinator Donna Magnussen at


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