Your Tour Guide to Corporate Travel with Egencia - Expedia

[Pages:32]Your Tour Guide to Corporate Travel with Egencia

Updated: 2/5/2010

What Every Traveler Should Do Before the Egencia Launch............ 3

Check to see if you have Unused Tickets with American Express ........................................ 3 Set up Your New Profile in Egencia....................................................................................... 3 Attend a training session ....................................................................................................... 3

Getting Started with Egencia ................................................................ 3

Setting Up Your Profile with Egencia ..................................................................................... 3 Using Mobile Trip Alerts......................................................................................................... 4 Setting Up Your Credit Card Information ............................................................................... 5 Designating Travel Arrangers ................................................................................................ 6

Booking Air Travel with Egencia .......................................................... 8

Capgemini's Negotiated Air Program .................................................................................... 8 Exchanging Your Tickets Online............................................................................................ 8 Tracking Your Unused Tickets............................................................................................... 9 Redeeming Your Unused Tickets ........................................................................................ 10 Seat Selection Tips and Tricks ............................................................................................ 11 Using Filters to Find the Right Flight Faster......................................................................... 11

Booking a Hotel with Egencia............................................................. 12

Capgemini Preferred Hotel Program ................................................................................... 12 Egencia Hotel Options ......................................................................................................... 13 Hotel Search Options........................................................................................................... 14 Search near an address or airport ....................................................................................... 14 Using the Hotel Map View ................................................................................................... 15 Hotel Search Filters ? policy, price, hotel name, distance, hotel class and reviews ............ 16 Filtering Hotel Search Results by Amenities........................................................................ 16 Leveraging Trip Advisor to Find the Right Hotel .................................................................. 17

Booking a Rental Car with Egencia.................................................... 18

Capgemini Preferred Car Suppliers ..................................................................................... 18 Booking Special Equipment................................................................................................. 19

Handy Traveler Tools .......................................................................... 20

Integrating Driving Directions............................................................................................... 20 Coordinating Your Travel with Your Work Calendar ............................................................ 21

Traveler FAQs ...................................................................................... 22

Accessing Egencia .............................................................................................................. 22 Capgemini's Travel Policy on Booking Outside of Egencia ................................................. 23 The Egencia Flight Price Guarantee.................................................................................... 23 Out of Policy Bookings......................................................................................................... 23 General Questions About Booking Travel on Egencia......................................................... 23 Contacting An Egencia Travel Agent ................................................................................... 24 Arranging Travel for Others ................................................................................................. 24 Booking Air Travel on Egencia ............................................................................................ 25 Understanding Pricing Changes to Your Ticket ................................................................... 26 Understanding the Non-Refundable Flight Fee ................................................................... 26 Booking Multiple Destinations.............................................................................................. 26 Holding a Reservation ......................................................................................................... 26 General Hotel Information.................................................................................................... 26 Rental Car Information......................................................................................................... 28 Travel by Train..................................................................................................................... 29

Frequently Asked Questions While Traveling................................... 29

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What to do in an Emergency ............................................................................................... 30 The Savvy Traveler Strategy ............................................................................................... 30

Back in the Office- Expense Reporting.............................................. 31

Finding Your Receipts ......................................................................................................... 31

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What Every Traveler Should Do Before the Egencia Launch

Check to see if you have Unused Tickets with American Express You will need to call American Express/AXIOM to redeem any unused tickets with them. You may have been issued a credit if for example you changed flights and the new flight was cheaper. If you are uncertain if you have unused tickets, please call American Express and ask them to check your profile where this information is normally stored. Set up Your New Profile in Egencia Prior to making a reservation for the first time, each traveler must have an account set up and a Traveler Profile on Egencia Corporate Travel. There will be an HR file feed weekly which will set up new employees and disable terminated employees.

Attend a training session To sign up for a training session, go to {training registration instructions here} You can also view brief, recorded training demos to help you set up your profile, make flight, car and hotel bookings and leverage the additional business tools available to you. View the recorded training here.

Getting Started with Egencia

Setting Up Your Profile with Egencia

Click My Profile (appearing at the top of every page) to enter your personal profile. Enter or Modify Your Personal Profile Settings:

E-mail settings. Change your e-mail address at any time, select HTML or text formatting for e-mail; indicate if you would like to receive news and promotional communications from Egencia.

Traveler contact information and preferences. Enter basic information (your name, phone numbers, passport information, emergency contacts), flight preferences (seating, meal preferences, special assistance, frequent flyer account information), hotel preferences (frequent guest plan information), car preferences (frequent rental program information).

Password and sign-in settings. Change your password at any time. 3

 Purchase and billing information. Store personal credit cards that you would like associated with this account, store billing address information.

View coupons. View this area to see any promotional coupons that are issued to you and stored in your account.

Update home airport. Update the starting airport that your searches default to. After making each change, be sure to click Accept these changes at the bottom of each page to complete the changes - or click the Go to Profile Overview without making changes if you do not want to save your changes. You must set up your profile before booking a trip.

Using Mobile Trip Alerts How to Setup Your Trip Alerts 1. On the Profile overview page locate Egencia on the GOTM and click on Add a trip alert contact.

2. Type in the name of the contact, then select the preferred delivery method. Options include e-mail, voice mail or mobile text message. You can create up to eight contacts and a

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communication preference for each. There is a maximum of two voice contacts.

3. You can then select which of the seven alerts you would like for each contact to receive.

4. Save the contact and you are ready to hit the road. Setting Up Your Credit Card Information Easy credit card access- enter last 4 digits in the name When adding your credit card to your profile, add the last 4 digits of your credit card to the card description.

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The next time you use your credit card for a travel purchase, you will only need to provide the last four digits of your card which will be easily accessible!

Designating Travel Arrangers Here is a screen shot of the feature found in your traveler profile:

To add an arranger, type the first few letters of the first and last name. A similar name list will appear with email address as a unique identifier.

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Booking Air Travel with Egencia

Capgemini's Negotiated Air Program You can identify Capgemini's preferred air carriers by looking for the medal icon and the word Preferred in green.

Exchanging Your Tickets Online Online Exchange Step 1: Traveler decides to change a portion of the flight.

Online Exchange Step 2: Flight options and alternatives are returned in the search.

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