Collaborative Classroom



DSC CONSULTANT CADREINSTRUCTIONS FOR BOOKING AIR TRAVEL You have two options; each allows you to direct bill the cost of your airfare to DSC*. Southwest Airlines (SWA) is DSC’s preferred provider, but we know that SWA is not always the logical option in all situations. We recommend you research flight options on SWA first; if there are no good flight plans/pricing, please continue to option two. Use your best judgment! SOUTHWEST AIRLINES CORPORATE BOOKING SERVICE (SWA)You will book flights on . You can change, cancel, and manage flights online, through SWA’s mobile apps, or by calling 1-800-435-9792. You can reserve cars and hotels, but you can only direct bill the cost of airfare, you will have to pay the cost of the hotel and car and submit for reimbursement. SWA offers two free checked bags, and no change fees. You will earn Rapid Rewards points, and you can use your car and hotel membership rewards numbers. If you already have a SWA Rapid Rewards account, please have your username/password ready before you go through the process below. If you don't have a SWA account, you will be prompted to create one.? How to register to use this option:Go to this link:? our company ID: ?99674923If you have a Rapid Rewards account you already have a username and password.??If you are new to SWA, click on create account and follow the instructions.Proceed to log in to your traveler account.When you complete the login process, SWA will send Samantha an email alert. Once?she?gets the alert, she?will assign you as an authorized user of the DSC corporate credit card.?It may take up to 24 hours until you are approved. Please refresh your web browser and login to . The DSC AMEX credit card should now appear as an option in your payment preferences dropdown list. To book flights:Go to . Click on Traveler Account Login. Enter our company ID 99674923 and your credentials.Select your flights and fill?out traveler info.?When you reach the payment methods section, select DSC?AMEX?–?Corporate?from the drop down?list of payment preferences.?You are required to enter an Internal Reference Number (IRN) for each of your bookings. The IRN is the 4-digit event code?from your?workshop.Your traveler account will store all of your personal information and travel preferences, making it quicker to book your air travel during future visits.?HELP LINE: Call 1-800-435-9792 if you need assistance via phone.AMERICAN EXPRESS TRAVEL ONLINE/ aXo CONCUR SOLUTIONS This option allows you to book flights online for all major airlines at . You can reserve cars and hotels, but you can only direct bill the cost of airfare, you will have to pay the cost of the hotel and car and submit for reimbursement. There is a fee if you book travel by calling a travel counselor, please only use the phone service in emergencies.How to register to use this option:Access American Express Online login page at . Please be sure to save this link as a favorite to use for making your reservations online. Enter your email address as your login, and click on “Forgot your password?” You will receive an email. Click on the link contained in the email to continue your registration, set your password, and create a password hint. Click on submit.You will then be directed to the aXo site where you will fill out the remainder of your profile. Your profile will be used for both online and phone reservations. A profile must be created prior to calling American Express or booking online.All mandatory boxes are marked with the word [Required]. Note 1: You will be asked to supply a 6-10 digit numeric profile pin that will serve as your unique identifier. We recommend using your mobile telephone number that is easy to remember and is unique to you. To ensure frequent traveler credit, make certain that the name on the account with all vendors matches the name in your profile. Please contact the vendors directly to make any necessary corrections. TrainingTo help acquaint you with our new tool, a self-paced on-demand 20 minute tutorial can be accessed at your convenience: ApplicationsLearn how mobile applications can help manage your travel: SupportAmerican Express travel counselors are available 24/7 at (800) 327-2737:Prompt 1 - Navigation support Prompt 2 - Assistance with reservations already made onlinePrompt 3 – To make a reservation over the phone with an agent**For complex international reservations (defined as those with two or more destinations), please contact the Executive team of American Express agents at (800) 253-1829. *Please Note:Certain circumstances may require booking your travel using your own form of payment. If you run into a situation where the two options above are not appropriate please contact Gina or Christine to discuss your options. **Extra fee involved, please only use in emergencies. Frequently Asked QuestionsQ: Will I still be able to use my own credit card to book travel?A: NO. You must use one of our travel options. Please contact us if there is a situation where both options are unreasonable. Q: Do I still need to turn in my receipts for my flights with my travel expenses?A: YES. We still need a copy of the receipt and you will also have to enter the cost of your flights on the expense form column labeled prepaid AMEX/SWA airfare. This will not subtract from your reimbursement totals. Q: Can I still earn flight points and airline rewards?A: YES. Both travel agents allow you to earn points using your personal reward programs and numbers.?Q: What if a flight is changed or cancelled?A: This will depend on the airline and the situation, but each travel agent service will keep track a record of all changes, cancellations, credits, and refunds for use on future DSC travel.?Q: What about hotels and cars?A: You can book cars and hotels using the travel agents, but you will still need to pay for these costs out of your own pocket and turn in receipts for reimbursement. These are not available to direct bill to DSC at this time.?Q: What about luggage fees?A: Up to two bags are free on SWA. If you have luggage fees on other airlines you will be required to pay for these expenses out of pocket and submit receipts for reimbursement. Q: Help! I still can’t see the DSC AMEX card on my list of payment preferences on . A: Please give 24 hours for approval, and then refresh your web browser after you login. ................
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