1. Beyond Basics – more about Travel Booking Buying & Paying: Travel & Expense Fall 2014

2. Topics Guest Booking in Concur – Air, Nassau Inn, Limo Guest Booking with Carlson; Review fees Confirmations, Forms and Final Receipts Personal Travel with Business Mobile apps – Concur, TripIt Group Travel Air blocks Individuals functioning as a Group Group Hotel blocks Group Ground Transportation 2

3. Safety Worldwide support for all travelers. Proactive notification and support when necessary. Traveler access to destination-specific alerts and information. Service Online booking convenience, transparency, and accessibility. Support from a team of professional travel counselors. Travel booking details integrated with expense reporting. Incorporation of non-travel related expense reimbursement. Mobile apps to support travel searching/booking, digital receipt images, expense report entry on the go and timely approvals. Savings Visibility and access to University discounted fares. Centralized data for better pricing negotiations. Integrated online booking/online expensing for valuable time savings. Program Objectives 3

4. Guest Travel 4

5. Guest Travel Booking Over the phone with a Carlson counselor Online through Concur 2 Options 5

6. Guest Travel Booking 866-640-3294 between 8:30a – 5:30p ET (prompts) Introduce your guest to Carlson by email “ Mr. Guest will be calling you to book travel…” – within the next few days “I authorize air charges to my card…” “I’d like to approve airfare before final ticketing…” Introduce Carlson to your guest by email “Carlson Wagonlit Travel is Princeton’s preferred travel agency…” “Call them directly during business hours to book…” “Airfare and hotel guarantees will be charged to my card…” “You and I will both receive an itinerary copy…” Over the phone with Carlson – 2 steps 6

7. Guest Booking – How to Pay? Booker’s T&E card In Concur Through Carlson Guest’s personal credit card Through Carlson only It is preferable to pay directly for guest travel using the University Travel and Expense Card. To reimburse a guest for out-of-pocket expenses, use the Guest Reimbursement Request and non-PO payment process in Prime Financials. New guests will need to be set up as a Supplier. 7

8. Guest Travel Booking Step 1 – Request Guest Booker profile permission before you start to book on behalf of a guest. Step 2 – online demo in Concur… www.princeton.edu/concur Book domestic Air Add Nassau Inn reservation (demo other hotels) Add car service reservation Car rentals can be reserved for a guest, but not paid for with a booker’s card. Online in Concur 8

9. Carlson Service Fees 9 If You….Book Online Book by Phone Call Carlson Wagonlit for travel adviceNo Fee Book Air onlyNo Fee$30 Book Rail onlyNo Fee$15 Book Hotel onlyNo Fee$10 Book Car or Limo onlyNo Fee$10 Book Air/Rail w/ Hotel & Car/ LimoNo Fee$30 Online booking is the preferred and low-cost method. However, if you have complex, multi-leg travel, call Carlson Wagonlit. Spouse, companion, dependent service fee is $35 per ticket through Carlson only, and only available when accompanying Princeton traveler.

10. Guest Booking CWT’s regular business hours are 8:30 a.m.– 5:30 p.m. Monday through Friday; available 24/7/365 for emergency booking assistance; Concur support is also 24/7. Call CWT to change flights – whether booked in Concur or CWT. Change hotel details in Concur if prior to cancellation policy. Call CWT if within cancellation period. Change car service details by calling Carlson, or by cancelling in Concur and rebooking. Fly America Act and Princeton Travel policy compliance are expectations of Guests. Service fees may apply at the point of ticketing or reservation. Reminders 10

11. Communications and Forms

12. Confirmations From Concur – discontinuing? Or not? From Car Service companies - discontinuing From Carlson - examples NO confirmations from Hotels 12

13. Confirmation email from Concur 13

14. Itinerary Confirmation 14

15. Air Segment Confirmation – part 1 15

16. Air Segment Confirmation – part 2 16

17. Confirmation from Carlson 17

18. Pre-Trip Notification received 11/4 for trip on 11/8 18

19. Cancellations 19

20. Final Invoicing and/or Receipts Carlson itinerary serves as airfare receipt. Nassau Inn will automatically send final statement of charges if Net ID is in Message to Vendor (or entered in CWT reservation or requested on Nassau Inn Charge Authorization form). Other hotels – You will need to call to request. Car services – Booker will automatically receive final invoice if reservation is made in Concur or CWT. Car Rentals – Only the traveler will receive final invoice. 20

21. Travel Forms Nassau Inn Charge Authorization When paying for Restaurant Charges When needing to convey Special Instructions to NI Staff When Guest needs to pay – GPOA Credit Card Authorization form – when paying on behalf of an individual at hotels other than the Nassau Inn Must request form from Hotel Credit Card Authorization form – for group hotel blocks – attached to contracts Guest Reimbursement Request Form Business Expense Reimbursement Request (if not in Concur) Supplier Set-up / Non-PO Payment Request Form Fly America Act Checklist 21

22. Where to find Forms 22

23. Nassau Inn Charge Authorization 23

24. Student Travel 24

25. 2 Options to Book Student Travel At this point, students do not have access to Concur Travel for the purposes of booking travel. Option 1 Admin calls Carlson to book itinerary on behalf of Student. Charges travel to Admin’s card. Admin expenses airfare in his/her expense report. Option 2 Student receives travel funding from SAFE. Student goes to retail travel site – books itinerary. Student would NOT expense since funding has already been distributed in the beginning. 25

26. Group Travel 26

27. Types of Group Travel Air Blocks – usually 20 or more – can be smaller Individuals traveling under a Group name – 10 or more Group hotel blocks – 10 or more At Nassau Inn Other hotels Group ground transportation Coach bus, school bus, van – locally, other cities Car rentals 27

28. Group Travel Issues to Consider Booking method and Cost of air/rail tickets Which contract to use for booking – names, flexibility – how will travelers be moving Sourcing hotels, contract negotiations Princeton’s T&C’s with every contracts Vetting ground transportation companies Certificates of Insurance Managing itinerary details Managing changes, emergencies Group Travel solution to be announced shortly! 28

29. Personal Travel 29

30. Personal Travel with Business BOOKING Search “business only” itinerary – SAVE Search “business PLUS personal” itinerary – BOOK EXPENSING If airfare was paid for with T&E card, itemize between Airfare and Personal; write check to PU for personal difference; attach “business plus personal” and “business only” itineraries. If airfare was paid for with personal credit card, expense “business only” airfare as “Cash Out of Pocket”. If airfare was paid by 3 rd party, do not expense in Concur. Spouse, companion or dependent airfare is always paid for with a personal credit card and is not expensed in Concur. 30

31. Other Tools 31

32. New Mobile Tools Manage itineraries Full expense functionality Directions, maps, and more Flight status Integration with social apps 32

33. Additional Travel Services International SOS provides Princeton University travelers and expatriates with access to worldwide quality health care and emergency assistance services 24 hours a day. VisaCentral assists travelers in obtaining passports and visas for travel outside of the United States. Visit www.VisaCentral.com/princeton. www.VisaCentral.com/princeton Tripit Pro organizes travel plans into an itinerary that has all of your trip details in one place. Monitor flight delays and cancellations, view frequent flier program numbers, balances, and more. 33

34. Additional Information Travel website: http://travel.princeton.edu/http://travel.princeton.edu/ UPKs, How-To’s, Quick Reference Cards, video tutorials Finance & Treasury website: http://finance.princeton.edu http://finance.princeton.edu Prime Portal: http://prime.princeton.edu/http://prime.princeton.edu/ Financial Service Center 8-3080 or finance@princeton.edufinance@princeton.edu Cindy Shumate, Travel Program Manager 8-3709 or cshumate@princeton.educshumate@princeton.edu 34

35. Questions? Thank you! 35