Using the travel tools in
travelND
The Controller’s Office has adopted travelND to assist you with your travel
arrangements and the submitting of your expense reports.
In the previous
PowerPoint I explained how to set up your profile, your designate and your approver
so that you may receive reimbursement for your business travel expenses along with
any other reimbursements you may have. I would now like to walk you through the
travel arrangement tools so that you can book your flight, hotel, car, etc. right within
the travelND system. The prices are comperable to the ones that you can find on
such sites as Orbitz or Travelocity, etc. Notre Dame does not in any way want to give
you the impression that they will always have the best prices. There have been
negotiations with Delta, Starwood (Sheraton, Westin, etc.) Hotels, Enterprise and
National Car Rental, just to name a few and they are hoping that as people use this
system they can encourage other companies to climb aboard and give us competitive
prices but until they can share with them more statistics in regards to the travel usage
- procurement services has limited information to negotiate with.
Are you ready…
Here we go…
Log in using your insideND username and password…
Under your Administration Tools you will find travelND… Click on travelND…
To make the booking of flights, hotels, etc. easier you can put more information in your
profile so that the system knows your needs and wants when searching for flights, hotels, etc.
Click on Profile…
Under Personal Information you can find all of the travel information you need by just
scrolling down but if you are looking for something in particular such as Travel Preferences
you can just click that link.
The Travel Preferences will give you options such as air travel, car rental, hotel, etc.
so that when you use the travel search engine the system will take your preferences
into consideration when searching for those items. It makes for a smaller selection
that will fit your needs. For example if you choose Air Travel Preferences…
Air Travel Preferences will
take you to this section
where you can put in your
specifics…
or Hotel Preferences will take
you to this section…
or Car Rental Preferences will
take you to this section…etc.
Entering information prior to
your
making
travel
arrangements will help the
search process…
Another nice option is to
have an ND Travel Card..
You can obtain a credit
card from the University
that will allow you to
charge
your
travel
directly to this card and
keep those expenses
separate from your
personal credit card
usage. See FAQ’s for
more details.
Under Profile you can also find where you can enter your credit card information which will
make the booking process easier. If you have the ND travel card or a personal credit card that
you prefer to use - any and all can be entered into the system under the Credit Card
Information link. You will also want to set-up your E-Receipt Activation…
The reason for activating your E-Receipt is so that when you are booking flights,
hotels, car rentals, etc. if the company that you are going through has e-receipt
capabilities they will send you such a receipt and it will be stored in the system
and when you are ready for reimbursement - your receipt will not need to be
scanned in - it will already be in the system and ready to be attached to your
expense report.
I think we have everything set-up and we are now ready to get started on our trip…
Click on the Travel link at the top of the Concur page…
This already comes up with information on preparing a flight itinerary… If you don’t want to
book a flight but a hotel or car rental you can just click on that category instead…
Let’s say you want to fly from Midway, Chicago, IL to St. Louis,
Missouri…
…and say you want to leave on March 4th and return on the 7th…
departing around 9A + or – 6 hours and on the return flight
departing at 5P + or – 6 hours…
…and you want to have a rental car to be reserved for you
automatically – at this time you can choose a vendor (Avis, Hertz,
etc.) and also the type of car…
You would also like to find a hotel within 5 miles of the airport - if
you are going to a conference you can also choose the Company
Location or conference location and put that information in for a
hotel closer to your conference site.
You can then choose to search for flights by Price or by
Schedule… and hit the Search button…
You will see the
many choices
you have for
flights. On the
right hand side of
the screen you
can narrow down
your original
choice by moving
the bar(s) or
making other
selections
accordingly.
Once you have
the flight you
want - you then
want to book it
by clicking on the
Fares button.
Once the flight has been
booked the system will
automatically start
searching for your rental car
options…
You can book your rental car
by clicking the Reserve
button…
Once your reserve your
rental car it will
automatically search for
your hotel options…
They will give you many choices
and you can start scaling down the
list by working with the price bar
or choosing amenities, click on ereceipt enabled, hotel chains, etc.
that you would prefer….
After you have booked your hotel
your trip will be pretty much
complete.
During this process you are given
options as to how to pay for these
various expenses. You were shown
previously how to enter credit card
information in your profile and
these choices should be close to
hand.
This was a quick overview of the booking process within travelND. There are many
more great advantages for using travelND. If you would like further instruction there are
training sessions https://endeavor.nd.edu going on for your convenience or you can
contact the Travel Help Desk at [email protected] or 631-4289.
Thank you.