AeroLogic Jumpseat Tool

Transcription

1 AeroLogic Jumpseat Tool

2 2 / 19 Table of Content 1. Introduction Administration and Control Philosophy and Content Login Request First time Login Request First time system login Change Password Personal data update Document upload or deletion Login extension Forgot password/user Flight Request How to request a flight Cancel a jumpseat request Cancel a flight booking Notes for AeroLogic employees... 19

3 3 / Responsible for the issuance of this manual and its revisions is the Manager Flight Operations & Support, his/her deputy or a person with authorisation by either of the latter. Handwritten amendments and revisions to this manual are not permitted except in situations or revision in the interest of safety. Revision changes will be marked and highlighted in the revision highlight list 1.2. This document has been produced to describe the usage and main functions of AeroLogic s Jumpseat tool. Please read this introduction carefully before using the AeroLogic Jumpseat Tool. It might also be helpful to have this manual present when requesting a login or a particular jumpseat flight The tool is accessible via Please use Microsoft Internet Explorer I.E. 8. or higher. Other browsers might not be supported. The access to our Jumpseat Tool is limited to AeroLogic staff only and must not be distributed to any individual 3 rd party jumpseater, unless finally approved by the Director Flight Operations. However, should you have any 3 rd party travel partner, you as AeroLogic employee are obliged to request a login on his/her behalf. In order to register first time, the button in the upper right corner should be used. This will lead you to the personal data screen, after having accepted all terms and conditions. Should you have any questions regarding the system handling, please click on the small question mark in the upper right corner. It will open this manual which is furthermore available in all associated subpages while you are online!

4 4 / 19 All fields marked in red are mandatory! The provided data will be used as a basis for this partially automated approval process. Please enter the data carefully as some fields cannot be altered by the user later. Some important elements are:

5 5 / 19 address For own travel please insert your address you wish to receive all automated system responses, such as login approval/rejection, flight request acknowledgements, ticket docs, etc. Employee of Please select your employer, either AeroLogic (for own staff only) or Other in case of external jumpseater not employed by DHL nor Lufthansa nor Swiss. For external flight training purposes - not employed by AeroLogic but according our ATO (approved trainings organization) select flight training Reason for Login Request Please give a short but adequate reason for travelling with AeroLogic which fulfills the minimum requirements of a verifiable statement towards the authorities. AeroLogic Contact/Sponsor Simply insert your AeroLogic contact s address; the same applies for 3 rd party travel partner requests. The system will validate your input. If you have entered all required data correctly you will receive an auto-reply message to your given address Please note: False statements might lead to login denial or result in problems with authorities abroad, for which the jumpseater will be liable. Additionally we have to let you know that our license is limited to air cargo transport only, which strictly denies the transportation of any kind of commercial passengers. There are just very few possibilities to have additional persons onboard, which are furthermore limited by some country immigration procedures Once you have received your login credentials by , use the same link as shown above to access the AeroLogic Jumpseat Tool.

6 6 / Upon first login please change your password immediately in order to simplify your work. Click on the small icon marked with A and follow the instructions. A small window will pop up, where you may change your password A As recommendation use just one single password of your choice for all your private and 3 rd party jumpseater!! 2.4. Use the tab Profile to complete or update your personal data with your passport details B. Please note that travel document details are mandatory. Make sure to enter or update all middle names whenever applicable. Additionally please check your address and passport data for correctness, as these data will be used for API transmission for various countries as well. Please note, that the first address is only applicable for flights to the USA.

7 7 / 19 B 2.5. Documents have to be uploaded via the third tab Documents before you will be able to start your flight requests. Already uploaded documents will be listed. To upload your passport and/or required visa click on this toggle, select your document type and browse for the respective file.

8 8 / 19 To delete an existing document simply click on the small red cross at the end of the line. You will need to reconfirm your document cancellation before it is finally deleted. AeroLogic staff only have to upload their individual company ID card as well, as certain countries might require immigration clearances upfront for AeroLogic staff and their relatives. Make sure to keep your documents updated and complete, depending on immigration regulations as they will be checked upfront before ticket issuance. The country immigration regulations (minimum passport expiry date, visa required yes/no etc.) can be reviewed at: Please note that your personal data will be stored unlimited unless you ask for deletion by mail to jumpseater@aerologic.aero By default setting your jumpseat account has a limited validity for one year, 10 flight requests and 5 flights only. You may check your current status in the marked header line A. Once expired or once you have reached your maximum number of flights you may press on the small green cross B to extend your account. A B

9 9 / 19 Another small dialog window will pop up, where you need to give a small reason for your login request extension. Press on ok and you will receive a response that your extension was either approved or rejected Should you have forgotten your username and/or password, press on the small forgot password/user text A separate window will open where you have to fill in at least First name Last name

10 10 / 19 Your address (ideally the one which has been used for your jumpseat login account) Your date of birth Should you select the same you used for your original jumpseat account, the system will provide a message with your given username including a new password (which can be changed afterwards again see chapter 2.3). Should your differ from the one you used for your jumpseat account, you simply will receive an auto reply message which is then again referring to your other account Flight requests can be made via the second tab. Open or previous flight requests are listed. For new flight requests please use the flight request assistant.

11 11 / 19 A new screen with the disclaimer will pop up. It contains all general rules and regulations as well as various other restrictions (e.g. prohibited articles onboard, ban of liquids, liability of tax, etc.) After having accepted all terms and conditions you may select your flight routing, available on the chosen date. Please note that due to regulatory reasons just a very limited number of destinations are available for jumpseat travel. Please check upfront the destination restrictions for jumpseater, to be found underneath the flight selction window.

12 12 / 19 Whenever you select these destination restrictions, a new browser window will open, which will advise you about certain existing jumpseat restrictions for all of our regular destinations. Please read them carefully! After having selected your flight routing (one-ways only!) it will produce a list of all given possibilities, including any flight stop in between and given flight durations. Please be aware that your flight selection considers local dates and local time zones with UTC in brackets. Depending on the time zone, local time might be either the same day, one day earlier or later compared to UTC. For information please check

13 13 / 19 Example: If 3S513 HKG-DXB departs on 20Aug2014 at 05:35 local time, it refers to 19Aug2014 at 21:35 in UTC (UTC timings always in brackets). Once you have made your flight selection, you will be guided to the next page which includes a summery of your passport details and which requires additional information about the travel reason together with some detailed travel description. Please find below a list of possible Travel reason choices: Businesstravel Positioning Crewmember Auditing/Training Groom/Authority is to be selected when the 3S employee is traveling on AeroLogic business (business trip) or if an external third party jumpseater is traveling on behalf of or for AeroLogic a) no business travel and b) the jumpseater Other travel internal (3S employer is a 3S employee or a travel partner of a 3S or travel partner of 3S employer) employee and has a valid 3S sponsor (3S employee) => taxable benefit will apply

14 14 / 19 Other travel external (not a 3S employee nor a 3S travel partner a) no business travel and b) all 3 rd party jumpseater not sponsored by a 3S employee => taxable benefit will apply Furthermore please insert a detailed description why you need to travel with AeroLogic. This detailed travel reason will be transmitted to all internal parties involved in order to determine the compliance with given legal requirements. Depending on the selected travel reason, you may be asked to insert a sponsor which must be a valid address of an AeroLogic employee. Additionally at this point entries made earlier are shown again and should be checked or can be altered if necessary. Should everything be updated correctly you will jump onto the next page which will give you a summary of your flight request. Additionally you will be informed about the monetary tax benefit (if applicable), separated for each leg. Dependent on your status, employer and selected choice, this amount might be taxed. Please refer also to our Jumpseat Policy under chapter 3.4. Liability of tax.

15 15 / 19 With the travel reason Other Travel internal and a provided sponsor who is a crew member the contingent of the sponsor will be checked. If the contingent is still available you will be able to complete the request. If the approved contingent is already used you won t be able to complete the request, respectivly you will receive a note in red underneath your flight request. With the travel reason Other Travel external you need to accept the requirement to upload a signed External Business Travel Confirmation as a prerequisite for the request approval. The external Business Travel Confirmation Documents will be send with the request confirmation as attachment. There is a possibility to upload the signed document via a reply link. You are also able to upload the signed document on the Request tab via the BT icon of the flight for which it is required. The icon BT appear in red, once documents are not yet uploaded!

16 16 / 19 Independent on the outcome, you will receive an automated reply to your given e- mail address, which includes a summary of your flight request and an information about the taxable benefit A and/or the External Business Travel Confirmation B document (only if applicable). A

17 17 / 19 B Just be aware that we might have to reject your flight request due to the fact that AeroLogic s license is purely limited to an air cargo company, which strictly denies the transport of all kinds of passengers. Additional persons onboard are rather limited by the German authority with only few exceptions. the given reason for travel is not in accordance with duty travel your travel documents are either invalid or incomplete (passport, visa, etc.) your selected flight is a crew training flight, whereas the transport of additional persons onboard is not allowed the maximum available number of seats are already fully booked your priority status couldn t be considered anymore for your flight request we received your flight request too late and were unable to process it accordingly

18 18 / 19 Should your flight request be approved, all relevant documents, incl. ticket(s), selfbriefing document, tax declaration (if applicable) as well as immigration departure and arrival procedures will be sent to your given address, at the earliest 5 days in advance Should you need to cancel your pending flight request, click on the small red cross at the end of the line. You will be asked again to confirm your flight request cancellation before it is finally cancelled Once you have already received your entire travel documents incl. ticket(s), selfbriefing document, immigration procedures, etc. and you would like to cancel it

19 19 / 19 afterwards, simply press the on the small red cross. Please keep in mind that cancellations can t be done after the actual time of departure of your particular flight. You will be asked again to confirm your flight cancellation before it is finally cancelled. You will receive an auto-reply from the system, stating that your issued ticket(s) and other documents have become invalid. Note: In the event you are unable to take the confirmed jumpseat travel you need to make sure to cancel your booking in time; otherwise you or your sponsor will be liable for associated tax payments You will only be able to sponsor flights of others if you upload your valid Crew ID. Your sponsor contingent might be limited. The application provides you an additional tab Sponsoring which gives you an overview over your sponsored flights per calendar year.