Manual: July 2015 Applicant and Traveler s Guide
Contents 1. Introduction... 4 2. Online Request... 4 2.1 Booking an Air Segment Online... 4 2.2 Booking Accommodation Online... 7 2.3 Car Rental... 9 3. Off Line Request... 12 3.1 Off Line Air Segment Booking... 13 3.2 Off Line Hotel Booking... 14 3.3 Off Line Car Rental... 16 4. Important Information... 17 July 2015 3 Building IT Solutions
1. Introduction Using TMS - Travel Management System, the corporate traveler himself can access the system to book air segments and other services. In this case, the user has the option to demand services directly to the service providers, which were setup by the travel agency, through an online request. For example, it's possible to book a flight on a particular airline by accessing the menu "Search": In addition, he can use the system to request a quote to the travel agency's consultant, without using the email or the phone. This procedure will be an offline request, if the traveler accesses the menu "Request": 2. Online Request 2.1 Booking an Air Segment Online Click on the "Search" icon and select the options below: July 2015 4 Building IT Solutions
AIR > Online Reservation > Multiple Destinations: On the same Search tool, the customer may enter a query for a "round trip": When selecting the "combined" option, the system will display round-trip options with the same airline; If the departure date and the arrival date are on the same day, you will not be able to select the option "Any time" for both of them; After filling in the date, the user must click on "Search". July 2015 5 Building IT Solutions
By clicking on you can verify details of the fare rules; to select an option click on the icon. After selecting the flight options, click on "Send": To finish the procedure, the user must include the details of the trip, as it follows: July 2015 6 Building IT Solutions
2.2 Booking Accommodation Online Click on the option: ACCOMMODATION > Online Reservation > Online Hotel Reservation: Fill in the information and click on "Search". It is mandatory to fill in the traveler field to search for availability: Click on the "Magnifying Glass" icon to check the categories and on the "Arrow" to select one of the options. On the left side, you can select one of the filters to limit the maximum number of results: July 2015 7 Building IT Solutions
Read carefully the details about the fare rules and click on "I agree", then, on "Continue": July 2015 8 Building IT Solutions
After these procedures, you will only need to fill out the required fields and click on "Send in a request for a Trip": 2.3 Car Rental Click on the option: Rental> Online Reservation > Online Car Reservation: July 2015 9 Building IT Solutions
Fill in the information to rent a car; start by mentioning the class you want: Click on the "Arrow" to select the option: Check the details and click on "Continue". Afterwards, fill in the required information for the completion of the reservation: July 2015 10 Building IT Solutions
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3. Off Line Request Select the icon Off Line Request: The first page refers to the mandatory fields to be filled out: In the sequence of this procedure, you must select the service on the right side of the screen: July 2015 12 Building IT Solutions
3.1 Off Line Air Segment Booking Access the menu Off Line request and, then, select the following options: Air > Request from Agency > Request Agency for Trip: After filling out the mandatory fields, select "Air segment" and fill in the data about the flight. Click on "Add": By submitting this request to the travel agency, this request will change to the Awaiting July 2015 13 Building IT Solutions
Quotation status. As soon as the travel agency's consultant includes the options, the corporate traveler will receive a confirmation email, informing him that he must access the system to make a choice: After that, the traveler must wait until the ticket is issued and sent by the travel agency. 3.2 Off Line Hotel Booking Access the menu Off Line request and, then, select the following accommodation options: Accommodation > Request from Agency > Request Agency for accommodations: After filling out the mandatory fields, select "Accommodation" and fill in the data. Click on "Add. If the user already knows the name of his favorite hotel, he can use the tab "Hotels Directory". Otherwise, he should access the tab "City/Region" and insert the information: July 2015 14 Building IT Solutions
As soon as the travel agency's consultant includes the options, the corporate traveler will receive a confirmation email, informing him that he must access the system to make a choice: After that, the traveler must wait until the voucher is issued and sent by the travel agency. July 2015 15 Building IT Solutions
3.3 Off Line Car Rental Access the menu Off Line request and, then, select the following options: Rental > Request from Agency > Request Agency for rental After filling out the mandatory fields, select "Car Rental" and fill in the data to rent a vehicle. Click on "Add": As soon as the travel agency's consultant includes the options, the corporate traveler will receive a confirmation email, informing him/her that he/she must access the system to make a choice: After that, the traveler must wait until the voucher is issued and sent by the travel agency. July 2015 16 Building IT Solutions
4. Important Information The traveler will have the option to not accept a price quote, by informing the agent the reason for that refusal. Every time the traveler chooses an option which is not the cheapest one, he should mention the motive for this choice. July 2015 17 Building IT Solutions