State of Louisiana and Short s Travel Booking Online

State of Louisiana and Short’s Travel Booking Online & Portal Training

Things to know… How to contact Short’s Travel: Email: state@shortstravel. com Toll Free Phone: 1 -888 -846 -6810 (24/7) (Call to book international travel) Hours of Operation: Core Hours: Monday – Friday, – 8: 00 am CT – 5: 00 pm CT After-Hours: Nights, Weekends, Holidays - At cost of $15 per call Online Booking Tool Access: www. shortstravel. com/la Create User Name Create Password (lowercase, 8 characters + one number) Must enter your profile information before booking – review periodically

Transaction Fee Structure A transaction fee will be charged per ticket issued. Air Exchange Car Only Hotel Only Refund Void Online: $5. 00 $0. 00 N/A Direct with an Agent: $24. 00 $0. 00 $5. 00* $0. 00 Group (10 + Travelers) $20. 00 Surcharge per booking After-Hours Service $15. 00 Per Call * Fee charged when booked without air ** Charged when original air ticket issued online

Traveler Features: Multiple Form of Payment Options Select your Department’s CBA, Corporate Card or your Personal Card!

Traveler Features: Automated CBA Approval (Approver) CBA Authorizers will receive an e-mail notification to approve or deny the airfare reservation: • • All reservations associated with a CBA account will be sent to the approver prior to ticketing Approval will be in ‘pending’ mode for 24 hours If approval is not received in 24 hours the reservation will auto-cancel – traveler will be notified Traveler will receive notification if denied or approved

Traveler Features: Online Baggage Fee Analysis The total trip cost provided when searching for air!

Mobile Devices Mobile Applications • Integrated with Short’s Travel reservations • Receive mobile itineraries • Receive flight notifications • Additional mobile travel tools are available Compatible with Blackberry Sign-Up today at www. worldmate. com There is a free version or a personal charge for the upgraded version (Not State Reimbursable)

URL: www. shortstravel. com/la Create User Name Create Password – (lowercase, 8 characters + one number)

Creating/Updating your profile The CBA information will be pre-populated by department. The Corporate Travel Card, or Personal Card information should be entered into your profile. Click on “My Profile” to g begin enterin or updating your information

New TSA Requirements New Travel Requirement from TSA • Effective November 1, 2010 Transportation Security Administration will require the following to be present prior to purchasing an air ticket through All information is encrypted and Short’s Travel or the airline. secure! You must provide the following: • Name as it appears on government-issued I. D. when traveling • Date of Birth (Arranger cannot see year – only traveler) • Gender • Redress Number (if available)

Book for Guest It is EASY to book a Guest! • The system has the capability to make reservations for a guest • Upon log in select ‘Guest Traveler’ from the dropdown list • You will be prompted to provide the Traveler’s full name as it appears on their government ID, gender, date of birth and redress number if appropriate

Confirm Traveler Information Confirm all of your information including: • Name • Frequent traveler data • Service Requests • Email address and cc • Seat Preference • Travel Arranger Information

Travel Arranger Portal Add a Travel Arranger by… • Clicking on My Profile • Click on Travel Arrangers • Enter last name of Traveler and search • Click symbol to add to your list • May have more than one arranger Remove a Travel Arranger by… • Clicking the next to the Travel Arranger’s name

Traveler Features: Canceled/ Unused Ticket Alerts Managing Unused Tickets: • Monitor Unused Ticket Usage • All canceled tickets will • • automatically appear online View All of your unused tickets View All of your travelers unused tickets What is your responsibility? • Book an airline where you have an unused ticket available

Virtual Invoice and Receipt Look-Up Retrieve copies of past invoices • Available to all User’s • Click on Reporting > VI Lookup Search by: • Date range (travel or invoice) • Invoice number • Ticket number • Record locator • Traveler name – (first or last) • Click Generate Report and a full list of matching invoices displayed • Click on an individual invoice to review full detail and retrieve invoice copy

Review your Trips View Trips for you and your Travelers • Click Trips • View upcoming trips • Pull the your receipt for your trip • Search for up-to 6 months of historical trips • Sort by heading title • Click magnifying glass for complete trip details

Booking Travel Getting Started Step #1: Begin by selecting what type of travel… • Air • Car • Hotel Step #2: Input your origin and destination cities Step #3: Select your dates Step #4: Select your departure times Step #5: Select how you prefer to see flights • Price • Schedule

Air Filtering Air Matrix Features: View all flights by number of stops Southwest content is included

Policy Compliance Check your policy compliance before your reserve your air reservation!

Policy Compliance

Payment Information Add your payment information. If you are using a CBA account, your reservation will be held for 24 hours to obtain approval.

Confirmation and Complete You are done! If you would like to duplicate your trip, click “Book another trip for the same itinerary”

Clone your trip To clone your trip, you must select the Traveler then click continue.

As a reminder… How to contact Short’s Travel: Email: state@shortstravel. com Toll Free Phone: 1 -888 -846 -6810 (24/7) Hours of Operation: Core Hours: Monday – Friday, – 8: 00 am CT – 5: 00 pm CT After-Hours: Nights, Weekends, Holidays - At cost of $15 per call Online Booking Tool Access: www. shortstravel. com/la Create User ID Create Password (lowercase, 8 characters + one number) What can you do today? • Create and/or update your profile information - this is mandatory • Retrieve any itineraries/invoices for Short’s Travel Begin booking travel on September 1 st!

THANK YOU