travelND

Using the travel tools in

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.

Here we go…

Are you ready…

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…

Let’s say you want to fly from Midway, Chicago, IL to St. Louis, Missouri…

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…

…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…

You can then choose to search for flights by Price or by Schedule… and hit the Search button…

…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 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 e-receipt enabled, hotel chains, etc. that you would prefer….

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.

After you have booked your hotel your trip will be pretty much complete.

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 Travel@nd.edu or 631-4289.

Thank you.