Getting Started with Travel Leaders Minnesota State Colleges and Universities Travel Program Please Note: View this document in powerpoint slide show mode to enable the embedded hyperlinks to function properly.
Getting Started with Travel Leaders A Travel Leaders Representative will be in contact with you to review the included documents and how best to manage the communication of this information to your College or University Employees. Table of Contents: Page 3: Travel Leaders’ Program Highlights Description: This document highlights Travel Leaders services and technology available to MNSCU. Page 4: Business Travel Guide Description: This reference document is posted on the Compass travel portal and should be distributed to travelers and travel arrangers to provide information about getting started with the program. Page 5: Getting Started with the Compass Online Booking Tool Description: This document should be distributed to travelers and travel arrangers along with the business travel guide to provide more detail about getting started on the online booking tool Compass. Page 6: Completing your Travel Profile through the Compass Online Booking Tool Description: This document should be distributed to travelers and travel arrangers along with the business travel guide to provide more detail about getting started on the online booking tool Compass. Page 7: Travel Leaders Meetings and Group Travel Department Description: This document can be provided to those departments where the services of meetings or group travel may be utilized. Page 8: Travel Leaders Service Fee Outline For MNSCU Description: This document provides an outline of the transaction fees for travel reservations. You may choose to distribute this to all departments or select individuals to make them aware of the fee structure of the travel program. Page 9: Helpful Guidelines: FAQ Description: This is a frequently asked questions document designed to answer general questions your employees may have about the program. Page 10: Travel Leaders Vacation Club Overview Description: This document provides detailed information relating to the exclusive vacation program that is offered to all of MNSCU staff and employees. The Travel Leaders business travel program is designed for staff and employees, the vacation program can be extended to students for personal travel. Note: You can return to the Table of Contents by simply clicking on the ‘Travel Leaders logo’ located on each document in this power point presentation.
Leading the Way in Travel • Travel Leaders’ Program Highlights Travel Leaders Agency Contact Information • Travel Leaders Business Travel Center: 460 Waverly Road, Holland, Michigan 49423 • Hours of Operation: 7:00am – 7:00pm CST (Monday-Friday) • Dedicated MNSCU Toll Free Number for Agent Services: 800-215-2762 • Our After Hours Emergency Travel Center is staffed with Travel Leaders Agents who specialize in emergency situations, enroute changes, and questions or problems that may occur outside of normal business hours. • After-Hours Emergency Toll Free Number: 800-215-2762 Travel Leaders Meetings and Group Travel Travel Leaders Meetings and Group Department specializes in both group and meeting travel with an emphasis on academic break service trips and study abroad programs. Our Group and Meeting Travel Specialists’ are skilled in obtaining group tickets for both domestic and international travel. Contact Travel Leaders for Meeting or Group Travel Assistance: Mary Lou Miller, Group Supervisor: 800-695-9925 eCommerce Online Support Team For navigational assistance or questions about using the Compass travel portal and online booking tool: E-mail: firstname.lastname@example.org Phone: 866-502-1926 Assistance Available: 7:00am – 8:00pm CST (Monday-Friday) MNSCU TRAVEL PORTAL Dedicated MNSCU Compass Travel Portal and Online Booking Tool Travel Leaders has developed a corporate travel portal for MNSCU. From this site you will have access to travel industry information and Compass, the dedicated MNSCU online booking tool. Details for creating your travel profile can be found on this portal. Click to download detailed instructions for How to Get Startedon the travel portal. Page 3
Leading the Way in Travel Business Travel Guide Travel Leaders provides two options for booking travel; a dedicated team of agents for full service reservations, and through Compass, the online booking tool. Travelers should register an account online and create a travel profile. Once completed, travelers have the option to book a reservation online or call an agent directly. Contact details and profile creation instructions are described below. Travel Leaders Contact Information Compass Travel Profile and Online Booking FIRST TIME USERS 1) To create an online account and traveler profile, employees that travel for business or book travel for others should go to the compass online booking tool: https://mnscu-travel.Reardencommerce.com 2) From the MNSCU site login page, click the link Create a New Account. (Do not enter a user name or password from this login page). 3)Enter all required fields on this page. Including: your first and last name as it appears on your photo ID and your MNSCU e-mail address. Create a unique user name (e-mail address recommended), and a unique password. Click Create an Account. 4) An activation e-mail will be sent with login instructions. Use the get started now link from the e-mail to activate your account. Complete the registration process by entering the requested profile information, making note of required fields and save entered information. (for more information relating to the activation e-mail process, refer to page 5) 5) Before booking travel, choose the profile link on the top right side of the home page and complete all areas of the profile, including: credit card information and notifications. (for a detailed overview of how to complete your travel profile refer to page 6) 6) Use your unique user name and password you created during the activation process when returning to this site. 7) Access the online booking tool site via the ‘link’ on the Compass travel portal, or save as a favorite: https://mnscu-travel.reardencommerce.com Travel Leaders Business Travel Center: 460 Waverly Road, Holland, Michigan 49423 Hours of Operation: 7:00am – 7:00pm CST Monday-Friday Dedicated Toll Free Number for MNSCU: 800-215-2762 Our after hours emergency travel center is staffed with Travel Leaders Agents who specialize in emergency situations, enroute changes, and questions or problems that may occur outside of normal business hours. After-Hours Toll Free Number: 800-215-2762 Dedicated MNSCU Travel Portal • Travel Leaders has developed a Corporate Travel Portal for MNSCU. This is a ‘one-stop shopping page’ for all travel related information. • Features of the Portal Include: • Contact details for reservations and online technical support • Access to the dedicated MNSCU online booking tool, Compass • Travel Industry Information, including travel planning resources • FAQ and Resources dedicated to MNSCU reference materials • Click to download detailed instructions for How to Get Startedon the travel portal. eCommerce Online Support Team Vacation Travel for Employees Travel Leaders Vacation Club As an added benefit to MNSCU, Travel Leaders offers all employees and students the opportunity to take advantage of Exclusive Vacation Specials. Visit our web-site for more information:www.vacationclubattravelleaders.com For navigational assistance or questions about using the Compass travel portal and online booking tool: E-mail: email@example.com Phone: 866-502-1926 Assistance Available: 7:00am – 8:00pm CST (Mon.-Fri.) Page 4
Leading the Way in Travel Getting Started with the Compass Online Booking Tool: After Accessing the Compass, Online Booking Tool and Creating a New Account, you will receive an Activation E-mail with Login Instructions. (see example e-mail below) Activation E-mail Use the ‘Get Started Now Link’from the E-mail to activate your account. Complete the Registration process by entering the requested profile information, making note of *required fields and Save all entered Information. Note: Profile fields marked by asterisk* are required fields to complete. Page 5
Leading the Way in Travel Completing your Travel Profile through the Compass Online Booking Tool: Once you have registered your Compass account, choose the profile link on the top right side of the Compass home page and complete all areas of the profile, including: credit card information, travel preferences and notifications. *Note: Completion of a traveler profile is required before booking travel online. Contacting a Travel Leaders Agent for reservations does not require a traveler profile, however, you will be asked to provide all personal information at the time of booking. If you plan to book travel for others online, you must also complete a profile through the online booking tool. If you need assistance with completing your profile, contact Travel Leaders eCommerce Support Team at: 866-502-1926, or firstname.lastname@example.org After completing the activation, you are directed to home page. Click on the Profile Link before booking travel and complete all the additional areas of the profile Main Profile Page with links to all Profile features For a complete instruction guide detailing how to activate your account and complete your travel profile through the Compass online booking tool- Click to download: Activating your Account and Profile Completion through Compass Note: Users need to access and complete all areas of the Profile to update the necessary information Page 6
Travel Leaders Meetings and Group Travel Department Travel Leaders Meetings and Group Department specializes in both group and meeting travel with an emphasis on academic break service trips and study abroad programs. Our Group and Meeting Travel Specialists’ are skilled in obtaining group tickets for both domestic and international travel. Contact Travel Leaders for Meeting or Group Travel Assistance: Mary Lou Miller, Group Supervisor, E-mail: email@example.com , Toll Free: 800-695-9925 MEETINGS • Travel Leaders’ Group Travel Department will manage on behalf of MNSCU, the development and implementation of meetings, seminars, conferences, conventions, incentive programs and all other travel arrangements when 15 or more people are traveling together or meeting at one destination. • Group Air Fulfillment • Our Meeting Management Team will work with MNSCU to analyze the groups’ needs to best coordinate air travel and airfares (i.e. zone fares, meeting fares, or group fares). • The team will also provide the following services: • Review and negotiate a legally binding agreement between airline and client • Monitor said contract • Process applicable deposits based on airline contract requirements • Monitor ticketing for client, traveler, and agency • Communicate air travel schedules to traveler via email or fax • Provide arrival / departure manifests to client • Re-cap reporting of air travel spend to client GROUPS • Whether MNSCU needs a meeting venue for staff or an extended event for business associates from around the globe, our dedicated meeting planners can assist in handling all of the details to make your meeting a success. • Our staff will provide a multitude of services including: • Preliminary meeting/event planning and • budget development • Hotel and destination information • Site inspections • Negotiation and contracting for air, hotel, • and ground transportation • Customized online meeting and activity • registration • Dedicated reservations and service team • Attendee confirmations via email, fax, or mail • Airline reservations and ticketing • Arrival and departure manifests • Hotel inventory management and rooming lists • Meeting room setup • Food and beverage planning • Customized daily itineraries • Coordination of off-site venues and events • Planning, procurement, and deployment of signage • Meet and greet services Concert & Study Tours Travel Leaders has a dedicated department to provide planning services designed for the specific needs of Choir, Orchestra, and Band Groups. If you are interested in utilizing these services, have your Music Director contact: Judy Olson – firstname.lastname@example.org, 952-767-6551 Page 7
Travel Leaders-Service Fee Outline for • MNSCU Travel Program Page 8
Helpful Guidelines for: Travel Leaders Agent Assistance and Compass Online Booking Tool • Travel Leaders dedicated Agents are available to provide MNSCU travelers with full service booking assistance and travel information. The eCommerce Support Team supports Travel Leaders’ technology tools and provides technical and navigational assistance for the Compass travel portal and online booking tool. • Question: How do I contact a MNSCU Agent? • Answer: Travelers can contact a Travel Leaders Agent using the MNSCU dedicated toll free number: • 800-215-2762. This number is available for 24/7 assistance through Travel Leaders’ employed Agents. • Question: What are the immediate benefits for using Travel Leaders? • Answer: MNSCU will immediately experience the benefits of using Travel Leaders. This tailored program includes: • Vendor negotiations, consolidated data for future negotiations for enhanced air, car, hotel pricing. • Security; knowing where your travelers are and having the ability to obtain a report and identify where your travelers are at a moment’s notice in the event of a world crisis or disaster. • 24/7 Travel assistance through a team of dedicated Agents trained on the MNSCU travel program. • Departments in all the colleges will have access to travel reporting for increased awareness and management of travel spend. • Travelers will have access to Travel Leaders leading Technology Tools, Including: A dedicated compass portal, online booking tool, beacon flight notification service, and enhanced reporting capabilities through management reporting tool. • Knowledgeable Agents trained to provide a high-touch service to all travelers and travel planners. • Question: How do I create or update my Travel Profile? • Answer: All profile information is stored in the Compass online booking tool. Instructions to get started on Compass can be found on the MNSCU Travel Portal at https://Compass.travelleaders.com or contact an eCommerce Specialist for assistance at 866-502-1926, 7:00am-8:00pm CST (Mon.-Fri.) • Question: What If I need help making a reservation through the Online Booking Tool? • Answer: Travel Leaders eCommerce Team is available via live chat, e-mail, and toll free number. They are available for assistance during the completion of a travel reservation. They can assist with all technical and navigational questions and are available for assistance with creating or updating a new travel profile. • Question: What if I don’t travel myself but book travel for others? • Answer: Travel planners will still need to create a profile through the online booking tool in order to access other profiles if booking online, or when speaking with an agent to identify yourself as a MNSCU employee. (Please refer to the business travel guide located on the MNSCU portal, or contact an eCommerce Specialist for assistance at: • 866-502-1926, email@example.com. • Question: I booked a Trip through Travel Leaders and I need to make a change to this trip? • Answer: Changes to existing ticketed reservations whether booked online or with an Agent should be made by contacting an Agent, 800-215-2762. • Question: How can I pay for my Travel Reservation? • Answer: Travel leaders will accept all forms of credit card payments for airline tickets and associated transaction fees. “Purchase orders” are not an accepted form of payment for airline tickets or associated transaction fees. Travel leaders will be working with all MNSCU colleges on the processes to utilize centrally billed p-cards or individual credit cards for these transactions. • Question: I have a group that needs to fly to one destination, a meeting to organize, or a study abroad program, Who do I contact? • Answer: Group and Meeting travel is handled by a specialized department to fulfill the unique needs of group and meeting travel. Contact our Meetings and Group Department for travel assistance: 800-695-9925 • Question: Where can I find more information about the Travel Leaders/MNSCU Program? • Answer: All information about the travel program including a link to login for online booking, is housed on the dedicated corporate travel Portal that was designed for MNSCU. Click to download detailed instructions for • How to Get Started on the travel portal. Page 9