New Request
User Access Levels: 
Traveller | Travel Arranger (TA) | Travel Manager (TM) | 
Travel Account Manager (TAM)
To create a new booking request, select New Request.
Trip Type
Select Domestic or International as the trip type for the travel request.
Domestic vs International?
Though a company may have variations that should be made known internally, the following can be considered the general definitions of a Domestic and International trip:
Domestic
A trip (e.g. flights) where both the departure and arrival cities are in the same country as the agency’s (e.g. TMC) travel/booking office that will fulfil the trip (booking) request.
International
A trip where the departure and arrival cities are in different countries, or
If a trip is to commence in a different country than that of the fulfilment travel office. e.g. Domestic US flights booked by an Australian travel office.
Trip Components
Choose the required travel component(s) for the Request being made by selecting one or more of the trip icons.
An icon once selected will be highlighted, as seen in the following example where flights and hotels are requested to be included in the Request.
Once the necessary trip component(s) have been chosen, select Next to continue.
Traveller Selection
User Access Levels: Travel Arranger (TA) | Travel Manager (TM) submitting a Request for themselves or on behalf of others will need to search for the user (traveller) profile and select the name(s) before being able to proceed.
More than one (1) traveller, up to a maximum of nine (9), can be selected to be included within a single Request.
Selecting more than one (1) traveller?
The travel policy of the first traveller applied will be used for all travellers in the single Request. The traveller with a travel policy that is the least restrictive is therefore recommended to be selected first, as per the following example:
An executive eligible to travel Business Class is travelling with a non-executive that is restricted
to travel Economy Class only.Provided that the non-executive travelling in Business Class with the executive would be
approved, the traveller profile of the executive must be selected first, otherwise Economy Class
only will be included in the Request for both travellers.
To begin the search for the traveller(s), it is recommended to enter the surname in the search box. Including the first name should be done for a common surname (e.g. Smith), or it can be used instead.
The travel platform uses a predictive search function that allows a list of authorised users (travellers) to be displayed in a list if they are similar to, or match the search criteria.
Once the traveller(s) that require to be included in the Request has been chosen, selected Next to continue.
For any of the selected traveller(s) that have available Credits (i.e. unused airline e-tickets), a prompt will be presented to ask for their inclusion in the Request being made.
Discover more about Credits - here.
Trip Information
General
Complete the necessary fields in the General Information section of the Request. This section can be customised to meet the company’s requirements. Mandatory fields are denoted with an * (asterisks), as seen in the following examples.
Flights
If Flights was selected as a Trip Component it will be included in the Request form. Completion of flight information will be required, mandatory fields are denoted with an * (asterisks).
The From (origin) airport will default from the home airport if listed in the traveller’s Profile. If required, the origin point can be modified.
The From (origin) and To (destination) of each flight only need to be entered. If a direct or non-stop flight does not exist to get from A (origin) to B (destination) e.g. Sydney to London via Singapore, the inclusion of each flight (leg) in the Request is not required.
Any traveller preference(s) to include or exclude such as a via point (e.g. Singapore) is recommended to be mentioned in the Additional Bookings Details section.
Unable to find an Airport location?
The travel platform uses a predictive search function that allows city and airport locations to be displayed in a list if they are similar to, or match the search criteria.
Still unable to find the airport location required?
Select the nearest available town, city or airport location as well as the Any Airline option and provide supplementary trip information about the specific location required in the Additional Bookings Details section.
Once all mandatory fields (*) have been completed select Add Flight to save the flight segment, as seen in the following examples.
Company Travel Policy preferred airline(s) and class (of travel) information may be presented.
Airline(s) that meet this criterion should be selected in lieu of the Any Airline option.
If a preferred/travel policy airline is not suitable, select the Any Airline option as seen in the following example.
If more than one (1) class is presented, only one (1) can be selected.
Supplementary trip information is recommended to be included in the Additional Bookings Details section for any item related to airline and/or class selection(s).
Any travel alerts and warnings applicable to the flight(s) selected will be presented. Once the information has been reviewed and accepted, select Continue to proceed. Discover more about Care - here.
A Flight added notification will be presented after a flight has been successfully added to the Request, as shown in the following example.
To add a return or any subsequent flight(s), select the Add Another Flight option. Continue with the Request once all required flight(s) have been included.
If a flight segment is added and needs to be modified or deleted, the Edit or Remove option directly below the flight segment should be used before submitting the completed Request form.
A new Request should be submitted once the traveller has returned to their initial point of origin.
As shown in the following example, a return to the point of origin Brisbane (BNE) occurred when the Sydney (SYD) to Brisbane (BNE) flight was added. Any additional flight(s) required should be removed and appended to a new Request.
Hotels
If Hotels were selected as a Trip Component it will be included in the Request form. Completion of hotel information will be required with mandatory fields denoted with an * (asterisks).
Once all mandatory fields (*) have been completed select Add Hotel to save the hotel segment.
Requests for Hotels allow more than one (1) hotel segment containing a different Hotel Name but for the same City, Check-in and Check-out Dates as already added, to be included if desired.
Company Travel Policy preferred hotel(s) information may be presented.
Any hotel(s) that meet this criterion should be selected in lieu of the Other Hotel option.
If a negotiated/preferred hotel is not suitable, select the Other Hotel option as seen in the following example.
Supplementary trip information is recommended to be included in the Additional Bookings Details section for any item related to hotel selection(s).
Unable to find a Hotel location?
The travel platform’s predictive search function that allows city and airport locations to be queried may not always find some locations for hotels.
Still unable to find the town, city or airport location required?
Select the nearest available town, city or airport location as well as the Other Hotel option and provide supplementary trip information about the specific location required in the Additional Bookings Details section.
A Hotel added notification will be presented after a hotel segment has been successfully added to the Request, as shown in the following example.
Use the Add Another Hotel for any additional hotel(s) required for the Request. Continue with the Request once all required hotel(s) have been included.
If a hotel segment is added and needs to be modified, the Edit or Remove option directly below the hotel segment should be used before submitting the completed Request form.
Hotel Request - Payment
If enabled, the option to provide a credit card to guarantee the hotel segment(s) at the time of booking will be presented. A hotel chargeback option may also be an option provided that allows selection.
What is a Hotel Charge Back?
This is a payment option generally used by an agency that provides a hotel with the authority to charge a third-party credit card.
A letter of authority would usually be provided by the agency to the hotel prior to check-in, advising of payment instructions for the guest's stay. The authority can include instructions about the chargeback
e.g. room only (guest to pay for meals/incidentals), room & meals or all charges (room, meal, incidentals) etc.
Be mindful that:
Not all agencies permit chargebacks for hotels, or they could be limited to hotels in the country or region they are located only, and
Hotels in some countries may not accept a chargeback due to government regulations, or the hotel property/chain has its own security/payment policy that disallows it.
Select the Provide a credit card/chargeback details to secure hotel option to add a credit card guarantee or chargeback payment option.
Select the hotel booking guarantee or chargeback from the options provided, which can include credit cards stored on the traveller’s profile and/or of the company (corporate). Once completed, select Save to continue with the Request.
The credit card guarantee or charge back for hotel segment(s) once saved will present an update in the Hotels trip section. |  |
Cars
If Cars were selected as a Trip Component it will be included in the Request form. Completion of car rental information will be required, mandatory fields are denoted with an * (asterisks).
Once all mandatory fields (*) have been completed select Add Car to save the car segment.
Requests for Cars allows more than one (1) car segment containing a different Rental Company but for the same City, Pick-up and Drop-off Dates as already added, to be included if desired.
Unable to find a Car Rental location?
The travel platform’s predictive search function that allows city and airport locations to be queried may not always find some locations for hotels.
Still unable to find the town, city or airport location required?
Select the nearest available town, city or airport location as well as the Any Company option and provide supplementary trip information about the specific location required in the Additional Bookings Details section.
A Car added notification will be presented after a car segment has been successfully added to the Request, as shown in the following example.
Use the Add Another Car for any additional car rental(s) required for the Request. Continue with the Request once all required car rental(s) have been included.
If a car segment is added and needs to be modified, the Edit or Remove option directly below the car segment should be used before submitting the completed Request form.
Additional Booking Details
This section should be used to provide supplementary Trip information to the approver and/or the travel consultant. This could include details about the specific flight(s), extra baggage, as well as preferred hotel or car rental special equipment (e.g. Satellite Navigation), required in the Request.
Details about a specific city or airport location(s) that may have been unable to have been precisely found for flight, hotel and/or car segments included in the Request should be added here.
While the information contained here is for reference only, it is designed to assist in minimising or avoiding delays with the Request’s approval and/or processing by a travel consultant, as seen in the following example.
Once all the required Trip Component(s) and any Additional Booking Details relating to the trip Request are correct and complete, select Continue.
Once a Request has been submitted, it cannot be amended. Use the Back & Edit option if any saved segment needs to be edited or deleted, before submitting, otherwise select Continue to proceed.
Domestic Trip
The following example is a Request for a Domestic Trip.
In this example, the user (traveller) requires an Approver to be selected.
Once the necessary Approver information has been selected or provided, select Request Booking Approval to continue.
International Trip
The following example is a Request for an International Trip.
If enabled, a Visa Check will be performed for the country(ies) to be visited
Any travel alerts and warnings applicable to the flight(s) selected will be presented. Once the information has been reviewed and accepted, select Continue to proceed. Discover more about Care - here.
As seen in the following example, Approval is not required in this instance.
Discover more about Approvals - here.