Getting Started with
Travel Leaders
Minnesota State Colleges and Universities
Travel Program
Please Note: View this document in powerpoint slide show mode to
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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: ecommerce@travelleaders.com
Phone: 866-502-1926
Assistance Available: 7:00am – 8:00pm CST (Monday-Friday)
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 Started on the travel portal.
Page 3
MNSCU TRAVEL PORTAL
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
Travel Leaders Business Travel Center:
460 Waverly Road, Holland, Michigan 49423
Hours of Operation: 7:00am – 7:00pm CST Monday-Friday
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
Dedicated Toll Free Number for MNSCU:
800-215-2762
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).
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.
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.
After-Hours Toll Free Number: 800-215-2762
Dedicated MNSCU Travel Portal
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
Travel Leaders has developed a Corporate Travel Portal
for MNSCU. This is a ‘one-stop shopping page’ for all
travel related information.
information relating to the activation e-mail process, refer to
page 5)
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
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
 FAQ and Resources dedicated to MNSCU reference
materials
6) Use your unique user name and password you created
during the activation process when returning to this site.
your travel profile refer to page 6)
Click to download detailed instructions for How to
Get Started on the travel portal.
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
Vacation Travel for Employees
eCommerce Online Support Team
T
L
V
C
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: ecommerce@travelleaders.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 ecommerce@travelleaders.com
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: mmiller@travelleaders.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
 Arrival and departure manifests
budget development
 Hotel inventory management and rooming
 Hotel and destination information
lists
 Site inspections
 Meeting room setup
 Negotiation and contracting for air, hotel,
 Food and beverage planning
and ground transportation
 Customized daily itineraries
 Customized online meeting and activity
 Coordination of off-site venues and events
registration
 Planning, procurement, and deployment of
 Dedicated reservations and service team
signage
 Attendee confirmations via email, fax, or mail
 Meet and greet services
 Airline reservations and ticketing
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 – judyo@travelleaders.com, 952-767-6551
Page 7
Travel Leaders-Service Fee Outline for
MNSCU Travel Program
Please note-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.
Reservations made with a Travel Leaders Agent
 Domestic Airline Ticket Service Fee: $20.00
 International Airline Ticket Service Fee: $22.00
 Car Rental or Hotel Reservation only (no Airfare booked) Service Fee: $10.00
 Rail Reservation Service Fee: $20.00
Reservations made using the Compass Online Booking Tool
 Online Domestic or International Airline Ticket Service Fee: $6.00
 Online Car Rental or Hotel Reservation only (no Airfare booked) Service Fee: $0.00
 Online Rail Reservation Service Fee: $6.00
Agent Assistance Fees (if a traveler books a reservation using the Compass Online Booking Tool and
makes a request for an agent to change or complete the booking a higher transaction fee will be incurred.)
 Agent Assistance with Online Domestic or International Airline Ticket: $20.00
 Agent Assistance with a Car Rental or Hotel Reservation only (no Airfare): $14.00
Exchanges
 To Process an Exchange for an Airline Ticket, Travel Leaders Charges: $20.00 Per
Transaction.(All Changes to Airline Reservations should be made with a Travel Leaders Agent).
After-Hours Emergency Center
Travel Leaders 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.
 If a Traveler contacts an After-Hours Emergency Center Agent for Assistance, a fee of $20.00
Per Call will be charged in addition to any fees charged for a ticketed Reservation.
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, ecommerce@travelleaders.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.
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