CWTSatoTravel Online Booking Engine
(GetThere 6.35)
User Guide for
Sabre connected Agencies
CWTSatoTravel Online Booking Engine (GetThere) User Guide
GetThere 6.3.5
TABLE OF CONTENTS
INTRODUCTION ............................................................................................................................................ 3
LOG IN ........................................................................................................................................................ 4
SELECT TRIP DETAILS PAGE ........................................................................................................................ 5
ENTERING TRIP DETAILS ............................................................................................................................. 6
Selecting Flights ................................................................................................................................... 7
SELECTING A RENTAL CAR ........................................................................................................................ 12
Selecting an On-Airport Rental Car .................................................................................................... 12
Selecting a City Location (Off-Airport) Rental Car ............................................................................. 17
SELECTING A HOTEL ................................................................................................................................. 22
Search for Hotel by Negotiated Properties (FedRooms) .................................................................... 23
Search for a Hotel by Address or City ................................................................................................ 23
Search for a Hotel Near an Airport ..................................................................................................... 24
Search for a Hotel by Reference Point ............................................................................................... 24
Completing the Hotel Search and Selecting Room Type ................................................................... 26
ADDING CAR OR HOTEL IN A MULTI-CITY ITINERARY ................................................................................... 30
REVIEWING AND COMPLETING THE RESERVATION ...................................................................................... 31
Reviewing Trip Details ........................................................................................................................ 31
Completing the Reservation ............................................................................................................... 33
UPDATING GETTHERE© PROFILE INFORMATION ......................................................................................... 39
MENU BAR ................................................................................................................................................ 40
Home .................................................................................................................................................. 40
Trip ..................................................................................................................................................... 40
Profile ................................................................................................................................................. 41
PROFILE SETTINGS ................................................................................................................................... 42
Personal Information .......................................................................................................................... 42
Charge Card ....................................................................................................................................... 44
Email Settings ..................................................................................................................................... 46
Display Preferences ........................................................................................................................... 47
TRAVEL PREFERENCES ............................................................................................................................. 48
Frequent Traveler ............................................................................................................................... 48
Add Airline Frequent Flyer Membership number(s): ...................................................................................... 48
Add Car Loyalty Membership number(s): ...................................................................................................... 50
Add Hotel Loyalty Membership number(s): .................................................................................................... 51
Passport and Visas............................................................................................................................. 53
Add Passport number: ................................................................................................................................... 53
Add Visa(s): ................................................................................................................................................... 55
Flight Preferences .............................................................................................................................. 57
Add Home Airport: ......................................................................................................................................... 57
Select Seat Preference: ................................................................................................................................. 58
Select Meal Preference:................................................................................................................................. 59
Select Preferred Airlines: ............................................................................................................................... 59
Enter Special Instructions to the TMC:........................................................................................................... 60
Hotel Preferences ............................................................................................................................... 60
Add or update Hotel Preferences ................................................................................................................... 60
Car Preferences ................................................................................................................................. 62
Add or Update Car Preferences ..................................................................................................................... 62
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Introduction
This document provides instructions for the user to make reservations using the GetThere© (v 6.35) online
booking tool in the New User Interface (NUI).
Travelers and Travel Arrangers can perform the following tasks using GetThere:
Select Flights
 Select a round trip flight to a single site or one site in a multi-site travel authorization
 Select a one way trip to or from a single site or one site in a multi-site travel authorization
 Select a multi city trip to a multi-site travel authorization or to each leg of a single site visit
Add Rental Car(s)
 Add rental car(s) using an on-airport rental car agency
 Add a rental car(s) using an off-airport rental car agency
Add and Book Hotel(s)
 Book hotel(s) by searching for its proximity to a specific airport location
 Book hotel(s) by searching for its proximity to a specific reference point
 Book hotel(s) by searching for its proximity to a specific downtown city location
 Book hotel(s) by searching for its proximity to a specific address
 Book hotel(s) by searching for its proximity to a specific postal code
 Book hotel(s) by selecting a Negotiated property (FedRooms)
Select Seat Assignments
Provide “Out of Policy” justifications
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Log In
To access the booking engine, from the login page, enter User ID and Password and click “Log In”.
Note: Both the User ID and Password are case sensitive.
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Select Trip Details Page
You can book round-trip, one way, and multi-destination itineraries using the GetThere OBE. Information
that is defined in the traveler’s GetThere© user profile is retrieved and will be populated in any applicable
fields, i.e., frequent flyer numbers. If the GetThere© user profile has not been entered, or is incorrect, the
user has the opportunity to add or modify this information in the Passenger Information section when
completing the reservation.
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Entering Trip Details
To create your trip, from the “Begin Search” page,
1.
2.
3.
4.
Click in the applicable checkbox to search “Flight”, “Hotel” or “Car”;
Click the applicable radio button if the trip is “Roundtrip”, “One-way” or “Multi-destination”.
Enter “From” and “To” airport codes, or if not known, enter the city.
Enter the “Departure” and ”Return” dates.
When entering the dates, the calendar will pop-up
and user can either type in the date, or click on
the corresponding date from the calendar.
Click on Additional Search Options
to expand this selection to select
Cabin Class, Fare type or Preferred
Airlines.
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Available Fare types for
selection will vary by
Agency Travel Policy.
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Selecting Flights
The process for selecting one way, round trip, and multi-city flights is essentially the same. Once the trip
details have been entered on the “Select Trip Details” page, click the “Begin Search” button.
The system will start searching for flights within the parameters set up by the Agency.
1. Once the search is complete, the Available Flights window appears.
Note: An American flag will appear for those flights that are government contract carriers (not fares), or
their approved code share partners.
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3.
There are three “Select” buttons displayed in the “Price’ column. Choose the desired flight and
fare type by clicking on one of the following buttons:
a. “Select – CA” = capacity controlled government contract city pair fare.
b. “Select YCA” = unrestricted government contract city pair fare
c. “Select” = lowest possible fare, based on availability, which may include restricted or
penalty fares (depending on your Agency’s policy)
4. View available seats prior to selecting the flight.
5. Legend for icons and city pair fare (contract), to include mouse-over definitions.
6. If a round-trip or a multi-city trip is specified, GetThere© will display the next Available Flights
window for these additional cities. Continue to select flights as necessary by clicking the fare
button (i.e., Select –CA , Select YCA or Select) next to the desired flight.
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7. Upon selecting the final flight segment, the tool will search for the lowest available fare for the
flights originally requested, as well as any other lower fares (these may be on contract and/or
non-contract carriers). A window will appear informing you that lower-priced options are being
calculated.
NOTE: The system will search for lower fares in at alternate airports in those cities served by multiple
airports (i.e., New York, Washington, Los Angeles, Chicago, etc.).
8. When fares have been found, they will display on an ‘Itinerary, Price and Alternatives’ page. If
you do not want any of the lower-priced flight options, click the green “Select” button in the
Original Selection section to choose that itinerary.
9. - or If lower-priced flight options are found within the parameters selected by the Agency (e.g.,
alternate airports in cities serviced by multiple airports), the Itinerary, Price and Alternatives
window will appear. Click the green “Select” button in the Itinerary, Price and Alternatives
section to the right of the preferred itinerary.
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The Reserve Seats window will appear, including a layout of a generic airplane cabin. This feature
allows the traveler to request a seat; however, actual seat assignments are at the discretion of the airline.
Note: If the airline does not allow pre-reserved seating, e.g. Southwest Airlines or AirTran, the
system will display a page that advises “At this time you cannot select seats for this flight. To
continue, click the “Reserve Seats button”
Tip: You may click “Skip Seat Selection” if you do not wish to select specific seats for your flights (if
there is a seat preference in the user profile, the system will default to the best available seat). Selecting
“Skip Seat Selection” will skip this step for all remaining flights.
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10. Click an available (green) or premium (blue) seat to select it. The seat number appears in the
Seat field.
Note: Premium seats require specific frequent flyer status with an airline. If you select a premium seat, a
qualified frequent flyer number must be in the profile or be entered in the Passenger Information window
when it appears (see step 12).
11. Click the ‘Reserve Seat Selection” button and repeat step 9 for any other flight legs on this
itinerary.
The Review Trip window appears with your selections if you selected Flight only.
- or The Hotel Search window appears if you selected Flight and Hotel or Flight, Hotel and Car.
- or The Car Search window appears if you selected Flight and Car.
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Selecting a Rental Car
You can book a rental car from a car rental agency located on or off the airport grounds using the
GetThere© OBE. Information defined in your GetThere© user profile is retrieved and will be populated in
any applicable fields. You may modify or enter rental car information not defined in your GetThere© user
profile during the booking process.
Note: If the traveler is booking cars at multiple stops, the car search will appear automatically for the first
city only. The traveler must use the “Add” feature on the Review Trip page (refer to page 30) to add
rental cars in additional cities.
Selecting an On-Airport Rental Car
To select an on-airport rental car using the GetThere© OBE:
1. Whether you are booking a round trip, one way or multi-city flight and car, the Car Search window
will automatically appear after you have completed defining your flight information.
- or If you are booking a hotel and car or flight, hotel and car, the Car Search window will
automatically appear after you have completed defining your hotel information.
Note: The search window defaults to “At an Airport”. The pick-up and drop-off locations are prepopulated according to the city in which the rental car is being reserved. The pick-up and drop-off dates
are pre-populated with the flight dates and arrival and departure times. The Agency policy determines the
default car size.
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2. Select “At the airport” radio button, if not already defaulted, in the “Where do you want to pick
up the car?” field.
3. To change the Pick-up or Drop-off airport or city code from what has been defaulted, enter the 3
letter code in the corresponding field.
- or –
If the airport code is not known, click on the “Find Airport/City” link to find the code.
4. If necessary, change the “Pick Up” and/or “Drop-off” date(s) and time field(s).
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5. To change the car size, click on the arrow to display the Car Size drop-down list.
Note: Available car sizes depend on Agency policy. That is, not all car sizes are available to all
agencies.
6. To change the transmission type or number of doors, click the radio button on the type of
transmission or number of doors.
Note: Available options depend on Agency policy. That is, not all options are available to all
agencies.
7. Optional – If you have special requests (e.g., non-smoking car, navigation system, snow chains,
etc.), select the special equipment request check-box. Click on the check-box again to de-select.
Note: Your Agency must have selected to turn on this option. If this is not displayed, you may make
a special request to the TMC, however, this will increase the transaction fee.
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8. Click the Search Cars button. A processing window appears which may (depending on Agency
Travel Policy) advise travelers that he/she must choose a compact car, where available.
9. The Select a Rental Car window appears. The results can be sorted alphabetically by clicking
on “Car Rental Company” link or by price by clicking on “car type” link (“compact”, in this
example).
10. Click on the price hyperlink of the car you want to select.
11. If you search for a car size that is larger than Agency policy, the “out of policy” icons will be
displayed on the Select a rental page.
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If the out-of-policy car is selected, the Out of Policy window will display next and a justification
code must be selected. Click “Continue with Reservation” to continue.
12. The Review Trip Details window appears. From this page, the user may elect to “Modify this car”
or “Remove this car”. See Reviewing and Completing Reservations section to complete the
reservation.
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Selecting a City Location (Off-Airport) Rental Car
Select an off-airport rental car using the GetThere© OBE:
1. Whether you are booking a round trip, one way or multi-city flight and car, the Car Search
window will automatically appear after you have completed defining your flight information.
- or If you are booking a hotel and car or flight, hotel and car, the Car Search window will
automatically appear after you have completed defining your hotel information.
Note: The search window defaults to “At an Airport”.
2. Select “At a City Location” radio button, if not already defaulted, in the Where do you want to
pick up the car?” field.
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3. To change the Pick-up or Drop-off airport or city code from what has been defaulted, enter the 3
letter code in the corresponding field.
- or –
If the airport code is not known, click on the “Find Airport/City” to find the code.
4. Select the “Car Rental Company”.
5. If necessary, change the “Pick Up” and/or “Drop-off” date(s) and time field(s).
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6. To change the car size, click on the arrow to display the Car Size drop-down list.
7. To change the transmission type or number of doors, click the radio button on the type of
transmission or number of doors.
8. Optional – If you have special requests (e.g., non-smoking car, navigation system, snow chains,
etc.), select the special equipment request check-box. Click on the check-box again to de-select.
Note: Your Agency must have selected to turn on this option. If this is not displayed, you may make a
special request to the TMC, however, this will increase the transaction fee.
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9. Click the Search Cars button. A processing window appears which may (depending on Agency
Travel Policy) advise travelers that he/she must choose a compact car, where available.
10. The Select a Rental Car window appears with a listing of all the city (Off-airport) locations.
11. Click the “Select” button of the desired location. A processing window appears.
12. Click on the price hyperlink or “Skip Car Search”.
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If the out-of-policy car is selected, the Out of Policy window will display next and a justification
code must be selected. Click “Continue with Reservation” to continue.
13. The Review Trip Details window appears. From this page, the user may elect to “Modify this car”
or “Remove this car”. See Reviewing and Completing Reservations section to complete the
reservation.
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Selecting a Hotel
A hotel room can be booked separately or in conjunction with air and/or a rental car using the OBE. Hotel
profile information entered in the user profile is pre-populated (e.g., hotel loyalty number) when booking
the hotel room in the OBE. Information not entered in the profile or incorrect profile information may be
entered or modified in the Traveler Information section when completing the reservation.
Hotels can be searched:
 Negotiated Properties – FedRooms (formerly known as FPLP), the GSA’s Governmentwide lodging program, is FEMA compliant for safety issues, and offers commercial properties
at or below per diem. For more information, visit www.fedrooms.com.
 Address or postal code
 Near an Airport – its proximity to an airport in the United States.
 Reference point – a location designated by the Agency, (i.e., regional office) or a popular
location, (i.e., convention center).
Note: A government-issued travel charge card (IBA) or a personal credit card (PCC) is required to book
a hotel either using the OBE or a TMC agent. A Centrally Billed Account (CBA) may NOT be used for this
purpose.
When reserving a hotel room in conjunction with a round trip, one way or multi-city flight(s), the Hotel
Search window will automatically appear after the Reserve Seats phase of the process. The default
search page is “Negotiated Properties”.
Note: If the traveler is booking hotels at multiple stops, the hotel search will appear automatically for the
first city only. The traveler must use the “Add” feature on the Review Trip Details page (refer to page 30)
to add hotels in additional cities.
The next few steps will guide you through the different search criteria. Steps to complete the hotel
selection are the same, regardless of the original search parameter.
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Search for Hotel by Negotiated Properties (FedRooms)
To select a FedRooms property using the GetThere© OBE:
Select “Negotiated Properties” radio button under the “How would you like to search?” section of
the Hotel Advanced Search page if it is not defaulted to this search type.
Search for a Hotel by Address or City
To select a hotel by Address or City using the GetThere© OBE:
1. Select “Address or City” radio button under the “How would you like to search?” section of
the Hotel Advanced Search.
2. Enter address in “Street Address, City, State and Zip/Postal code”.
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Search for a Hotel Near an Airport
To select a hotel near an airport using the GetThere© OBE:
Select “Near an Airport” radio button under the “How would you like to search?” section of the
Hotel Advanced Search page. The city will be pre-populated based on flight information.
Search for a Hotel by Reference Point
To select a hotel by Agency or Popular Reference Point using the GetThere© OBE:
1.
2.
Select “Near an Airport” radio button under the “How would you like to search?” section of the
Hotel Advanced Search page.
Click on “Show company locations and other points of interest”.
3. Click on “Other Popular Locations” and select from drop-down list.
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- or –
Click on “Company Locations”´ for a location designated by the Agency.
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Completing the Hotel Search and Selecting Room Type
1. The check-in/out dates are pre-populated, but may be changed as needed.
Note: Dates may be changed by typing in the new dates in the box, or by clicking on the calendar:
2. Optional – Select the distance from the airport to search; add a part or all of the hotel name;
hotel chain; include Preferred Chains from OBE profile; or the number of hotel properties to
display per page.
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3. Optional – Select up to three special requests. Click the check-box to de-select.
4. Click on “Search Now” or “Skip Hotel Search” to skip reserving a hotel or to return to it at a
later time.
Note: Only FEMA (Federal Emergency Management Agency) approved Fire-Safe hotels will be
displayed.
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5. The hotels meeting the search criteria will be displayed. Click “Select” on the desired hotel.
FedRooms properties are identified by a star in the “preferences” box. Click on any of the links
(Amenities; Map this Property; or Cancellation Policy) for more information on the hotel property.
FedRooms (formerly known as FPLP) properties are easily identified by a white and purple star
icon in “preferences” box.
Star indicates
FedRooms
property.
Note: if the hotel is unavailable, the Select A Hotel page will re-display with an Error message.
Ex:
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6. The Hotel Details page is displayed. Scroll through the rates to select an applicable rate as there
may be State government rates displayed for which the traveler is ineligible to reserve. Select
the best Federal Government rate. Users are encouraged to book FedRooms properties
wherever possible as FedRooms offer rates at or below the per diem along with other amenities.
Click the “Select”, button.
7. The Review Trip Details window appears. From this page, the user may elect to “Modify this
hotel” or “Remove this hotel”. See Reviewing and Completing Reservations section to
complete the reservation.
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Adding Car or Hotel in a Multi-City Itinerary
When the itinerary involves more than one destination, or if traveler will be staying at different locations in a
TDY stop, the additional hotel rooms and/or cars must be added from the ”Review Trip Details” page.
Scroll to the bottom of the “Review Trip Details” page if the “Add to Your Trip” section is not visible. To
add a car or hotel, click on the drop-down arrow next to “Add”, select “a hotel room” or “a car”, click
the drop-down to select the city in which to add the car or hotel, click “Add Item”, and repeat as needed.
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Reviewing And Completing The Reservation
Reviewing Trip Details
Once the air, car, and hotel reservations have been made, the Review Trip Details page will display.
From this page, seat assignments, hotels and cars may be modified.
New! Flights may be modified or removed using the links on this page.
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Scroll down to see Hotel Details. The hotel may be modified, or removed.
Scroll down, if needed, to see the car reservation details. The car reservation may be modified or
removed.
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Scroll down, if needed to view “Review Estimated Trip Cost”
Completing the Reservation
1. Click the “Continue with Reservation” button.
2. The Traveler Information window appears. The last date to issue the ticket is displayed on this
screen, along with an overview of fare rules.
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3. If you have a special need (e.g., a wheelchair, a bassinet, etc.), choose the item from the Special
Needs drop-down list.
If you have special meal preferences, choose the type of meal you want from the Meal Requests
drop-down list.
4. Specify any frequent traveler information, if necessary, by selecting an Airline from the drop-down
list and typing in the Frequent Flyer Number in the field. If frequent flyer numbers have been
entered in the user profile, these numbers will display here and may be modified if the profile is
incorrect.
Note: Do not use spaces or punctuation marks when entering frequent flyer numbers as this may inhibit
completion of reservation and result in higher transaction fees.
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5. Click the “Continue with Reservation” button. The Estimated Trip Cost window appears.
Note: Advisories will be displayed under Company Announcements.
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6. Fill in any Delivery Address information, if not already pre-populated from the user profile.
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7.
Enter any billing information, if needed.
8. Optional: Enter additional e-mail addresses to whom to send a copy of itinerary.
*Note: Entering
anything in the
General Needs or
Special Requests
box will result in
agent intervention
which will increase
the transaction fee.
9. Optional: Enter any special requests.*
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10. Click the Purchase Trip button to complete your reservation.
- or Click the Start Over button and then click OK on the confirmation message box to return to the
home page without reserving any travel component (air, car, hotel).
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Updating GetThere© Profile Information
The GetThere© Profile home page contains two user input sections as well as a menu bar. The first
section, Profile Settings, contains links to Personal Information, Charge Card, Email Setting, and Display
Preference for the traveler. The second section, Travel Preferences, contains links to Frequent Traveler,
Passport and Visa, Flight, Hotel, and Car Preferences. Additionally, the menu bar across the top
provides quick links to Home, Trips, and Profile areas of GetThere©.
The Home link will return user to the Select Trip Details page (formerly “Begin Search” page). The Trips
link displays active, past, and cancelled trips for the traveler.
Note: All fields with a red asterisk (*) are required.
Tip: Remember to select the “Save” button after updating your selections.
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Menu Bar
Home
The Home link redirects the user to the home page. When this link is clicked, the following message will
display.
Trip
The Trips link displays active, past and cancelled trips for the traveler.
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Profile
The Profile link will return the traveler to the Profile home page when in other functional areas such as
Trips, Profile Settings or Travel Preferences.
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Profile Settings
The Profile Settings section contains the required and optional elements for a traveler in order to
complete a reservation.




Personal Information (Required)
Charge Cards (Required)
E-mail Settings (Optional)
Display Preferences (Optional)
Personal Information
The Personal Information link provides the ability to update personal information such as name,
address, email address, work, fax, and home phone numbers, expiration date reminder, additional email
addresses, travel arranger email addresses, and general request or special needs.
To add, update, or remove personal information, select the Personal Information link.
Note: The Profile area of GetThere© contains many editable fields. All fields with a red asterisk (*)
are required.
Tip: Remember to select the “Save” button after updating your selections.
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Enter or add the updated information. All fields with red asterisks are required. Upon completion, select
the “Save” button.
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Charge Card
The Charge Card link provides the ability to add, remove, or update charge card information. The
traveler has the ability to designate a particular charge card for air travel and a different charge card for
hotel reservations.
To add, update, or remove charge card information, select the Charge Cards link.
The My Charge Card section, enter information in the following fields;
 Card Nickname - Enter a name to identify the charge card.
 Card Information
 Name on Card – Name of card holder
 Expiration Date - Date the charge card expires.
 Country, Address, City, State, and Zip Code - Billing address of the card holder.
Note: All fields with a red asterisk (*) are required.
Tip: Remember to select the “Save” button after updating your selections.
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The Payment Settings provide the ability to select the charge card to automatically use for airfare
charges and hotel guarantees. After selecting the airfare charge card and hotel guarantee charge card,
click the “Save” button.
Once the charge card changes have been made, select the “Back” button to return the Profile home
page.
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Email Settings
The E-mail Setting link provides the ability add and edit email addresses. A traveler may enter up to
three alternate email addresses to include the email address of others as well the traveler’s primary email
address. Itineraries will be emailed to all email addresses.
To add, update, or remove email addresses, select E-mail Setting link.
Note: All fields with a red asterisk (*) are required.
In the My E-mail Address field, enter the traveler’s primary email address. In the e-mail address fields,
enter alternate email addresses or the email address of others who should receive the traveler’s itinerary.
After entering the email addresses, select the “Save” button. Once the email changes have been saved,
select the “Back” button to return the Profile home page.
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Display Preferences
The Display Preferences link provides the ability to set the time display to regular time or military time.
To change the time display, select the Display Preferences link.
In the Time Format field, select 12 Hour Clock or 24 Hour Clock.
After selecting the Time Format, select the “Save” button. Once changes to the Display Preferences
have been saved, select the “Back” button to return the Profile home page.
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Travel Preferences
The Travel Preferences section contains the optional elements for a traveler that enhances a traveler’s
experience.
 Frequent Traveler Number(s)
 Passport and Visa(s)
 Flight Preference(s)
 Hotel Preference(s)
 Car Preference(s)
Frequent Traveler
The Frequent Traveler link provides the ability to add, modify, or remove frequent flyer, rail, hotel, and
car loyalty programs.
To add, modify, or remove frequent flyer and loyalty programs, select the “Frequent Traveler” link.
Add Airline Frequent Flyer Membership number(s):
Note: Travelers may add up to six Frequent Flyer membership numbers. Please do not include Frequent
Flyer numbers for Southwest Airlines, JetBlue or AirTran as this will inhibit completion of the reservation.
1. In the My Frequent Traveler Programs section, select the “Add Frequent Traveler Program”
button.
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2. Select the down arrow from the Program Type and select “Airline”.
1. 3. In the Vendor field, select the down arrow to locate the airline from the drop-down list.
Typing the first letter of the vendor will display all vendors beginning with that letter.
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4. In the Account Number field, enter the traveler’s frequent flyer account number, then click
“Save”.
Add Car Loyalty Membership number(s):
Note: Travelers may add up to six Car Loyalty membership numbers.
2.
In the Add a Frequent Traveler Program, select the down arrow from the Program Type and
select “Rental Car Company”.
3. In the Vendor field, click the down arrow to locate the rental car company. Typing the first letter
of the vendor will display all vendors beginning with that letter.
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4.
In the Account Number field, enter the traveler’s rental car loyalty account number, and click on
the “Save” button.
Add Hotel Loyalty Membership number(s):
Note: Travelers may add up to six Hotel Loyalty membership numbers.
1.
In the Add a Frequent Traveler Program section, select the down arrow from the “Program
Type” and select Hotel Chain.
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2.
In the Vendor field, click the down arrow to locate the hotel chain. Typing the first letter of the
hotel name will display all hotels beginning with that letter.
3.
In the Account Number field, enter the traveler’s hotel loyalty account number, after completing
all fields, select the “Save” button.
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Passport and Visas
The Passport and Visas link provides the ability to add, modify, or remove passport and travel visa
information.
To add or update Passport and Visa information, select the “Passport and Visa” link.
Add Passport number:
1.
In the My Travel Documents section, select the “Add Travel Document” button.
2.
Select the down arrow from the Document Type and select Passport.
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3.
In the Country field, select the down arrow to locate the Passport issuing country.
4.
In the Number field, enter the traveler’s Passport number, in the Expiration Date field, enter the
Passport expiration date, then click on “Save”.
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Add Visa(s):
Note: Travelers may add up to three Visa numbers.
1.
In the My Travel Documents section, select the “Add Travel Document” button.
2.
Select the down arrow from the Document Type and select Passport.
3.
In the Country field, select the down arrow to locate the issuing country for the visa.
4.
In the Number field, enter the visa number, in the Expiration Date field, enter the visa expiration
date, then click on “Save”.
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Flight Preferences
The Flight Preferences link provides the ability to enter the traveler’s preferences while flying, such as
seat assignment or special meal requirements.
To add or update Flight Preferences, select the “Flight Preferences” link:
Add Home Airport:
1.
Enter the three letter airport code in the Home Airport field, or if not known, select the “Find
City/Airport” link.
2.
After selecting the Find City/Airport link, a new window will appear. In the Airport Locator
window, select to search by city name or airport name and enter either the city or airport name
and select the “Search” button.
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3.
From the airport locations provided, click the “Select” button for the traveler’s airport.
4.
After selecting the Home Airport, the screen will close and return to the My Flight Preferences
screen.
Select Seat Preference:
1.
In the Seat Preferences field, use the down arrow to select Window or Aisle. Select the Show
detailed seat availability information box to display premium seats if they are available.
Proper frequent flyer status is required to confirm these seats.
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Select Meal Preference:
1.
In the Meal Preferences field, use the down arrow to select from a drop down list of the special
meals offered by airlines on flights where meals are provided.
Select Preferred Airlines:
Note: The selection of preferred carriers will not override the display of contract carriers if they exist in the
requested market.
1. In the Preferred Airlines field, use the down arrow to select preferred airlines. Typing the first
letter of the vendor will display all vendors beginning with that letter.
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Enter Special Instructions to the TMC:
1.
In the Special Instructions field, enter additional instructions if necessary. If special instructions
are entered, additional fees will apply as this will require agent intervention. After completing all
fields, select the Save button.
Hotel Preferences
The Hotel Preference link provides the ability to select preferred hotel chains, room type and location, as
well as special instructions.
Add or update Hotel Preferences
1. Select the Hotel Preferences link.
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2. In the Preferred Chains field, use the down arrow to select the preferred hotel chains.
3. In the Special Requests field, use the down arrow to select preferred room type and location.
4. In the Special Instructions field, enter additional instructions if necessary. If special instructions
are entered, additional fees will apply as this will require agent intervention.
5. After completing all fields, select the “Save” button.
5.
After selecting save, the My Hotel Preferences section will display current hotel preferences.
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Car Preferences
The Car Preferences link provides the ability to select car type, special requests such as navigational
system, and other special equipment.
Add or Update Car Preferences
1. Select the Car Preferences link.
2. In the Car Type field, use the down arrow to select car size and transmission type.
3. In the Special Requests field, use the down arrow to select preferred rental car accessories.
Note: Your Agency must have selected to turn on this option. If this is not displayed, you may make
a special request to the TMC, however, this will increase the transaction fee.
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4. In the Special Instructions field, enter additional instructions if necessary. If special instructions
are entered, additional fees will apply as this will require agent intervention.
After completing all fields, select the “Save” button.
5. After selecting save, the My Car Preferences section will display current car preferences.
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