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From constant industry changes to travelers migrating to non-corporate sponsored Internet booking sites, travel management is not what it used to be. Hundreds of emerging technologies and even more questions about which to choose leaves business travel planners frazzled. Below are answers to the most frequently asked questions we receive. Should you have others, please contact CorpTrav.
Q. Will the system automatically upgrade me if I am a frequent flyer with an airline?A. No. You should place this request in the special request box.
Q. I have asked for my preferred airline, but it does not display in the flight availability.A. It maybe the company's policy to accept the lowest available fare regardless of the airline. Therefore, the system may be configured to display flights priced lowest to highest first, regardless of airline preference. If your preferred airline's flight is displayed in the availability, it will be the first choice given. If your airline does not show in the display, use the browser back button and request more flights per leg on the Flight Availability page.
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Q. What are the company preferred hotels?A. If there are company preferred hotels in a city, the hotels will always appear at the top of the display and will be highlighted with a star (*).
Q. My hotel reservation does not show a confirmation number.A. Most hotels will provide a confirmation number immediately, however, your hotel may be on request. When your reservation is sent to CorpTrav, a corporate travel specialist will verify that your hotel reservation is confirmed.
Q. I am unable to find the hotel I want at my destination.A. The hotel may be sold out. You may either pick another hotel or enter your preferred hotel under ‘special requests.’ The CorpTrav corporate travel specialist will check availability directly with the hotel.
Q. Is my credit card and personal information secure?A. Yes. The data is transferred through a dedicated line to the vendor. Additionally, all data is encrypted using SSL encryption.
Q. Can I rent a car with a company other than company preferred vendors?A. Your company may have car agreements with several car rental vendors. The company saves money when you book with the contracted vendor. In some cases, your rate may include insurance.
Q. I forgot my password. What do I do?A. In your browser, go to the login page. Click Password? and enter your user name. Click Continue.
Q. Will my password expire?A. No.
Q. How do I display a booking that I have already made?A. Click My Trips to display reservations you have already made.
Q. If a CorpTrav corporate travel specialist creates a reservation for me, will I be able to see it on-line?A. Not at this time.
Q. How do I know CorpTrav received my reservation?A. Once you have completed and ended your reservation, the final screen will give you important confirmation numbers needed for any changes you might make directly with the hotel and/or car rental companies. On the same screen, the system provides the record locator that is needed for CorpTrav to make any changes to a booked reservation. You will also receive an e-mail confirmation directly from the system. The itinerary is automatically updated in the reservation system at CorpTrav at the same time. If you have not received your ticket within the normal time frame, please contact CorpTrav.
Q. When is my reservation ticketed if I book on-line?A. After you have booked your itinerary on-line, it is automatically sent to CorpTrav. Once the reservation undergoes quality control checks, it is issued, unless otherwise noted. Please note any penalty restrictions that may apply to your ticket.
You will receive your ticket in the standard time frame as you would if you called the corporate travel specialist over the phone. If you need your ticket delivered in a special time frame, please indicate so in the ‘delivery remarks’ area.
Q. Is my airfare guaranteed after completing a reservation?A. The system will save the lowest fare at the time your itinerary was priced. Your airfare is not guaranteed until the ticket has been issued. The process is the same as if you had called CorpTrav for the reservation.
Q. What if I need to make changes to my itinerary?A. If your reservation has not been ticketed, you may make a change to the car and hotel portion of your itinerary. You can find your reservation under ‘My Trips.’ If your reservation has been ticketed, you must contact CorpTrav directly to make any changes.
Q. How do I handle refunds?A. Return any unused tickets to CorpTrav. If you have requested an electronic ticket, it is critical to advise CorpTrav to refund this. A CorpTrav corporate travel specialist will determine the amount of refund due on the ticket and submit a credit to your credit card. If the ticket is non-CorpTrav, CorpTrav will keep it on file for future use. It will be documented in your travel profile that you have an unused ticket.
Q. How will I know if I have an unused non-refundable ticket on file that can be exchanged for a new ticket?A. Please keep a record of your unused non-refundable tickets. You can apply unused non-refundable tickets by selecting the radio button on the review itinerary screen.
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Q. How will I know if I need to call a CorpTrav corporate travel specialist?A. You can contact CorpTrav any time you need assistance.
Q. Can I still call CorpTrav to make reservations?A. Yes, you can call at any time for any reservation. You will still need to call for the following types of reservations as they currently cannot be booked on-line with GetThere: business that involves a personal portion, extensive international trips, and non-employee travel. Please keep in mind that the on-line system will lower the company's travel arrangement cost, so please use this GetThere as often as possible.
Q. How do I know which are the company preferred airlines, hotels, and car rental companies?A. The most preferred airlines and hotels are identified with a * (star). You should choose the preferred suppliers or lower-cost options to meet your business travel needs.
Airline Upgrades
Q. I have asked for my preferred airline, but it does not display in the flight availability.A. It may be the company's policy to accept the lowest available fare regardless of the airline. Therefore, the system may be configured to display flights priced lowest to highest first, regardless of airline preference. If your preferred airline's flight is displayed in the availability, it will be the first choice given. If your airline does not show in the display, use the browser back button and request more flights per leg on the Flight Availability page.
Q. How do I update my travel profile?A. Select the update radio button after click here.
Q. I have updated my travel profile information. Do I have to call CorpTrav to provide them with the same information?A. No. An email is generated when you update your User Profile to notify CorpTrav of your changes.
Q. I am a business travel planner. How can I update the profile of the person I am planning a trip?A. You can only update the user profile for the user you are signed in as. If you need to update the user profile for your traveler, you must obtain his or her permission to log on as that user.
Q. I am a business travel planner. How do I make travel arrangements for one of my clients?A. First, make sure the traveler has selected you as his or her business travel planner. Then when you log on as yourself, you will be able to make travel arrangements for that person.
Q. How do I access seat maps?A. Once your flight choices have been made, scroll down to the bottom of the itinerary and click Choose Your Seat. Notice the top of the seat map displays a key for the seat types.
Q. What if there are no seats available to assign?A. The airline blocks a certain percentage of seats for airport check-in. You may still hold a reservation on the flight, but you will have to request your seat assignment at the airport.