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Online Booking Tool Procedures Version 1.0
April 2020
OMES: Online Booking Tool Procedures
OMES | Online Booking Tool Procedures 2
Table of Contents
1. State Travel Office ................................................................................................... 3
2. Travel management company................................................................................. 3
3. Online booking tool ................................................................................................. 3
3.1 Journey House fees ............................................................................................... 3
3.2 Traveler and travel arranger OBT setup ............................................................... 4
3.3 Travel request flow ................................................................................................. 5
3.4 Holding a ticket in the OBT .................................................................................... 5
3.5 OBT use and training ............................................................................................. 5
4. Airfare ....................................................................................................................... 6
5. Lodging ..................................................................................................................... 6
6. Documentation ......................................................................................................... 6
7. Statewide Accounting Manual ................................................................................ 7
Appendix A .................................................................................................................... 8
OMES: Online Booking Tool Procedures
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1. State Travel Office
As part of OMES Central Accounting and Reporting, the State Travel Office:
• Sets travel procedures based on statutory and accounting requirements.
• Manages the contract with the state’s travel management company.
• Assists agencies with the online booking tool.
• Audits travel claims for compliance with statutes and policies.
2. Travel management company
OMES Central Purchasing is authorized to award a statewide contract for state travel services. This statewide contract is not mandatory and agencies may use a travel agent of their choice.
Under the statewide contract for travel services, the TMC provides an online booking tool that incorporates discounted American Airlines rates into the flight comparisons. The online booking tool is also less expensive than calling a travel agent.
Journey House Travel is the current contracted TMC. To reach the State of Oklahoma’s assigned dedicated agent team, call 405-463-5800 or toll-free 800-583-1455, or email [email protected].
Booking air travel by calling the agent team will incur a higher charge than using the online booking tool. Refer to Section 3.1 for rates.
3. Online booking tool
The OBT provides:
• Increased visibility of employees on state business.
• Streamlined booking and administrative processes.
• Reduction of each agency’s travel costs through savings in travel agent fees. Refer to Section 3.1.
• Tracking of unused tickets.
Bookings through the OBT must be paid with credit card or state P-card.
The State Travel Office has a PowerPoint training tool that provides instructions for utilizing the OBT. Agencies may email [email protected] with questions.
3.1 Journey House fees
Online booking:
OMES: Online Booking Tool Procedures
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• $9 airline tickets (issued or exchanged).
• $7 hotel or car only booking.
• $0 voids within 24 hours (any agency fee on the same invoice is also voided).
• $0 help/call from in-house Concur expert.
Full-service reservations with live agent/24 hour service:
• $25 airline tickets domestic (issued or exchanged).
• $25 airline tickets international (issued or exchanged).
• $0 hotel or car only booking.
• $0 voids within 24 hours (any agency fee on the same invoice is also voided).
3.2 Traveler and travel arranger OBT setup
Travel shall be purchased through either a designated travel arranger or by the traveler.
Travel arrangers, as well as travelers who are state employees, must have a complete profile in the OBT to book airfare through the OBT. To set up a profile in the OBT:
• Complete the Traveler Information Form, which is available on the OMES website at omes.ok.gov/sites/g/files/gmc316/f/TravelerInformationForm.pdf.
• Email the completed form to the State Travel Office at [email protected], where the traveler is added to the OBT.
The TCM travel agent will access traveler information within the OBT if booking airfare on behalf of the traveler.
Authorized nonemployees may be booked in the OBT as guests and will not have a profile. Guest traveler information will be entered directly by the travel arrangers.
The name used in the OBT profile must exactly match the traveler’s name on the photo ID they plan to present at the airport. The full name as it appears on their photo ID must be provided when making airline reservations through the travel agent.
If a personal credit card is used for booking travel, the traveler must also be set up in the state vendor file in order to file a claim for reimbursement.
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Bookings should be handled by either the traveler or a designated travel arranger. The travel arranger shall be issued a P-card in the arranger’s name to book lodging and airfare on behalf of the state entity. It is recommended travel P-cards be restricted to designated travel arrangers.
However, agencies may request P-cards be issued to frequent travelers, when appropriate. If the traveler is issued a P-card, the card shall be placed in a travel spend profile by the agency P-card administrator.
OMES P-card training is required before issuance of a P-card. See Section 4 of the State P-card Procedures for training requirements.
3.3 Travel request flow
A typical travel request consists of the following steps:
• Agency travel is planned and approved internally according to agency procedures and policies.
• The traveler or travel arranger accesses the OBT, confirms the profile is accurate and complete, and makes airline and optional car rental reservations.
• Payment is made by state-authorized purchase card or the employee’s personal credit/debit card.
• If utilizing a personal card, charges are submitted on the travel claim (OMES Form 19) for reimbursement through the agency voucher process. OMES Form 19 is available at omes.ok.gov/services/accounting-reporting/car-forms.
3.4 Holding a ticket in the OBT
If utilizing the online booking tool for airfare purchases, the travel arranger may enter their P-card number into the traveler’s profile to enable the traveler to put a ticket on hold for completion by the travel arranger or for the traveler to purchase the ticket without holding it.
The travel arranger’s email address and card number must be in the traveler’s profile before the beginning of the booking process so the required trip documentation is received by the travel arranger and the P-card is charged for the ticket. If the traveler is not a frequent traveler, the card number should be removed after the completion of the purchase (once the airfare purchase appears on the authorization log in Works). The card number in the profile at the beginning of the booking process is the card that will be charged for the ticket. The card number cannot be switched during the booking process.
3.5 OBT use and training
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Travelers and travel arrangers should be trained on the OBT before using it. If the agency does not provide the training the State Travel Office has a PowerPoint training tool providing instructions for utilizing the OBT. As stated above, OMES P-card training is required since the P-card is normally used.
4. Airfare
Airfare must be purchased at the most economical cost for a reasonable flight. Flight times may be taken into consideration when choosing the flight. Airfare booked with a P-card is limited to $5,000 per employee per transaction. Multiple tickets purchased and paid in a single transaction may not exceed the $5,000 single transaction limit.
For travel itineraries that are changed and flights not canceled according to airline policy before the scheduled departure date and time, or changes that are not communicated to the travel arranger in time to meet the airlines cancelation deadline, the traveler will be required to reimburse the agency if the flight was originally paid by P-card, unless justifiable cause is documented and approved by the agency director. If airfare is charged to an agency travel arranger’s card, all ticket changes shall go through the travel arranger.
5. Lodging
The OBT is available for lodging purchases for state employees or authorized nonstate personnel (not contract suppliers) when traveling on official business. Use is optional and is not recommended for in-state lodging because of potential sales tax issues.
The traveler or agency travel arranger shall verify that the lodging establishment and price is in compliance with the STRA and the Statewide Accounting Manual. In general, lodging rates may not exceed the GSA published lodging rates unless using a designated hotel.
The previous OMES Form CP 035 for the special in-state lodging exception has been revised as OMES Form 19E – In-State Lodging Rate Exception, and can be used when in-state lodging at the GSA rate is not available and advance approval is being requested for a rate not to exceed 150% of GSA rate. The form is available at omes.ok.gov/services/accounting-reporting/car-forms. The signed form must be sent to the State Travel Office – Transaction Processing by emailing it to [email protected] or faxed to 405-521-3383.
6. Documentation
The P-card holder shall retain all transaction documentation for reconciliation at the end of the P-card cycle. A separate invoice for the agent fee is not necessary as long as both the ticket fees and the agent fees are listed on the invoice. If the traveler pays the fee and seeks reimbursement, this documentation must be with voucher.
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7. Statewide Accounting Manual
For additional travel related information and procedures, refer to Chapter 10 of the Statewide Accounting Manual or email [email protected].
Journey House contacts
Travel consultants Traver Hulse – 405-463-5873 or [email protected] Robert Scoles – 405-463-5871 or [email protected] Shanna Tigner – 405-463-5823 or [email protected] Concur liason Kate Sebrant – 405-463-5883 or [email protected] Managers Marta Valle, Office Manager Oklahoma City – 405-463-5826 or [email protected] Donna Powers, Office Manager Tulsa – 405-463-5881 or [email protected] Teresa Wilds, Vice President – 405-463-5808 or [email protected] Jennifer Burris, Accounting Manager – 405-463-5831 or [email protected]
Appendix A
How to book a trip with Concur
By OMES Travel Office
Appendix A
OMES website – omes.ok.gov
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Travel info. under Central Accounting & Reporting
OMES homepage Services Central Accounting & Reporting Resources
Services
Travel
3
You can also find the Traveler Information Form and other travel resources.
On the Travel page, you can enter the OBT/Concur website.
Travel webpage
Takes you to Concur (OBT)
website. The form to add or updates travelers.
4
Traveler Information Form
Note: Any employees with the state prior to 2014 should have a skeleton profile in Concur.
Complete this form for new travelers and to update travelers’ information.
Every field in the top row must be completed.
Enter information such as TSA Precheck number,
name change, etc.
Middle name mustmatch ID.
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This page also provides additional travel resources and travel contact information.
Travel webpage, continued
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Concur webpage – concursolutions.com
Username: employee emailPassword: employee ID
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If there are any red half or whole moons, call Journey House to book the ticket.
Journey House will charge the OBT rate (i.e., $9).
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This should be your homepage view.
Precheck
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For you:
Guest:A non-Oklahoma
state employee, who is traveling on government
business, on a single event basis and has no compensation or
contractual obligations.
Note: Friends and family members traveling with employees cannot be booked in Concur. Book them through a Journey House agent or directly through the airline and not with agency funds.
BookingFor a guest:
Make sure the person icon is next to Booking for myself.
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You should have two options to pull traveler’s profile information:
Precheck, continued
Warning: Please pay attention to the traveler’s name when you self-assign.
Act on behalf of another userOption when you have already been assigned to the traveler’s profile.
Book travel for any user (Self-assign)Book travel and assign yourself to anytraveler within the system.
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Once you have pulled the traveler’s profile, the profile box will turn green and the traveler’s name will appear on home screen.
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Travel(black bar)
Arrangers(white bar)
I’m Assisting(tab)
Travel arranger view
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Travel arranger view, continued
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Travel arranger view – traveler’s profile
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Note:There are fees associated with unused tickets.
Travel arranger view, continued
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Note: Any changes to the profile will make that traveler inactive for 30-60 minutes as the system updates.
For best results, ensure only one credit card is in the traveler’s profile before beginning the booking process.
Select Save to update all changed information.
Credit card information
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On the left side of the screen you can use the trip search with 1 of 4 travel options.
Search and reserve:Flights.
Rental cars.
GSA lodging.
Train tickets.
Trip search
Note: If flights originate outside of Oklahoma, it is not mandatory to use the OBT/Concur website.
If booking for friends/family, do not use the OBT/Concur website. Please contact Journey House or airlines directly.
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+/-2 will display flights two hours before or after the time entered.
Search by airport code or city.
Searching for flights
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Rental cars may be reserved through Concur, but the traveler must have their credit card to pick up the car at the counter.
Searching for flights, continued
Note: Please contact your agency P-card administrator for direct billing account information.
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Basic Economy fares do not allow carry-ons, luggage or any other amenities that the traveler may need. Basic Economy is only good for same-day round trips. Booking must be made through Journey House.
Book domestic flights using coach/main cabin. International flights can be can be booked using business class.
Basic Economy
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Shop by Schedule(Shop based on departing or return time.)
Default view – Shop by Fares(Shop based on pricing lowest to highest pricing.)
Flight search views
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View flights based on airline or by number of stops.
Using the flight matrix
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Navigate your options
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If shopping by fare, Concur will display
Least-Cost Logical at the top of the list.
American Airlines is the preferred airline.
However, you may use other airlines if they are
cheaper.
The caution icon indicates this flight
violates one or more company policies (most likely the flight is not the least cost logical fare).
If you choose this flight, you must justify the
choice from a pop-up display listing available
justifications.
On the left side of the screen, you can change your search options, including original search criteria, hours of departure and arrival times, and connecting airport options.
Changing search criteria
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Note:If you choose the fare with the caution icon, you must explain your reason for purchasing the more expensive ticket.
Choose your ticket
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The key word is logical.Travel arrangers and their agency understand what is best for the employee.We would not expect you to book a flight that takes 15 hours with two layovers when it makes more sense to get the flight that is nonstop and only $50 more.
What does least cost logical fare mean?
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Whomever’s profile you are working on at the time will be in the Primary Traveler section.
Purchasing the flight
Note:If you need to book extra seating or leg room for employees, please contact Journey House.
If seating is available, you may choose this now.
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Continue through each screen until tickets are purchased. You can also hold tickets during this process for up to 24 hours.
Reserve flight and continue
Note:Fees will appear on the invoice emailed to you at the end of your purchase.
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Journey House feesOnline booking:• $9 – Airline tickets (issued or exchanged).• $7 – Hotel or rental car only booking.• $0 – Voids within 24 hours (any agency fee on the same invoice is also voided).• $0 – Help/call from in-house Concur expert.
Full-service reservations with live agent/24 hour service:• $25 – Airline tickets domestic (issued and exchanged).• $25 – Airline tickets international (issued and exchanged).• $0 – Voids within 24 hours (any agency fee on the same invoice is also voided).
Agent and booking fees
Note: To retrieve an invoice, please email the Travel Office at [email protected].
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Completed purchase example
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Completed purchase example, continued
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If you have more than one employee traveling to the same destination, utilize the clone trip feature. This feature will search for the exact same flight and times, only requiring you to change the
traveler.
Clone a trip
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Travel template
If you have a frequent travel destination, a template will save your preferences from the initial trip.
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Select Done acting for others to end the current session in the traveler’s profile.
Ending the session
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OMES travel assistance:• Justin Anderson, Compliance Officer II: 405-521-6197.• Carmen Silva, Compliance Officer I: 405-522-5146 • Cody Moore, Compliance Officer II: 405-522-5315.• Cathrine Calvert, Statewide AP Transaction Specialist II: 405-521-6180.• Please send all travel emails to [email protected].
Travel claims and reimbursement assistance:• [email protected].
Journey House ticketing assistance:• Call 405-463-5800 or toll-free 800-583-1455.• Email [email protected].
Enterprise Rent-A-Car (SWC771):• Starla Hesse: 405-641-8399 or [email protected].
Contact information
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