On-Line Booking Tool
How to get access to the on-line booking tool(s).
Contact James Conlon, Accounts Supervisor (12058) who will organise training with your selected travel management contractor.
What is it?
The on-line booking tools primary function is to allow travel bookers to purchase discounted airline seats which may otherwise be lost if the current paper based request/quote/approval process was used. If purchasing seats from a low cost airline (Virgin Australia for example) immediate purchase, by credit card is the only option. The tool also allows travel bookers to manage multi-leg/complex national travel including accommodation and hire cars in a single transaction. Where all travel (flights, accommodation and hire cars) have been booked using the tool users can call a report showing the location (as per the itinerary) of all travellers which is also required for OHS&W reporting and traveller risk management. The tool is available from both University travel management contractors (TMC’s). The only limitation is you cannot have the same travel booker registered as a user on both systems.
Who can use it?
Any staff with the authority to book travel. But, it must be supported by an appropriate delegated approval process. The tool is limited for domestic travel only.
Travel and financial approvals?
Nothing has changed with regards to approval. They can be done using email and in advance but all appropriate supervisors and/or delegates are to have approved the travel. The email trail is to be retained for audit and payment purposes. Once pre-approvals are completed the travel booker is then authorised to make the necessary arrangements without reference back to the approvers.
Current system and process
For everyone not using the on-line booking tool the current paper based request/quote/approval process remains in place. Where documents are not correctly processed the travel management contractor has been advised not to book travel. Please ensure the correct procedure is followed to avoid any inconvenience