SERKO This tutorial will be walking through how to make a booking in Serko that contains air, hotel and car hire. The first step is to log into the CTM Portal. Enter your Origin email address and password and click Log in. If, after the first attempt to log in you ve entered something incorrectly, the portal will allow you to try again. Please ensure you are typing your password correctly (correct spelling and case sensitive), and try again. If the details are still incorrect, please do not try again or you will be locked out. You can reset your password via the Forgotten your password link. Check your Inbox for an automated response. 1
Click the link included in the body of the email and change your password, It needs to be: At least six (6) characters long Include one (1) number Include one (1) letter If you login incorrectly 3 times, you will be locked out. Please contact Travel Enquiries to have your account unlocked. Once in the Origin Portal, you will see Itineraries and Invoices on the left hand side of the screen. Click on this link to retrieve current or historic invoices for assistance with account reconciliation. If you are responsible for reconciling expenses for someone who has their credit card in numerous profiles we recommend you contact Travel Enquiries and ask to be set up with a fortnightly or monthly credit card report. This will be emailed to you automatically and provide you with all charges on that card along with hyperlinks which take you directly to the invoice. To make a Domestic or Trans Tasman booking, click on Make a Booking on the left hand side to open a new tab into Serko. Once logged in, Serko will display the home tab where any messages will appear as created by either CTM or Origin. 2
Be sure to check your traveller profile is accurate before you make a booking by clicking on the MY PROFILE tab. If there are any changes please make these and then click on save before starting your booking. It is important that your profile or the profile of your traveller is kept up to date regularly to ensure accurate reporting back to business units within Origin. To start a new booking, click on make a quick booking, which will direct you to the next page where you can select the traveller. Please note: if you are the traveller and don t have travel booker access, you will only be able to book for yourself and no one else. Single traveller booking: 3
Travel arrangers can select multiple travellers by clicking the radio button next to the name. (Please note: up to 7 passengers on Virgin, 9 on Qantas and 5 on Jetstar may be booked at one time. Multipax booking (must choose travellers from the same department): Once the traveller has been selected, ensure the correct department has populated. If the department is incorrect, click on the magnifying glass to search for the correct department. NOTE this will only change the department for the trip being booked. Permanent changes to departments should be made through the My Profile tab. Select the type of trip from DOM/INTL, choose air/hotel/car as required, and then choose the travel policy. Origin Top cities are set for travel between trunk routes such as BNE- SYD, MEL-PER, etc. Australia All Cities allows you to book more regional locations such as Karratha or Gladstone. The Roma option allows for flights to Roma to be booked online travelling with Qantas. Once all the information is entered click NEXT. 4
The next screen will allow you to add the flight details and see unused ticket credits. If you click on Show unused tickets here, Serko will display all credits available regardless of airline or value. It s not until you ve selected your flights that Serko will display credits that can be used on your itinerary. NOTE: If you are using a credit, the value of your airfare needs to be of equal or higher value as per airline rules. Enter in the departure city and arrival city on this screen, as well as dates and times. If you d like to do a multi city search, tick the boxes on the left hand side and Serko will allow you to enter more options. For this example, I ll leave this as a simple return trip. Then click on SEARCH FOR AIR AVAILABILITY. If travelling to regional destinations or from one coast to another it s recommended you select the any time option. 5
The next screen will display all flights based on the parameters entered previously. Dependant on your travellers policy level, there are 3 fare categories. These are restricted, flexible and fully flexible. The price showing under each fare category is the cheapest flight within that fare type, please make sure you select best fare of day as all fares now included baggage. To select your flight, simply click on the price hyperlink and then Serko will condense the screen. If you ve chosen the wrong flight, click on show all to reselect. There are various icons you will see on each screen within the booking process, if you hover your mouse over the icons Serko will give you the description. Once all flights are selected, click NEXT. 6
Before you re able to move to the car/hotel screen, Serko will prompt you to read & accept the fare rules. You can view the fare rules for each different flight by using the drop down menu at the top of the screen. The booking will not proceed if you select decline at this point. If you have selected a flight out of policy, you will also need to provide a policy exception reason. This information is reported back to Origin to assist with trending and possible scenarios where Origin could save money. Please choose the most accurate code for your choice. 7
Car hire bookings - Serko will pre-populate in relation to your inbound and outbound flights choosen in previous screen. If you need to change pick up or drop off location for any reason then you need to click on Advance Options, which will give you this ability. Multi Pax bookings, will give you ability to share a car. If travellers need separate cars, then you will need to configure it so each passenger is allocated a different car number. Multipax booking (will default to all travellers sharing 1 car): 8
If you need a 4WD MINE SPEC vehicle, this is not done here; this is done adding Notes to Travel Agency at the end of the booking, steps to follow on page 14. Based on the information entered previously, Serko will display live car hire inventory pulled from the AVIS system. At the top of the screen there is a summary of the car hire details. On the left hand side of the car hire row, is the price per day excluding taxes. The next column shows how many kilometres are included, as well as the price including tax. The third column across outlines the class, category and model of the car, and finally the last column shows transmission and air conditioning. To select the car, tick the radio button and an approximate total price will display at the bottom right hand side of the page. If this option is suitable, click NEXT. Do not select Skip to Summary as this doesn t confirm the car hire booking, it will take you back to your flight only booking. 9
Serko will prompt you add GPS if required, as well as payment details, before you re able to continue to the next screen. Extra charges may apply if selecting GPS. NOTE: comments here will go directly to the supplier and NOT CTM. NOTE: If the traveller doesn t have a credit card to pay for their car hire, you will have had to already load an AVIS GEB into their SERKO profile. If they have their own credit card, please choose Traveller to Pay. Serko will then display the hotel screen where you can enter the accommodation parameters. Again the city and dates will default based on the flights you chose previously. You can search for accommodation by location (airport/cbd), Origin office location, address/name of hotel, previously booked, and by all. If outside Capital cities we recommend leaving the search option as all so you get maximum return on your search. If you d like to see exactly where a property is located, you can click on show on map for an interactive map showing all hotels. Once all the information is entered, click on SEARCH FOR HOTEL AVAILABILITY. 10
Multi Pax bookings will default to travellers having separate rooms. If travellers are sharing rooms you will need to configure it so each traveller is allocated to the same room. Multipax booking (defaults to all travellers in separate rooms): The next screen shows all hotels based on previous information entered. The first column shows the price range for that hotel, then the middle column will outline: specific room rate and room type, whether it s a corporate Origin rate or not, and the hotel details. The far right column has various icons which stipulate if the traveller has stayed here before, if it is a (P) preferred property, Hotel reviews, as well as general information about the hotel. The red! shows you that there is a lower room rate at this property and, you will be asked to choose a reason why to assist with reporting. To choose a hotel room, click on the radio button and click next. 11
There is now the capability to request hotels that previously needed to be requested via the Notes for Travel Agency box as the screen shot shows You will notice that some hotels are loaded without rates and also state On Request. Selecting this hotel does not mean it is confirmed, the booking will be sent through to a CTM consultant to call contact the property and book for you. Your updated itinerary will be sent once the booking has been confirmed. Serko will prompt you to choose the payment method and add any special requests before you can move to the next screen. NOTE: special requests entered here will go directly to the supplier and NOT to CTM. If you select CTM to send chargeback you must also add this to the Notes for Travel Agency box in the Additional Data tab on the next screen. Serko will then direct you to the final page to check over the itinerary and make any changes if required. This is your chance to add in seating requests. All you need to do is click on More Actions, then seating. 12
You will then be redirected to a live availability screen dependant on your frequent flyer status. This is where you can select seating and also advise them if you or your traveller will be travelling with another colleague. Please note that this is never confirmed until check in as per airline fare rules. 13
Before the booking can be finalised, the additional data tab must be filled out. Please choose your authoriser name. To make it quicker type in the first letter of the approver s first name, this will jump to all name starting with this letter and then type your reason for travel. If your Serko login is a group email address, please type your name into the free text box. NOTE the authoriser s first name must be the same as their Serko profile. If you d like to add any general special requests to the booking for your dedicated CTM consultants to action, please enter these in the Notes for Travel Agency box. This is where you would add in your remarks for a 4WD MINE SPEC vehicle. NOTE additional charges apply. If your traveller does not have a credit card loaded in their profile, you can enter here as a one off, NOTE: Additional fees from CTM will apply. Please make sure you return to their profile after finishing their booking and add in a credit card they will be continually using to avoid this fee in the future. Then click FINISH. 14
Once booking is finalised, Serko will provide you with a booking number and Sabre reference. Please use Sabre reference when speaking with CTM. Your traveller will receive their itinerary and if they have activated CTM Mobile, via the Tripcase application, this will automatically synchronise to their SMART phone device. Once the booking is complete you also have the option to Add to Calender via the More Actions drop down menu on the top right of page. 15
You will receive a meeting invite from Serko Online for each segment of the itinerary. NOTE if you are a Travel Arranger you will receive the meeting invite to forward to the traveller. If you have any questions regarding the booking process, please don t hesitate to contact Travel Enquiries for assistance. Thank you. 16