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GE Travel GETRes User Guide (GE v3.1)

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Page 1: GE Travel GETRes User Guide - Login | dnata Travel · PDF fileGE Travel GETRes User Guide ... Car Rental Reservations ... GETRes is GE’s online reservation system for air travel,

GE Travel

GETRes User Guide

(GE v3.1)

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User Guide

GE Travel

GETRes User Guide

Index

Page

1. Overview and contact information .................................................... 3 2. Access GETRes ................................................................................... 4 3. Home page ........................................................................................ 5 4. Profile Management .......................................................................... 7 5. Airline Reservations ......................................................................... 10 6. Hotel Reservations ........................................................................... 20 7. Car Rental Reservations ................................................................... 25 8. Schedule .......................................................................................... 28 9. Trip Management ............................................................................ 29 10. Modifications ................................................................................... 30 11. GE Travel UAE Pilot FAQs ................................................................. 34

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User Guide

1. Overview and contact information GETRes is GE’s online reservation system for air travel, hotels, and car rental.

Use GETRes at https://w.mykds.com/dnata to make your reservations for:

single destination air travel (round trip or one-way) with more than 24 hours’ notice prior to departure

hotel stays

car rental

Questions with GETRes while PLANNING your trip?

Contact: [email protected]

Contact GE Travel Center at Tel: +971 4316 6068 for:

multi-destination, multi-carrier or other complex air travel reservations

urgent travel – less than 24 hours to departure

please have your GE/SSO # ready and include your reservation reference (e.g., ABCDEF)in communications

office hours 09.00 – 18.00 UAE time, Sunday through Thursday and after hours support

Questions AFTER your trip?

Contact: [email protected]

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2. Access GETRes The GE PILOT GROUP will access GETRes using the login instructions below. Note: These login instructions apply only during the PILOT PROGRAM. 1. To access the GETRes login page, click this link: https://w.mykds.com/dnata. 2. Save this link to your Internet Explorer favorites by entering CTRL+D. 3. Enter Username: GE/SSO ID, e.g., GE/XXXXXXXXX 4. Enter Password: Your password will be provided to you at training. 5. When logging in for the first time, you will be prompted to change your password. 6. For security reasons, GETRes tracks all login attempts. 7. If you are unable to login, please contact [email protected] 8. From the login page, please select the “Password forgotten?” link and follow the

instructions. If you are still unable to reset your password, please contact: [email protected].

GETRes – Pilot Login Page

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3. Home page The home page is the first page you will access after logging in. The page is used as a base to access the different areas of GETRes: airline flights, hotels, rental cars, profile management, trip list and other features and options, including training materials. The home page and options will differ based on the type of user, as follows:

1. Travel Arrangers – Users that book on behalf others 2. Travelers – Users that book only for themselves

Travel Arranger home page (Access to book for other travelers)

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Traveler home page (access to book only for user)

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4. Profile Management

1. All traveler profiles have basic information loaded into GETRes. 2. Please review your profile to ensure that it is fully updated before proceeding

with a reservation. 3. New travelers must contact Support at [email protected] to create their

profiles. 4. The profile management area is used to store important information about the

traveler.

As a Traveler, select to access the Traveler profile management area. You will only be able to view your own profile.

As a Travel Arranger, select to access the Travel Arrangers profile management area. You will be able to view and manage reservations for all of your travelers. Select a traveler and note that the currently selected traveler is highlighted in yellow.

5. You cannot create a new profile in the profile management area; this can only be done by TMS Support at [email protected].

Profile Management Access

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Editing a profile

Editing a profile

Edit your own profile

Yellow indicates the selected traveler

Click on to change the traveler

List of travelers that I am allowed to arrange travel for

Select the area of the profile you wish to update

Select to update the desired area

Delegate a Travel Booker to arrange travel for you

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Editing a profile

Delegation: Assigning a Travel Arranger To designate a Travel Arranger, from the GETRes home page select:

>Travelers>Edit profile>Delegation>Add a new travel arranger for travel. Input the last name, select search, and then select the name of your arranger. The Travel Team can also do this for you. Contact: [email protected]. Coverage when Travel Arranger is absent: All Travel Arrangers that have been added to a traveler’s profile can see the traveler’s reservations.

Update the profile and click

to save

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5. Airline Reservations Flight Search

1. Start a flight reservation by selecting or 2. Select your Trip Type: Return Trip, One-Way or Multi-Leg Trip. The default is set to

Return Trip. TIP: Call GE Travel if you need to arrange a Complex Trip. 3. Enter your From and To points, e.g., Dubai – London or DXB – LHR 4. Your default departure airport can be set in your profile. 5. To look up the airport code, type the city name, and the tool will automatically find

the code for you. 6. Enter your required Departure and Return dates and times. 7. Select “Search Prices” to begin the availability search.

Start a flight reservation by selecting “New Trip” or “Flight”

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Flight search screen

Select the Trip Type

For maximum options select: “Any time in the day”

The calendar features a “drag & drop” feature. Use your mouse to select the departure date and drag the cursor to the return date.

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Flight Search Results

1. The flight search takes between 30-90 seconds, depending on the number of options

found and the user’s internet speed. 2. GETRes will only show flights available on the dates specified. If a flight is full,

it will not be shown. 3. The available flights are sorted in an easy to use flight matrix, see below. 4. To only view one airline – click on the airlines logo 5. Flights can be filtered by Departure Time, Price and Journey Time. 6. GETRes will always display the lowest cost option first.

Flight search results

Interactive Flight Matrix (lowest cost flight by airline)

To only view one airline – click on the airline’s logo

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Flight Search Results

Fare Information

Alternate fares

Booking Sub-Class

Modify your search

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Finalizing the Flights 1. Once the user has selected the flights, the selection review page will appear. 2. GETRes calculates the difference between the fare chosen and other available fares.

For example, if the user books a fare of $1,000 while there is a lower cost fare available for $800, GETRes will log a $200 missed saving against the traveler’s name. GETRes provides missed savings reports to GE businesses.

3. It is also possible to add a hotel or car rental to the reservation at this point.

Selection review with multiple monitoring parameters (Screen 1 of 3)

(Scroll down)

Check the fare rules

Booker acknowledgement

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Selection review with multiple monitoring parameters (Screen 2 of 3)

(Scroll down)

Selection review with multiple monitoring parameters (Screen 3 of 3)

Lost saving indication

Comparison of displayed fare (lost savings)

Payment is only by credit card

Add a hotel room or car rental

Continue – Flight only

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Pre-booking Summary

Numbers correspond to the two screens below. 1. Modify or Delete services. Once ticketed, these icons will disappear. 2. Select your air seats from the seat map, if map is available. 3. Add hotel or car rental. 4. Duplicate, Print, Fare Check or Book your trip. 5. Rename your trip if you wish. You will be able to retrieve this trip in “My Trips.” 6. Trip status is shown as “not booked” until you click on “Book” at bottom right.

Air reservation – Ready to book (1 of 2)

(Scroll down)

5

4

1

2

6

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Air reservation – Ready to book (2 of 2)

Accounting information

Add a hotel room or car rental

3

Select trip purpose code

Select Division, Department & Cost Centre

Tick box to confirm visa

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Booking created – pending ticket issuance

Completed reservation

1. Your reservation has now been created. 2. Confirmation emails have been sent for review to:

1. Traveler 2. Travel Arranger

3. GE Travel now has your reservation and will process your ticket within the ticketing time limit. Include your reservation number in any communications with GE Travel.

4. This applies to reservations created within office hours only.

5. Urgent bookings created after office hours must be followed up by a phone call to GE Travel for ticket issuance, e.g., booked on Friday for travel on Saturday/Sunday.

GE Travel Center

Tel: +971 4316 6068

HRG Booking Reference (PNR)

Airline Booking Reference (PNR)

Calendar file

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Email sample

Calendar file

1. GETRes attaches a MS Outlook calendar file to every reservation (.ics file). 2. Save this file to your MS Outlook calendar.

Calendar file – block your calendar for the duration of the flight

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6. Hotel Reservations

1. Hotels may be reserved in two ways: from the home page by selecting or searching for a hotel after selecting the flights.

2. Reserving a hotel after selecting your flights is easy, as GETRes will use your flight dates and destination to search for a hotel.

3. This can be modified, for example, if you only require a hotel for 2 of the 7 nights or if your hotel needs to be in a different city, e.g., flying into Dubai but requiring a hotel in Sharjah.

4. To book a hotel from the home page, please follow the instructions below.

Hotel booking

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1. Once the search is complete, GETRes will display all available hotels. 2. Hotel availability can be sorted by price, distance and name. 3. GE negotiated rates for preferred hotels are available in GETRes. The GE rate is

clearly indicated, as shown below. 4. Hotels are shown with lettered references in red/purple. 5. You can zoom and move around the map using your mouse. Hotel availability

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Hotels viewed on Google Maps

Hotel selection review

Scroll down

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Hotel payment

Hotel Payment

1. By credit card only 2. The hotel is a referral booking and payment will be taken when the traveler

checks in/out (unless stipulated that it is an advance purchase). 3. Please check the Cancellation Policy before booking. 4. All GE reservations are automatically guaranteed against Late Arrival.

In the event of a “No Show,” your credit card will automatically be charged for the first night’s accommodation. It is essential for the Traveler to formally cancel any rooms not required in advance and to obtain a Hotel Cancellation Reference # to avoid any subsequent dispute.

Credit Card payment only

Cancellation Policy

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Select book to continue with your hotel reservation

Continue with booking

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7. Car Rental Reservations

1. Car rental may be reserved in two ways: either from the home page by selecting or searching for a car rental after selecting the flights.

2. Booking a car rental after selecting your flights is straightforward, as GETRes will use your flight dates and destination to search for the car rental.

3. This can be modified, for example, if you only require a car rental for 2 of the 7 days or if your car rental is required in a different city, e.g., flying into Abu Dhabi but requiring a car rental in Dubai.

4. To book a car rental from the home page, please follow the instructions below. 5. GE Travel will only book a Hertz rental vehicle, consistent with GE’s exclusive global

agreement with Hertz.

Car Rental Search Screen

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Car Rental Availability Display

GE preferred supplier

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Selection Review and Rate Information

Select “Book” to complete your reservation

Credit Card payment only

Credit Card payment only

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8. Schedule 1. The schedule function in GETRes will enable you to view all the reservations you

have made. 2. Travel Arrangers will have access to all the travelers for whom you are allowed make

travel arrangements.

Select the traveler whose reservations you wish to view

Select “Full week” to view the entire work week

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9. Trip Management 1. Trip Management is used to view and manage your trips.

2. The Trip Management area is accessed by selecting: 3. Travel Arrangers will have access to all the trips of the travelers for whom you make travel

arrangements. 4. Trips can be filtered by: Name, Departure, Travelers, Booker and Price. 5. A trip may also be accessed by entering the PNR reference.

Trip List

Select the traveler whose trips you wish to view

Enter PNR reference to access the trip

Filter your search

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10. Modifications You can make changes within GETRes if your air ticket booking has not been issued. If any part of your booking has been issued, please contact GE Travel by telephone at +971 4316 6068. Be prepared with your GE SSO # and reservation reference (e.g., ABCDEF). To make changes within GETRes: Cancel a flight, hotel or car reservation: Go to “My Trip”’ and select the reservation you would like to cancel. You can either cancel this reservation from a) within Trips or b) select the reservations and, once you see the details, select “cancel.” Modify a reservation: Go to “My Trips” and select the reservation you would like to modify. Once you are in your reservation, you can select “modify” against the flight/ hotel/car you would like to amend. Next, the screen shown below will appear.

GE Travel

(Travel Centre, Dubai, UAE)

Tel: +971 4316 6068

[email protected]

Office hours: 09.00 – 18.30, Sunday to Thursday

and after hours support

GETRes

Questions while PLANNING (before ticketing) your trip?

Email: [email protected]

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Allows user to input new dates or times for same flight

GETRes will search for the new dates/times, and it will present the lowest fare for that trip.

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Select your new flight

“Update trip” if you are satisfied with the new details

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Confirm your selection

Select “Apply Modifications” to confirm any changes that you have made. Your reservation will then be returned with status ‘booked’ and new reference numbers. You must apply modifications when making any changes, even if you are just adding comments

Make a new trip or adding sectors Once you are in a booking, you can add flight/hotel/car by selecting from the top toolbar. This will add sectors into the booking in which you are working. If you need to make a new trip for the same traveler, select “New Trip.” If you need to make a new trip for a different traveler, return to the home page and select a new traveler from your drop down box listing all your travelers.

Previous flight details with a line through

New flight selection

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11. GE Travel UAE Pilot FAQs

What services will the GE Travel Center offer?

The GE Travel Center will provide GE travelers with a comprehensive and enhanced range of services, including:

Dedicated GE travel agents and management team

Cost savings through GE’s negotiated air, car and hotel programs

A standard profile system

Leading-edge technology

Standard company policies and processes

The ability to research fares and book applicable itineraries 24 hours a day, seven

days a week, utilizing GE’s online booking tool, GETRes

How can I contact the GE Travel Center?

The GE Travel Center is open Sunday through Thursday from 09:00 to 18:00 UAE time.

Please have your SSO number ready and completed traveler profile when contacting the

GE Travel Center. When applicable, include your reservation reference (e.g., ABCDEF) in

communications.

Telephone: 971 4316 6068

For questions while using GETRes to plan your trip: [email protected]

For questions after your trip has been completed: [email protected]

Calls outside the standard GE Travel Center open hours will be routed to the 24-

hour service assistance facility.

What is travel.ge.com?

http://travel.ge.com provides a single point of access to the following information:

GE’s online booking tool GETRes

e-T&L forms and policies

GE’s traveler safety and security Travel Advisory System (TAS)

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GE’s travel policy and global hotel and car rental program

Do I need a profile to make a reservation?

In order to process travel reservations through the GE Travel Center and GETRes, all travelers and travel arrangers must complete a travel profile form.

How do I create/update my traveler profile?

As you are in the pilot group, a profile has already been created for you. You can

update your profile by selecting “My Profile” from the top right hand corner of the

GETRes screen.

What is GETRes?

GETRes is GE’s online reservation system and is the preferred method for booking all single destination air reservations (round trip or one-way) and related car rental and hotel reservations. To access this tool during the pilot, log into https://w.mykds.com/dnata with GE/SSO number (GE/XXXXXXXXX).

Should I use GETRes if I am departing within 24 hours?

GETRes should not be used if you are departing in less than 24 hours. Instead, please contact the GE Travel Center to book your itinerary directly with a travel agent.

Itineraries booked will be quality checked. If for any reason your reservation fails the quality control process (i.e., your credit card is declined, you have not been approved to travel to a GE TAS Security destination, etc.), your ticket will not be issued.

What can I do using GETRes?

GETRes allows you to:

Research travel options online 24 hours a day, 7 days a week, check flight

schedules and compare prices. GETRes provides the same fares and reservation

information as a travel agent-assisted reservation.

Participate in GE’s cost-savings initiative by using a fully automated reservation

process enabling you to book all GE negotiated discounts.

View past and future itineraries, including those booked with travel agents in the

GE Travel Center.

When should travelers and travel arrangers use GETRes?

Please use GETRes for all of the following transactions:

All free-standing international hotel and car reservations

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Simple round trip or one-way reservations with more than 24 hours notice

prior to departure

Research and shop for flight schedules, hotels or Hertz car reservations and

compare prices

o GETRes provides the same rates as an agent-assisted reservation;

all fares include GE negotiated discounts

View all past and active itineraries—including those booked through an agent

o To view your itinerary, go to https://w.mykds.com/dnata, login and select

“My Trips” from the top bar.

When should travelers and travel arrangers not use GETRes?

Please do not use GETRes for any of the following:

Complex international reservations

Urgent travel (i.e., reservations within 24 hours of departure)

Changes or cancellation for an existing ticketed reservation

Emergency assistance

Non-GE employees/contractors’ travel unless they have an

SSO # starting with “5” and have created a GE traveler profile

Group travel or large meetings

Can I use GETRes to check flight availability?

Yes, login to GETRes: https://w.mykds.com/dnata and start your flight search by

selecting ‘New Trip.” As you are only searching, do not click “book” to finalize the

reservation.

How do I book refundable tickets through GETRes?

GETRes defaults to find the lowest fare available, which is usually non-refundable. To find refundable tickets, select “alternate fares” at the top right of the flight sector, scroll down the list of available flights, and you will see more expensive flights reflecting increased flexibility regarding refunds.

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Can I use GETRes to check on hotel availability?

Yes, click the GETRes link https://w.mykds.com/dnata, and start your search.

Can the GE Travel Center assist me with hotel reservations?

When booking an air flight, the GE Travel Center (GETC) can provide assistance with hotel reservations for properties available in the reservation system. GETC policy is to search only within our system. If a city is sold out because of a major event, GETC will offer the closest available reservations.

Free-standing hotels and car rentals should be booked using GETRes.

What if I find a hotel outside of GE’s global hotel program that offers better rates and

accommodations?

You have found a great deal! Go ahead and make your reservation.

Can the GE Travel Center assist me with car reservations?

The GE Travel Center can provide assistance with international car reservations available in the reservation system when booking air travel.

Hertz is GE’s exclusive global rental car supplier. To register for a free Hertz Gold card membership, click here.

Remember to update your GE Traveler Profile with your Hertz Gold card membership number. Also, please be sure to always return your Hertz rental car with a full tank of fuel.

Free-standing car reservations should be booked using GETRes.

How do I make a change to a travel reservation?

If you need to make a change to an existing reservation, please call the GE Travel Center. Click here to return to GE Travel Center contact information.

What if I need to make an urgent change? (e.g., change of plans due to weather, flight

delays, etc.)

For emergencies or modifications to existing reservations, please call the GE Travel Center. Click here to return to GE Travel Center contact information.

To prepare to travel to a TAS Security or TAS Monitor country, what do I need to do?

Prior to visiting countries designated by GE as high-risk (TAS Security or TAS Monitor), all employees must complete the TAS process to receive travel approval. When you make a reservation to a high-risk destination either via GETRes or by telephone with a travel agent, you will receive an automated email directing you to the TAS website.

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Completion of TAS satisfies GE's Security and Crisis management policy for approving and tracking employees traveling to high-risk locations. Without completing this process, the GE Travel Center is unable to release your tickets. It is possible that an airfare may increase while TAS approval is pending. To learn more, please click here to view a complete TAS tutorial.

Please note: It is each traveler's responsibility to obtain the appropriate Corporate

online approvals.

What should I be aware of when booking international Travel?

Please refer to the TAS section above for information on GE's policy regarding international travel to potentially dangerous destinations. Additionally, links to ISOS, GE’s travel medicine provider, can be accessed by clicking on the Global Travel Resources link in travel.ge.com. These links provide crucial information related to world security concerns and the latest news related to health alerts and travel advisories worldwide. International travelers are encouraged to visit these sites daily.

Will the GE Travel Center offer me the lowest fares?

GE requires that travelers select the least expensive airfare or "best buy" that meets the requirements of the trip. Please ensure when booking that you are fully aware of any fare penalties that may be applied in the event of a modification or cancellation.

Arrangements may be made outside the GE Travel Center only in those cases where a vendor or service is not available through the GE Travel Center. Should you book outside the GE Travel Center, you still must follow processes such as TAS and using your corporate card to pay for travel.

How can I book low cost carriers?

GE Travel Center provides fares that are available through the Global Distribution System (GDS). Low cost carriers are non-GDS airlines, therefore, their fares are not available over the telephone. However, many can be booked through GETRes, including:

Air Arabia IndiGo Southwest Airlines

Air Berlin Jazeera SpiceJet

easyJet JetBlue Tiger Airways

Flybe Kulula Transavia.com

flydubai Ryanair Vueling

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When will my ticket be issued?

The airfare you select when you make a reservation will be issued and charged to your corporate credit card instantly. It is no longer possible to hold GE reservations, whether made through GETRes or by telephone with an agent.

If details of your trip are pending, we suggest either booking an Unrestricted/Flexible Ticket or delay making the reservation until arrangements are more certain. If any trip modification or cancellation is necessary after making your reservation, contact the GE Travel Center.

Note: The GE Travel Center will postpone ticketing pending any necessary GE Corporate Security TAS Authorization.

How do I modify or cancel my trip?

If you need to cancel or make changes to your itinerary before or during your trip, call the GE Travel Center. A travel agent will provide you with the best course of action, which may include contacting the airline for its assistance if the ticket has already been issued and it is holding your fare.

If you cancel your trip after airline tickets have been issued, you must expense the tickets using your Travel and Living expense process.

Should you cancel a hotel reservation, be sure to obtain and keep the cancellation number, as travelers are responsible for no-show fees in the absence of this confirmation.

Can I view my travel documentation online?

Once you book your reservation -- either via GETRes or GE Travel Center -- you will receive a confirmation email with a link to view your itinerary online. Click the link to see your flight information, payment type and other travel reservation details (e.g., air, hotel, car). Whether you make your reservation via GETRes or GE Travel Center, your reservation information is also available to you via the Virtually There web site at http://www.virtuallythere.com.

As soon as you receive the confirmation email with the itinerary link, carefully review your itinerary. If it is not correct, you must contact the GE Travel Center immediately.

Submitting your expenses for e-tickets is easy as well, since Virtually There provides you with a printable e-ticket receipt, which is a legally accepted document for GE's expense processing requirements.

Who do I contact after office hours?

The GE Travel Center contact information after hours is the same as during office hours, and you will automatically be connected to travel agents who can assist you.

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Experienced staff can create or retrieve a GE traveler's reservation record, answer questions, make requested changes, arrange re-issuance of tickets and provide assistance in solving any travel-related problem that may arise.

I have items or issues to address after my trip, who should I contact?

If you have post-trip issues, such as refunds for unused tickets, please contact the GE Travel Center at [email protected]. You will receive a response by email.

For help with corporate cards and expense reports, please go to travel.ge.com and click on the SupportCentral link at the top right of the page. Select the “T&L Support Link” for your country to ensure that your case is directed to the correct support team member. Submit a case to get answers to your questions. You will receive a response by email.

Where can I find my travel policy?

The GE Travel Policy is located at travel.ge.com. On the main page, click "Travel Policy. Please review the policy prior to making travel reservations for the first time.

GE travelers are responsible for complying with GE Travel & Security Policies, particularly the aircraft cabin requested (coach/economy, business or first class). This responsibility cannot be delegated to a travel arranger or an agent.

How do I pay for my travel?

The GE Travel Center requires travelers to provide a valid corporate credit card in order to make travel reservations. The credit card details must be added to your traveler profile prior to making a travel reservation. In the event that you do not have a valid corporate credit card, you are required to consult your local human resources representative to secure a business corporate card, or use your manager’s card for reservation purposes.

How do I make a reservation if I don't have a Single Sign-On (SSO) number?

If you do not have an SSO, you will not be able to use the GE Travel Center or GETRes. In such instances, a "sponsor" who does have an active travel profile and SSO number should call the GE Travel Center and book on your behalf. A credit card and/or a Special Purpose Account (SPA) is required to charge the airfare and complete the reservation.

What is a Special Purpose Account and how can I use it?

A Special Purpose Account (SPA) may be set up for the following purposes:

travel for non-GE employees at GE expense: interview candidates, interns, new

starters, customers, consultants or contractors

meeting management: a centralized booking and/or billing process for managing

group meetings

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For SPA account application and policy, please go to travel.ge.com and see Travel Reservation Support Central.

Can I book personal travel through the GE Travel Center?

The GE Travel Center can only assist you with business travel reservations, where GE pays for your travel.

I need a ticket to apply for my visa, but I cannot yet confirm my travel dates, what do I

do?

Should you require a ticket in order to apply for a visa, but are not yet ready to confirm your travel dates, please call the GE Travel Center (GETC). Inform the travel agent that you require a ticket in order to apply for your visa application, and they will issue your ticket immediately. GETC is unable to issue a dummy ticket; however, if you are unable to confirm your travel arrangements now, you may request a flexible ticket which allows date changes and/or cancellation.

I’m a Travel Arranger. What do I need to know? If you are to arrange travel for other GE employees using GETRes, those travelers must approve of that by attaching your profile to their profile by using “delegation” in their profile). Therefore, you need to create a travel profile for yourself. Please contact [email protected].

Keep in mind that if you will be covering for another travel arranger who will be on vacation, you must be linked to the travelers that travel arranger usually assists. Those travelers will need to attach your profile to their profiles. This will ensure that you receive all documents relating to their travel reservations.