Egencia | An Expedia, Inc. Company

Online Enroute Exchanges
Based on traveler feedback, changes to a trip in progress can be made online.

Online Enroute Exchanges: Allows travelers to make changes to purchased flights once the trip has started

Key Benefits:

• Streamlined online flight re-bookings when travel plans suddenly change
• Lower booking fees vs. calling an Egencia travel consultant
• Faster exchange booking process
• More data showing cost breakdown(s) during exchange
• Freedom for travelers to make changes to flight reservations without having to call for assistance

Learn more about enroute online exchanges in this one page overview.

Watch a brief demonstration of online exchanges in this online video.

New Flight Search Results Interface
Based on traveler feedback, we've made our powerful flight search filters easier to locate and leverage.

Enhanced Flight Search Experience: Allows travelers to more easily identify:

• overview of available carriers and average prices
• the cheapest time of day to fly
• if an alternate airport makes sense
• if a direct flight is an option

These enhancements will make for a better travel booking experience for your travelers and travel arrangers. View the one page overview of the flight search enhancement.

We've also updated the flight search video to help your travelers find the right flight faster

Inform Your Travelers
You may want to leverage the suggested communication below to inform your travelers about the upcoming release of enroute online exchanges and the improved flight search layout.

Dear Travelers and Travel Arrangers,
Based on traveler feedback, our travel management partner Egencia is planning to release two key enhancements to our travel site on September 29, 2011: online enroute exchanges and an improved flight search experience. Online Enroute Exchanges will allow you to make changes to flights online after the trip has already started. Empowering you to make these changes without calling an agent will make for a faster, more seamless corporate travel experience.

The second new feature is an improved flight search results layout to allow you to more easily leverage Egencia's great flight search filters to identify:

• an overview of available carriers and average prices
• the cheapest time of day to fly
• if an alternate airport makes sense
• if a direct flight is an option

You will also see an alert in your flight search results for nearly full flights and the number of tickets left.

I encourage you to take full advantage of this new Egencia service functionality when it becomes available at the end of this month. Further details can be found on the Traveler Center.
Your Travel Manager

Ability to Bypass TripController^TM Pre-Trip Approval
Based on your feedback, we have created an option for clients using TripController^TM to suppress pre-trip approval in special situations.

Ability to Bypass TripController Pre-Trip Approval: Empowers Travel Managers to better control when pre-trip approval should be leveraged
We've listened to your feedback and are releasing a new option to allow you to bypass pre-trip approval for situations such as internal, non-billable travel. This flexibility can offer your company a significant time savings. To activate this feature, please reach out to your Egencia Account Manager.

Egencia Mobile for iPhone - Free for Egencia Clients

Flight and destination alerts, online check-in, maps and customer support are always a touch away to help you travel more efficiently, smartly, and safely.

Egencia is pleased to announce the launch of new mobile features and capabilities for business travelers and corporate clients. The first release of Egencia Mobile includes real-time travel alerts, flight/transportation displays, online check-in and other functionalities for the iPhone. Egencia Mobile is just one more example of the continuous travel management innovations you enjoy as an Egencia customer. Available now at the App Store.

Learn more about Egencia Mobile at Egencia.com.

• Download Egencia Mobile from the App Store
• Frequently Asked Questions about Egencia Mobile
• Suggested E-mail to Travelers about Egencia Mobile (MS Word)

Push Receipting : Faster Expense Process for Your Travelers

Egencia makes accessing travel receipts even easier with new Push Receipts functionality. Beginning on July 11, new bookings will have receipts automatically emailed to the traveler the day after their trip completes. While travelers have always been able to request to receive their receipts via email, the new Push Receipts feature automatically emails receipts upon trip completion, saving time by eliminating the need to initiate each receipt request.

• Push Receipts are automatically emailed the day after trip completion
• Receiving only one email per trip reduces email clutter, and eliminates the hassle of calling agents to request receipts

If you would like to disable Push Receipts, go to Account Settings on your Egencia site. You can also change the format in which your travelers will receive their receipts such as plain text, HTML, or as a PDF.

Inform Your Travelers
Suggested Broadcast Message
Faster Expense Reporting
You will now receive a receipt via e-mail from Egencia. Learn more:http://www.egencia.com/daily/resource/docs/push_receipts_overview_traveler.pdf

Customized Messaging for Registration Rejection: Greater efficiency in managing your Egencia Site

In response to client requests, we are adding the ability for Travel Managers to add a customized message to travelers who request access to your Egencia travel site and are denied.You will see this option when reviewing new account requests.

Amtrak Arrives at Egencia

Egencia is pleased to announce the support of Amtrak booking functionality to provide greater efficiency and convenience for both Amtrak travelers and their travel managers. This feature is available to all clients.

Amtrak Functionality on Egencia: Greater efficiency and convenience for Amtrak Travelers and Travel Managers

Your travelers can now enjoy:

• A faster booking process vs. the Amtrak site
• More travel options for getting to and from their travel destination
• Faster boarding thanks to Amtrak's convenient barcode on Egencia's printed itinerary
• Greater convenience because all travel items are grouped together on a single itinerary

Travel Managers will:

• Save money via lower booking fees with no need to call an agent to make Amtrak reservations
• Gain more knowledge of traveler whereabouts for security purposes
• Enjoy increased visibility and tracking of your total travel spend

Points to note:

• Amtrak reporting can be accessed from: Standard Reports>Special Request> Ground Special Request Detail
• Clients using central billing are encouraged to enable central bill for Amtrak after the launch on April 27^th
• TripController configuration is not available for Amtrak - if you would like the Amtrak feature turned off, please contact your Account Manager
• UATP cards are not accepted for Amtrak bookings
• Company-negotiated rate discounts are not reflected in search results or summary pricing, but will be applied at checkout

We've prepared an overview of the Amtrak release for traveler managers, as well as a one-page document that can be shared directly with your travelers.

Amtrak Overview for Travel Managers (PDF File)

Amtrak Quick Reference Guide for Travelers (PDF File)

TSA Secure Flight Compliance: helping your Travelers avoid travel disruption
TSA Secure Flight Data will be mandatory for:

• All flights purchased on Egencia US
• All international flights purchased on Egencia Canada, Australia and India

Required TSA Secure Flight Data includes First Name, Last Name, Gender and Date of Birth (month, day, year). If this information is missing, an error message will appear when a traveler attempts to complete an air booking. Once information is entered into a traveler's profile on Egencia, it will automatically be saved and populate for future trips.

TSA Secure Flight Data and Recruitment Travel
Employers are often unable to request personal information such as gender and date of birth in the recruitment process. When booking recruitment travel via guest accounts, it is recommended to book and save the trip and refer the traveler to an agent to collect the TSA Secure Flight information from the traveler. Please Note - an AAB fee will be charged.

Egencia on the Go Calendar Synchronization Enhancements: Allow Travelers to Stay in the Know on the Go

• Itinerary/calendar synchronization enables travelers to stay on top of their latest travel information right from their calendar
• Separate meeting invitations for each travel item and segment
• This feature is available to all Egencia US customers

View the Calendar Synchronization Demo for Outlook
View the Calendar Synchronization Demo for Lotus Notes
Tell Your Travelers and Arrangers about Calendar Synchronization

New Hotel Design & Enhancements | Travel Manager View (PPT, 5MB)

New Hotel Design & Enhancements | Arrangers and Travelers View (PPT, 5MB)

New Hotel Design & Enhancements | Online Demo

Egencia Mobile Portal Overview for Travelers (PDF, 462 KB)

Online Traveler Tools | SeatGuru, TripAdvisor and Hotel Reviews

Towncar and Limo Offering

Online Exchanges and Unused Ticket Redemption

Trip Collaboration Tools

Expanded Access to Custom Report Builder: All reporting users can now customize Travel Data
Custom Report Builder allows for deeper visibility into your travel spend, such as:

• Combining air, train, hotel car and fee information as well as special requests
• Consolidating air and train reporting at the ticket, segment or market pair levels
• Creating global detail reports

Prior to this release, access to Custom Report Builder was restricted to clients with Travel Manager access in Egencia. Department level restrictions will apply.

Class of Service Policy Enhancements: Greater cost-savings with class of service controls that mirror your company policy

Prior Booking Process:

• Class of service duration policy applied using longest leg
• If at least one leg exceeded required duration required, then entire trip in policy for that cabin

New Booking Process:

• Policy applied using will be applied against each leg on the trip
• Mixed cabin types allowed on a single itinerary - Possible to have higher cabin for long legs, lesser cabin for short legs
• Mixed cabin upsell based on customer policy
• Mixed cabin downsell when class of service policy violations occur
• Class of service policy settings allow 30 minute increments

Learn more about the Class of Service Policy Enhancement (PDF File)

New Meeting Planner Role: Empowers Meeting Planners to plan and manage meetings without Travel Manager access
The ability to create and manage Meetings without Travel Manager access to your Egencia site, preserves sensitive company information and reduces the required support for Meetings from Travel Managers.

Meeting Planner Capabilities:

• Create a meeting (depending on permissions set by Travel Manager)
• Manage meetings attendees (Add attendees, create meeting-only travel accounts, create invitations, etc.)
• Access meeting policy (broadcast messages, custom data fields, etc.)
• View meeting reports

Meeting Planner Restrictions:

• Can only manage meetings they are assigned to
• Can not create a meeting without permission
• Can not view all meeting reports, only meetings they are assigned to
• Can not access corporate policy (e.g. Company Tools)
• No access to central billing, non-meeting Traveler Trips, Traveler Profile, search by Itinerary ID

Please Note: Travel Managers will have to set reporting permissions separately, meeting permissions were not automatically carried over to reporting permissions

Learn more about the Meeting Planner Role (PDF File)

Customized Traveler Tool Links: a new option for communicating with your travelers
Travel Managers can now customize the high visibility Traveler Tools section on the Egencia site by creating new links and choosing which Egencia links appear.

This feature is only available for Enterprise Tier Clients.

Rental Car Direct Bill Option: flexibility to consolidate car spend into a direct bill account
Travel Managers are now able to configure direct bill numbers for each traveler. Once the membership number has been enabled as a direct bill number, travel spend for the car vendor will be consolidated onto that direct bill account.

• Currently enabled for Avis, Hertz, Budget, National
• Itinerary number
• Travelers will not be able to change or view the number as the field will be locked
• For Guest Accounts, Arrangers can manually configure the Direct Bill number in the Trip Preferences

TripController™ (pre-trip approval tool) Enhancements: for greater policy compliance
Given the current economic climate, more companies are leveraging pre-trip approval in their programs, than ever before. We have made several enhancements to TripController ^TM to allow Travel Managers to better customize the pre-trip approval process and to streamline the process for approvers.

• Additional price checks to ensure approved flights stay within acceptable tolerances
• Approve pending requests with one click via e-mail
• Add a backup approver or delegate approval to others based on availability
• Additional time options for last minute exception travel
• Travel Managers and Global Arrangers can easily see all pending approval requests
• This feature is available to all Egencia US customers

View the TripController Overview Video
View the TripController Presentation for Travel Managers
View the TripController Presentation for Travelers & Arrangers

Meetings Enhancement: Greater Flexibility to Manage Your Meeting Needs

• Expanded support for both restricted and open invitation meetings
• Limited access option for meeting guest accounts - guest can self-book and remain separate from your corporate site
• This feature is available to all Egencia Meetings clients

View the Meetings demo

Egencia Meetings & Incentive Integration | Online Demo

Egencia Meetings & Incentive Integration | Overview (PPT, 2.86MB)

Dynamic Messages | Overview (PPT, 5MB)

Dynamic Messages | Online Demo

Egencia Ecosystem: Expense Management Integration

Group Travel Planning

Preferred Hotel Policy

Custom Hotel Branding

Custom Sold-Out Messaging

United Airlines PassPlus Integration

New Hotel Attach Report: more visibility into your hotel spend and travelers booking outside of policy
Travel Managers now have deeper visibility into their hotel spend and traveler hotel booking patterns. This report is located under Aggregate reports and called Air without hotel detail. Report data includes:

• Traveler names and e-mail addresses
• Itinerary number
• Transaction and travel dates
• Airline, origin and destination information
• Booking channel
• Department and traveler group
• Custom data fields

Dynamic Reporting Feature: More Customization of Your Travel Data

• Design reports to fit your specific needs, either from scratch or by modifying a template
• Create reports that combine air, train, hotel car and fee information as well as special requests
• Access consolidated air and train reporting at the ticket, segment or market pair levels
• New reporting capability to consolidate corporate and meeting data into one report
• Create global detail reports
• This feature is available to US clients with an Enterprise tier or Strategic Account Management package

View the dynamic reporting demo

DataMinder: Empowering Travel Programs with Business Intelligence

Unused Ticket Reports

Global Fee Reporting

Scheduled Reports

Global Consolidated Reporting