virgin australia’s corporate booking portal user guide...jul 06, 2013 · via the corporate...

Virgin Australia’s Corporate

Booking Portal

User Guide

Status: Review Version: 2.1 (accelerate) Date 07/06/2013

Table of Contents 1. Introduction ................................................................................................................................... 4

2. Getting Started .............................................................................................................................. 4

3. User Profiles .................................................................................................................................. 4

User Profile Matrix ............................................................................................................................... 4

Admin User.......................................................................................................................................... 5

Traveller .............................................................................................................................................. 5

Travel Arranger ................................................................................................................................... 5

Super User .......................................................................................................................................... 5

4. How to Create a Traveller Profile, to be Linked to an Account ................................................ 6

5. How to Access Admin User Profiles ........................................................................................... 9

Login to Account ................................................................................................................................. 9

Corporate Profile Overview ............................................................................................................... 10

Creating a Travel Arranger................................................................................................................ 12

Search for Travel Arrangers and enable Super User access ........................................................... 13

Search for a Traveller Profile ............................................................................................................ 15

Corporate Travel Bank Funds ........................................................................................................... 16

6. How to Access Corporate Accounts ......................................................................................... 18

Login to Account ............................................................................................................................... 18

View Account Transactions ............................................................................................................... 19

7. How to Make Corporate Bookings............................................................................................. 20

Step 1 – Search for Flights................................................................................................................ 20

Step 2 – Select Flight Time and Fare Type ...................................................................................... 22

Step 3 – Confirm Itinerary ................................................................................................................. 23

Step 4 – Search for Travellers (if applicable) .................................................................................... 24

Step 5 – Enter Guest Details ............................................................................................................ 25

Step 6 – Select Seat (optional) ......................................................................................................... 26

Step 7 – Add Travel Extras incl. Additional Baggage (optional) ....................................................... 28

Step 8 – Confirm Flight Details, Select Travel Insurance and Make Payment ................................. 30

Step 9 – Flight Confirmation Details ................................................................................................. 32

Unconfirmed Payment ....................................................................................................................... 35

8. How to Change (Exchange) Corporate Bookings via the Corporate Booking Portal .......... 38

Step 1 – Search for Reservation ....................................................................................................... 39

Step 2 – Select reservation to be changed ....................................................................................... 40

Step 3 – Review Itinerary and Select Flights to be changed ............................................................ 41

Step 4 – Select Flight Time and Fare Type ...................................................................................... 42

Step 5 – Confirm the New Itinerary ................................................................................................... 44

Step 6 – Review Guest Information .................................................................................................. 45

Step 7 – Select Seat (optional) ......................................................................................................... 46

Step 8 – Add Travel Extras (optional) incl. Additional Baggage ....................................................... 48

Step 9 – Confirm Flight Details, Select Travel Insurance and Make Payment ................................. 49

Step 10 – Flight Confirmation Details ............................................................................................... 52

9. How to Cancel Corporate Bookings via the Corporate Booking Portal ................................ 53

Step 1 – Search for Reservation ....................................................................................................... 54

Step 2 – Select Reservation to be Cancelled ................................................................................... 55

Step 3 – Review Itinerary to be Cancelled ........................................................................................ 57

Step 3 – Confirm Refund ................................................................................................................... 58

Step 4 – Confirmation of Refund ....................................................................................................... 59

10. General Advice ............................................................................................................................ 61

11. Further Support ........................................................................................................................... 62

1. Introduction Welcome to Virgin Australia’s Corporate Booking Portal; our online solution for client’s who wish to

make and manage bookings directly with Virgin Australia. This manual can be used as a guide, to

help you to better understand our corporate account set up and booking process.

2. Getting Started Once a corporate account has been set up and approved, our reservation system will forward a

number of automatic emails to the contact nominated. These emails include important information

about your account, which we recommend you keep. These emails relate to:

Admin User Username

Admin User Password

Corporate Travel Bank1 Username

Corporate Travel Bank Password

Once you have received these confirmation emails, you can login as the Admin User, and create

Travel Arranger and Super User profiles.

3. User Profiles Each Corporate user has the ability to access Virgin Australia’s Corporate Booking Engine through

their individual profile. Profiles contain one username and one password to access booking and

profile information. There are four different user types, as outlined below.

User Profile Matrix

Admin User

Super User

Travel Arranger

Traveller

Make a booking

View own bookings

View all company bookings Change and cancel own bookings Change and cancel all company bookings Edit own profile

Create and edit Travel Arranger profiles Enable Super User access for Travel Arrangers Enable Corporate Travel Bank for Travel Arrangers & Super Users View Corporate Travel Bank transactions Update company details

1 Corporate Travel Bank provides a secure place for storing a company’s credits from cancelled reservations, to

be used towards future flights. The fare rules of a booking, determine if a refund can be processed back to the

original form of payment or if it is stored in the Corporate Travel Bank. Corporate Travel Bank can be used online

via the Corporate login, or by calling Virgin Australia’s Guest Contact Centre on 1300 246 498 (Option 2).

Admin User Each corporate account that uses Virgin Australia’s Corporate Booking Portal has an Admin User.

This is the key account contact. We recommend, in the event of staffing changes within your

company, that these details be passed on to whomever is responsible and managing your company’s

travel.

The Admin has the highest level of access, but does not have the ability to make bookings. In order to

make bookings, the Admin User must create a Travel Arranger profile.

The Admin User is the registered company contact, and has the ability to:

Create Travel Arrangers

Upgrade Travel Arrangers to Super Users

Remove Travel Arranger profiles

Disable Travellers Book A Flight privileges

Update the company’s profile and user profiles

Give users permission to access the company’s Travel Bank account

The Admin User also receives copies of all itineraries booked by the company via the Corporate

Portal.

Traveller Travellers are registered with Traveller Profile by a Travel Arranger. Travellers have the ability to:

Make a booking for themselves (by selecting Book A Flight in their profile)

View their reservations

Travel Arranger Travel Arrangers are created by the Admin User. Travel Arrangers have the ability to:

Make a booking

View reservations they have made

Search by Booking Reference (PNR)

Search by first/last name

Super User

A Super User is a Travel Arranger, with the ability to book travel, and access the entire company’s

bookings (made by all Travel Arrangers). Every company should have at least one Super User set up.

To create a Super User, a Travel Arranger profile must be made, before being upgraded to Super

User status by Admin User.

4. How to Create a Traveller Profile, to be Linked to an Account To add a Traveller Profile, click here.

Click Enrol Individual Travellers.

Traveller Profiles allow you to enter a guest’s information, which speeds up booking by pre-

populating information into the booking process.

Once a Traveller Profile has been created an email confirmation will be sent to the nominated

email address.

We recommend entering the Travel Arranger’s email address to ensure that Corporate Travel

Bank is not accessed outside the business.

We recommend creating a Traveller Profile for the Super User or Travel Arranger and

enabling Travel Bank via the Admin User profile. This will allow the user to make phone

bookings using Travel Bank via our Guest Contact Centre.

http://www.virginaustralia.com/au/en/bookings/agents-corporate-bookings/agents-corporate-log-in/corporate-log-in/

Enter Guest/

Traveller

details.

Enter a

password

reminder.

Enter your

company

name.

Enter the

guest‘s

frequent flyer

details.

Please note:

Your Corporate

ID is the first 11

digits of your

admin

username.

Enter the

guest‘s travel

document

details.

The Payment

Information

section allows

you to assign

a credit card

to the guest.

Enter the

billing

address of the

guest.

Enter the

contact phone

number and

email Address Important Note: When creating a Traveller Profile

for an employee, the employee will receive a

confirmation email.

Please note that this will currently

not pre populate when making a

booking.

5. How to Access Admin User Profiles

Login to Account

To access Admin User profiles, click here.

Enter Admin User Username and Password, and click Login.

If you have forgotten your password, click Remind me.


Corporate Profile Overview

Once you have logged in, the Corporate Profile page will display.

The Corporate ID (found in the top right hand corner of the page) is required to make

bookings via our Guest Contact Centre. Please advise the Guest Contact Centre consultant

to add the Corporate ID as a “Tour Code”.

Note: Travel Arranger Usernames and Passwords require a minimum of 7 characters.

To create a

Travel

Arranger or

Super User,

please enter

the details

here

If you are

creating a

Super User,

you need to

create a

Travel

Arranger

profile first

before

Please

disregard this

option

This section

allows you to

Search for

Traveller

Profiles

This lists all Traveller Profiles

This allows you to search for specific Traveller

Profiles.

Your

Company

Details

This section

allows you to

Search for

Travel

Arrangers and

Super Users

This option lists all Travel Arrangers and Super

Users.

This option allows you to search for

specific Travel Arrangers and Super

Users

This section

details the

Corporate

Travel Bank

balance

available to

your company

Creating a Travel Arranger

Enter the required Travel Arranger details, and click Create Travel Arranger.

Note: Usernames and Passwords require a minimum of 7 characters.

All fields with an asterisk (*) are compulsory.

Once you have successfully created a Travel Arranger, a confirmation message will appear

above the “Create Travel Arranger” header.

Search for Travel Arrangers and enable Super User access

Scroll down in the Admin User profile to “Search for Travel Arrangers”.

Click List All, or enter the Travel Arranger and click Search.

Existing Travel Arranger(s) will display in a list.

To upgrade a Travel Arranger to a Super User tick the tickbox, next to their name,

under the “Enable Super Arranger” table heading.

If you would like to grant a Travel Arranger aces to your company’s Corporate Travel Bank

funds, tick the tickbox, next to their name, under the “Enable Travel Bank” table heading.

To save changes, click the Update button.

To update an individual Travel Arranger’s contact details, click the Update link, next to their

name, under the Update Profile table heading.

Click Modify Search to return to the Admin User homepage.

On the Update Travel Arranger page, you can edit the details of a Travel Arranger or delete a

Travel Arranger profile.

You can also reset a Travel Arranger’s password by entering a new password.

Click Update Profile to save changes.

Click Delete Profile to delete the profile.

Click Back to admin home page to return to the Admin User homepage.

Search for a Traveller Profile

Scroll down to Search on the Admin User page.

Click List All, or enter the Traveller’s details and click Search.

Existing Traveller Profiles will display

To grant users access to your Corporate Travel Bank funds, tick the tickbox, next to their

name, under the “Enable Travel Bank” table heading. We recommend that only Travel

Arrangers or Super Users should have access to your company’s Corporate Travel Bank to

avoid unauthorised use of the Corporate Travel Bank funds.

Any users with existing profiles may book travel by logging in to their profile. This function can

be activated by selecting the “Display Shop for Business”.

We recommend creating Traveller Profiles for Travel Arrangers and Super Users, and

enabling Corporate Travel Bank, by ticking the tick box, next to the user’s name, under

the “Enable Travel Bank” table heading. This will allow the Travel Arranger and Super

User to make, change or cancel bookings via our Guest Contact Centre and use

Corporate Travel Bank by quoting the Traveller Profile ID. Please note the name on the

flight reservation can be different to the name of the Traveller Profile when making

bookings via our Guest Contact Centre.

In order to use the Corporate Travel Bank via

Virgin Australia’s Guest Contact Centre

please quote the Traveller Profile ID where

Travel Bank is enabled.

Corporate Travel Bank Funds

Scroll down to the bottom of the Admin User profile page.

Available Travel Bank funds are displayed in this section.

Click View Details to launch a new page outlining Corporate Travel Bank summary.

The Corporate Travel Bank Account Statement gives you an overview of recent credits and

available balance.

Click Account Statement to view transaction details related to your Corporate Travel Bank.

View Credits and Credit Expiry of the funds in our Corporate Travel Bank.

Note that the credits expire 12 months after original booking date.

Balance of your available

Corporate Travel Bank

funds.

The Account Transaction History of your Corporate Travel Bank allows you to view any

transaction where Corporate Travel Bank was used. This includes ticket purchases and

refunds where the remaining funds were placed into the Corporate Travel Bank.

To change the date range of your account history, enter a start and end date in the date fields

provided, and click Search.

6. How to Access Corporate Accounts

Login to Account

To access our Corporate Login, click here.

Enter your Travel Arranger or Super User Usernames and Passwords, and click Login.

If you have forgotten your password, click Remind me. Passwords can also be reset by the

Admin User.


View Account Transactions

Bookings can be viewed by searching for Reservation Number or Name.

Click Search in the Search by Name area to list all recent bookings

Users with access to Travel Bank can view their Corporate Travel Bank account balance at

the bottom of the Welcome page.

Note: The system will log out automatically after 15 minutes of inactivity.

Search for past reservations by Reservation Number

Search for past reservations by Passenger Name Please note that if you leave these fields blank and

click on “Search”, all future bookings will display

Travel Bank Information and Balance

7. How to Make Corporate Bookings

Step 1 – Search for Flights

Login as a Travel Arranger or Super User.

Your Company Name will appear on the top right hand corner. This indicates that you are

logged into our Corporate Booking Portal. If you company name includes the word “Reward”

then this is your reward or rebate account which holds you rebate amount.

Click the Book A Flight button, located in the top right hand corner of Welcome page.

Enter your flight search criteria, and click Search.

Enter your flight search criteria

Please note that same day return flights need to have a return time after the depart

time before clicking on the “Search” button

Your Company Name

Step 2 – Select Flight Time and Fare Type

Choose the preferred flight time and fare type from the table provided.

Fare inclusions and rules can be viewed on our website, under Fare Types.

Once you have selected your flight(s), scroll to the bottom of the page and click Continue.

http://www.virginaustralia.com/au/en/plan/fare-types/

Step 3 – Confirm Itinerary

Review itinerary details, and ensure travel dates and times are correct.

Click View Fare Rules link to view the rules applicable to the fare(s) selected.

Click Purchase to confirm itinerary and finalise booking.

Step 4 – Search for Travellers (if applicable)

If a Traveller Profile (refer to Section 3 of this guide) has been created for the person you wish

to make the fight reservation for, you can search for the Traveller on this page.

If the person you wish to make the flight reservation for does not have a Traveller Profile, click

Complete Reservation.

Assign booking to pre-established Travellers

o Search by name and details, and click Search.

o Tick tickbox under applicable Traveller’s name, and click Select.

o Review Traveller selected, and click Complete Reservation.

o Guest information will be pre-populated with Traveller’s details. Fill out any missing

information in the fields provided, and click Pay For Seats.

Step 5 – Enter Guest Details

Enter Guest Information in the fields provided and click Pay for Seats.


If you have chosen a Traveller Profile, information that has already been provided will pre-

populate in this step.

This section is only required for international flights.

Please leave blank for Australian domestic flights

Please enter your company name

Step 6 – Select Seat (optional)

Click on the guest’s preferred seat on the seat map provided, and click Continue.

For return bookings, click on the guest’s preferred seat (for the return flight) on the seat map

provided, and click Continue.

Note: Seat selection is on a request basis only. The guest’s actual seat will be

confirmed at time of check in.

Click Add Travel Extras to continue.

Note: Clicking Skip Seat Selection will erase the seat selection and continue.

Step 7 – Add Travel Extras incl. Additional Baggage (optional)

To offset carbon emissions, tick the tick box next to Traveller’s name, click Next to offset the

return flight, and click Continue.

To purchase Additional Baggage, tick the appropriate tick box next to Traveller’s name, and

click Continue to proceed to the payment page.

Note:

o Travel Extras cannot be paid for using Corporate Travel Bank. Travel Extras

have to be paid by credit card if Corporate Travel Bank has been chosen as

form of payment for flights.

o If multiple Travellers are booked on the same itinerary, Additional Baggage and

Carbon Offset selection can be selected on an individual basis.

Please note that no luggage can be

purchased with Saver Light fares

Click Continue to proceed to the payment page.

Additional bags can be

selected in this section.\

Step 8 – Confirm Flight Details, Select Travel Insurance and Make Payment

Confirm the itinerary details.

Select whether you would like to purchase travel insurance (if applicable).

Review and

confirm your

flight selection

Select Travel

Insurance if

required

Confirm Guest

Name

Pay for flight(s) (and extras) by entering applicable details in the fields provided, or by

following the steps in the information provided.

Choose your preferred payment method (Credit Card, PoLi Internet Banking or Travel Bank).

PoLi is Internet Banking that allows you to pay for your flights without a credit card. For more

information about PoLi, click here.

Travel Bank allows you to pay some or all of the flight charges. Note: Travel Bank cannot be

used for extras such as additional baggage, insurance or other incidentals.

Pay by credit card

section

Pay by PoLi

Internet Banking

section

Pay by Corporate

Travel Bank

section

Enter the amount you wish to subtract from

your Travel Bank

http://www.polipayments.com.au/

Enter Billing Address in the fields provided.

Read fare rules and tick the tickbox to confirm that you have read and understood our Terms

and Conditions of Carriage, Fare Rules and Privacy Policy.

Click Purchase to reserve and pay for your flight(s) and extras.

Note: If you make payment using a credit card, flight extras and applicable service fees will be

shown separately on your credit card statement.

Step 9 – Flight Confirmation Details

Once the payment has been processed a confirmation page will display.

An email with an e-Ticket will be forwarded to the nominated email address of the booking.

If you receive an error message (e.g. “The credit card payment was not successful”), please

contact our Guest Contact Centre (via accelerate) on 1300 246 498 (Option 2).

Enter your

Company’s Billing

Address

Confirm you have

read the terms and

conditions by

selecting the

tickbox

Click on Purchase

to finalise the

booking

Your booking is now confirmed and an itinerary will be forwarded to the Traveller.

Next steps:

To make additional reservations, click the Homepage link, located on the bottom of the page.

Please ensure your company name displays in the top right hand side of the Homepage. If

the company name is not present, you will need to log in again.

Unconfirmed Payment

If you have entered an incorrect credit card number, the system will prompt you to re-enter

your credit card details. Please re-enter and confirm your credit card details and select

Purchase on the bottom of the page.

Indicator that the

credit card

number was

incorrect.

Please re-enter the required

information.

If the credit card payment was unsuccessful your screen will show an error message with a

reservation number. Please note that the booking has not been confirmed. Your credit

card was not charged. Please contact the Guest Contact Centre immediately on 1300 246

498 (Option 2) and reconfirm the credit card details. If payment is not received within the

same day, the itinerary will be cancelled.

Indicator that the

payment could not

be processed.

If the payment

could not be

processed, the

Payment details

are not populated

You can identify an unconfirmed payment by searching for all reservations within the Travel

Arranger or Super User login. Reservations will indicate “Unticketed”. Please contact the

Guest Contact Centre on 1300 246 498 (Option 2) to confirm the payment details.

An indicator that

this reservation

has not been

confirmed

8. How to Change (Exchange) Corporate Bookings via the

Corporate Booking Portal The Corporate Booking Portal allows you to change bookings made via the Corporate Booking Portal.

Important information when changing a booking:

If a booking with Travel Extras is exchanged online, Travel Extras will be forfeited. To

exchange a booking that contains Travel Extras, without forfeiting Travel Extras, please

contact our Guest Contact Centre.

When exchanging your booking, you must select a fare of equal or a higher value than your

existing fare. If you do not select an applicable fare, our system will automatically select one

for you.

A change fee may be charged when changing your booking.

If multiple guests are booked on the same itinerary, the Corporate Booking Portal will only

allow change to one or all flights for all travellers. If you wish to change a flight for an

individual guest, please contact our Guest Contact Centre.

Please contact our Guest Contact Centre (1300 206 498 select Option 2) to change:

Booking made via the Guest Contact Centre, or the public website (virginaustralia.com).

Bookings with a departure date within 24 hours.

Return bookings, where the first sector (flight) has already been flown.

Bookings that have already been amended via the Corporate Portal.

Step 1 – Search for Reservation

Please login as a Travel Arranger or Super User.

Your Company Name will appear in the top right hand corner. This indicates that you are

logged into the Corporate Booking Portal. If your company name includes the word “Reward”,

you are logged into your reward or rebate account, which holds you rebate amount.

You may search for bookings by:

o Reservation Number (displays a specific booking)

o Traveller Name (if you leave the name fields blank and click Search, all future

bookings will display)

Search for past reservations by Passenger Name. Please note that if you leave these fields blank and click on “Search”, all future bookings will display.

Step 2 – Select reservation to be changed

Depending on your previous choice, a selection or the specific booking will be selected.

Click Exchange to change one or all sectors of this booking.

Step 3 – Review Itinerary and Select Flights to be changed

Review itinerary details, and select the sector(s) you wish to change.

Enter your new flight search criteria for the sectors you wish to change, and click Search.

Note: If a booking with Travel Extras is exchanged online, Travel Extras will be

forfeited. To exchange a booking that contains Travel Extras, without forfeiting Travel

Extras, please contact our Guest Contact Centre on 1300 246 498 (Option 2).

When exchanging your booking, you must select a fare of equal or a higher value than

your existing fare. If you do not select an applicable fare, our system will automatically

select one for you.

Select the sectors you wish to

change.

Step 4 – Select Flight Time and Fare Type

Choose the new flight time and fare type from the table provided, and click Continue.

Note: Fare inclusions and rules can be viewed on our website, under Fare Types.

Enter the new flight search criteria for the sectors you wish

to change

http://www.virginaustralia.com/au/en/plan/fare-types/

Step 5 – Confirm the New Itinerary

The initial itinerary and the new sector(s) will display on this screen.

Any fare differences and applicable change fees will display at the bottom of this page.

Click Purchase to continue with the payment.

To exit this exchange process and keep your initial itinerary, click the ignore exchange link.

Flights to be changed appear in

red font

New flight sector

Flights that remain

the same are in

black font.

Fare differences

and change fee

section

Step 6 – Review Guest Information

Review the Guest Information and click Pay for Seats.

Information will pre-populate from the initial reservation. However, you may need to re-enter the Gender, Company Name and Contact Number.


Step 7 – Select Seat (optional)

Click on the guest’s preferred seat on the seat map provided, and click Continue.

If only one flight sector is to be changed, the seat selection from the unchanged flight sector

cannot be changed.

Seat selection is on a request basis only. The guest’s actual seat will be confirmed at

time of check in.

Click Add Travel Extras to continue.

Note: Clicking Skip Seat Selection will erase the seat selection and continue.

Step 8 – Add Travel Extras (optional) incl. Additional Baggage

To offset carbon emissions, tick the tick box next to Traveller’s name, click Next to offset

return flight, and click Continue.

To purchase additional bags, tick the appropriate tick box next to Traveller’s name, and click

Continue to proceed to the payment section.

Note:

o Travel Extras cannot be paid for using Corporate Travel Bank. Travel Extras

have to be paid by credit card if Corporate Travel Bank has been chosen as the

form of payment for flights.

o If multiple Travellers are booked on the same itinerary, Additional Baggage and

Carbon Offset selection can be selected on an individual basis.

Step 9 – Confirm Flight Details, Select Travel Insurance and Make Payment

Confirm itinerary details.

Original and new flight itineraries will display in this section.

Original flight

Itinerary before the

flight change

Review new fight

Itinerary after the

flight change

Pay for flight(s) (and extras) by entering applicable details in the fields provided, or by

following the steps in the information provided.

Choose your preferred payment method (Credit Card, PoLi Internet Banking or Travel Bank).

PoLi is Internet Banking that allows you to pay for your flights without a credit card. For more

information about PoLi, click here.

Travel Bank allows you to pay some or all of the flight charges. Travel Bank cannot be used

for extras such as additional baggage, insurance or other incidentals.

Breakdown of the

charges (including

any change fees)

Confirm Guest Name

Pay by credit card

section

Pay by PoLi

Internet Banking

section

http://www.polipayments.com.au/

Pay by Corporate

Travel Bank

section

Enter your

Company’s Billing

Address

Step 10 – Flight Confirmation Details

Once the payment has been processed a confirmation page will display with the changed

flight details.

An email with an e-Ticket will be forwarded to the booking’s nominated email address.

If you receive an error message (e.g. “Unfortunately your ticket has not been processed

correctly…”), please contact Virgin Australia’s Guest Contact Centre (via accelerate) on 1300

246 498 (Option 2).

9. How to Cancel Corporate Bookings via the Corporate Booking

Portal The Corporate Booking Portal allows you to cancel bookings made via the Corporate Booking Portal.

Important information when cancelling a booking:

If a booking with Travel Extras is refunded online, Travel Extras will be forfeited. To refund a

booking that contains Travel Extras, without forfeiting Travel Extras, please call our Guest

Contact Centre.

Cancellation fees may be incurred when cancelling a booking.

If you are unable to cancel an itinerary online, please contact our Guest Contact Centre.

When a requesting for a credit to be refunded to your Corporate Travel Bank, please quote a

Profile ID linked to the Corporate Travel Bank.

If multiple guests are booked on the same itinerary, the Corporate Booking Portal will only

allow change to one or all flights for all travellers. If you wish to change a flight for an

individual guest, please contact our Guest Contact Centre.

Please contact our Guest Contact Centre (1300 206 498 Option 2) to change:

Booking made via the Guest Contact Centre, or the public website (virginaustralia.com).

Bookings with a departure date within 24 hours.

Return bookings, where the first sector (flight) has already been flown.

Bookings that have already been amended via the Corporate Portal.

Step 1 – Search for Reservation

Please login as a Travel Arranger or Super User.

Your Company Name will appear in the top right hand corner. This indicates that you are

logged into our Corporate Booking Portal. If you company name includes the word “Reward”,

you are logged into your company’s reward or rebate account, which holds your rebate

amount.

You may search for booking by:

o Reservation Number (displays a specific booking)

o Traveller Name (if you leave the name fields blank and click Search, all future

bookings will display)

Search for past reservations by Passenger Name. Please note that if you leave these fields blank and click on “Search”, all future bookings will display

Step 2 – Select Reservation to be Cancelled

Depending on your previous choice, a selection or specific booking will be selected.

Click Refund to cancel the booking

Click Show Details to display a detailed version of the itinerary.

Click Refund to proceed with the cancellation.

Step 3 – Review Itinerary to be Cancelled

Review the itinerary details you wish to change.

Click Refund to proceed with cancelling the flight.

Note: If a booking with Travel Extras is cancelled online, Travel Extras will be forfeited.

To cancel a booking that contains Travel Extras, without forfeiting Travel Extras,

please call our Guest Contact Centre on 1300 246 498 (Option 2).

Step 3 – Confirm Refund

Review itinerary details, and click Confirm Refund to confirm cancellation.

The guest name, ticket number, original itinerary, total flight price (excluding any Travel

Extras), cancellation fee and applicable refund will be displayed.

Displays the initial ticket price (excludes Travel Extras), cancellation fee

applicable refund

Indicates where the refund

will be credited to

Step 4 – Confirmation of Refund

Review itinerary details, and click Confirm Refund to confirm cancellation.

The Admin User will be notified of any credits credited into Corporate Travel Bank.

If you require a receipt of this transaction, please contact our Guest Contact Centre on 1300

246 498 (Option 2).

Note: Corporate Travel Bank credits expire 12 months after the date they were issued.

Next Steps:

To return to the homepage of the Travel Arranger or Super User, click the “Back” in your

browser, until you reach the Arranger Home Page.

You may also return to the Travel Arranger or Super User homepage by logging out and in

again.

Displays the detail of

the refunded amount

You can identify a cancelled flight by searching for all reservations within the Travel Arranger

or Super User login. Reservation will display “Cancelled”.

10. General Advice The Corporate Booking Portal will log you out after 15 minutes.

To re-access a Travel Arranger or Super User Profile, click here.

Your Company Name will appear on the top right hand corner. This indicates that you are

logged into the corporate booking portal. If you company name includes the word “Reward”,

you are logged into your reward or rebate account, which holds you rebate amount.

If you have been logged out, the below screens may appear.


11. Further Support For additional support please contact the Virgin Australia Accelerate team on 1300 246 498 (Option 1), or via email: [email protected] For any booking related enquiries such as making, changing or cancelling a flight please contact us on 1300 246 498 and select Option 2.

virgin australia’s corporate booking portal user guide...jul 06, 2013 · via the corporate...

Documents