Quick Reference Guide

Quick Reference Guide
Logging On
To access Egencia online, from your computer or mobile device, click here for US login, or click
here for Canadian login. Please bookmark this link for future access.
•
Enter your user name which is your Newell Rubbermaid employee ID. Example: John
Smith’s Employee ID is nr12345, the Egencia User Name should be: nr12345. The user name
must be 7 characters. It will be 2 alpha followed by 5 numeric characters.
•
To log into your account for the first time you will go to the egencia.com link and will enter
your employee ID as your user name followed by your password:
•
If start date with Newell Rubbermaid was prior to February 20th, the default password
is “nrtravel”
•
If start start date was on or after February 20th, welcome email will be generated from
Egencia (email to provide temporary password)
•
You will have a shell profile created with your user name, email address and department
information. You will need to update all travel preferences, frequent flyer information, corporate
credit cards and TSA information as it appears on your government ID.
•
If you are unable to access or retrieve your temporary password:
From the Egencia home page, click the arrow
beneath Sign In to Your Account
•
US: Contact Egencia agent team at 1-877-333-5343 or 1-417-520-2420 if dialing from outside the US. If you have any questions or need assistance
accessing or updating your profile, please contact your agent team at [email protected].
•
Canada: Contact Egencia agent team at 1-877-397-2236 or 1-905-821-0606 if dialing from outside the Canada. If you have any questions or need
assistance accessing or updating your profile, please contact your agent team at [email protected].
Setting Up Your Profile
•
Personal Information: Enter your contact information, emergency contact
and TSA Secure Flight data
•
Payment Options: Store your corporate credit card and billing address
*Important Tips: Use optional Credit Card Description field to store last four
digits of your card for easy check out because you will be asked to provide last
four digits at check-out...
•
Travel Preferences: Verify your flight, hotel and car preferences - including
frequent flyer information and home airport
•
Egencia On the Go: Sign up to receive alerts about flight status, gate changes
and delays via e-mail, voice phone or text or enable calendar synch to stay on
top of your latest travel information right from your calendar
•
Travel Arranging: Allow colleagues to book travel on your behalf
Click on your name in the top right corner to access your profile
Entering Your Credit Card
•
Easy access to your stored credit card. When adding your credit card to
your profile, add the last 4 digits of your credit card to the card description.
The next time you use your credit card for a travel purchase, you will
only need to provide the last four digits of your card which will be easily
accessible.
*Important Tips: This information is mandatory for auto-book feature to be
successful.
© 2015 Egencia, LLC. All rights reserved. Expedia, Egencia, and the Egencia logo are either registered
trademarks or trademarks of Expedia, Inc. in the U.S. and/or other countries. CST #2083922-50
Page 1
Quick Reference Guide
Booking Flights
Begin Your Search
•
Begin by selecting the Flights Tab
•
Select Round Trip, One Way or Multiple destinations
•
Enter your departure and destination locations and dates
•
Enter your departure times, adding + / -2 hours or leave blank if flexible
•
You can target your search by airline, airline alliance, class of service, number
of stops, connection airport or refundable flights
Use Search Filters to Find the Right Flight
•
The first At a Glance results provide an overview of the airlines that fly in the
market, the non-stop vs. connections and the various airfares
•
Click Times filter to view the flights options by departure time
•
Click the Filters tab to further target your search by airline, departure time,
number of stops and connection cities
•
A red flag indicates that the travel option is outside of your company’s policy.
Hold your mouse over the flag to learn why a particular choice is out of policy.
Booking Cars
•
Begin by selecting the Cars Tab
•
Select Rental car or Towncar/Limo (if applicable)
•
Specify your pick-up and drop-off locations and dates
•
Newell Rubbermaid’s preferred car rental company is Avis/Budget. All other
vendors will be flagged as policy violations and require approval.
•
You can target your search by car class or car rental company
•
Click the show special equipment link to show options such as navigational
systems
The Egencia Flight Price Guarantee
•
•
If you should find a better price online for the exact same flight within 24 hours
of booking, Egencia agents will book the cheaper flight for you — and
waive the transaction fee to make the change, or if we are unable to find that
flight, we will give you a credit for the difference.
To take advantage of this, contact our customer service team at 1-877-3335343 (no service fee will be charged).
© 2015 Egencia, LLC. All rights reserved. Expedia, Egencia, and the Egencia logo are either registered
trademarks or trademarks of Expedia, Inc. in the U.S. and/or other countries. CST #2083922-50
Tips for Newell Rubbermaid Travelers
•
Use the Egencia Online Tool to book all air, car and hotel reservations.
•
Preferred hotels will be shown on the site with a medallion and when the
rate is displayed it will show the Newell Rubbermaid negotiated rates.
•
Preferred car rentals: Avis and Budget.
Page 2
Quick Reference Guide
Booking Hotels
Using the Hotel Map View
Begin Your Search
•
Begin by selecting the Hotels Tab
•
Search for a hotel near a city, address, airport or company-specific destination
(if applicable)
•
You can also target your search by a hotel name or class
•
Global daily rate caps for hotel expenses are established on a city-by-city basis
Filter Your Results to Find the Right Hotel
•You can further filter your results using the drop
down menu at the top left; your search results will be
reordered based on your new search criteria
•
The lettered hotel pins within the map reveal the name of the hotel, address, star
rating and traveler reviews of the property - from this pop-up, you can also link to
more hotel information and hotel rates
•
You can sort results by hotel amenities
like high speed internet or fitness center
Rate Description
Loyalty Points
Hotel Amenities
Payment
Receipt
Company
Negotiated Rates
Eligible Confirm loyalty
number
upon check-in
Sometimes
included with rate confirm with hotel
at check-in.
Card presented
at the hotel to be
charged.
Room, tax and
incidental
receipt provided
by hotel.
Our company has
secured these rates
directly with hotels.
Egencia Preferred
Rate (EPR)
Egencia has secured
these rates directly with
hotels. These rate types
are designed to meet the
needs of the business
travelers.
Expedia Special
Rate (ESR)
Hotel will charge
card at check-out.
Eligible Confirm loyalty
number upon
check-in.
Not Eligible
Rates found on Expedia.
com; great for last minute
reservations.
Extras are
often included with
rate and will be
shown on the
Egencia Itinerary.
Sometimes included
with rate and will be
shown on the
Egencia Itinerary.
Card used to
make reservation
to be charged.
Egencia will charge
card on morning of
check-in.
Card used to
make reservation
to be charged.
Egencia will charge
card on morning of
check-in.
Room and tax receipt
available on Egencia
under Traveler Tools
> Receipt.
Early Checkout Penalty
Not usually.
Confirm with
hotel at check-in.
Yes, penalty
for early
check out
Incidentals receipt
provided by the hotel.
Room and tax receipt
available on Egencia
under Traveler Tools
> Receipt.
Yes, penalty
for early
check out
Room, tax
and incidental receipt
provided by hotel.
Not usually.
Please note hotels sets
cancellation penalties
which can be up to fully
nonrefundable.
Published/
Rack Rate
Publicly available rates.
Eligible Confirm loyalty
number upon
check-in
Sometimes
included with rate confirm with hotel
at check-in.
Card presented at
the hotel to be
charged.
Hotel will charge
card at check-out.
* Check with your Travel Manager. Please reference specific rules & restrictions when booking.
© 2015 Egencia, LLC. All rights reserved. Expedia, Egencia, and the Egencia logo are either registered
trademarks or trademarks of Expedia, Inc. in the U.S. and/or other countries. CST #2083922-50
Page 3
Quick Reference Guide
Figure A
Autobook
Automatic Booking Upon Arrival
All air and hotel out of policy bookings require approval from your direct manager
before you are able to confirm your air or hotel reservation. You will need to
select your manager’s name during the booking path. When an booking is out
of policy, your manager will receive an email showing 3 in policy flight and price
examples. For an out of policy hotel, it will show the actual per diem for the city
selected. Once the trip is approved it will automatically confirm the space and
you will receive an email confirmation of the booking.
1.
Select flight, select approver, click request approval (Figure A)
2.
Complete reservation; itinerary shows “awaiting approval”
3.
Once approval is granted, itinerary is purchased automatically; no
need to go back and complete it (Figure B)
Important: In some cases, AutoBook will fail, including if you have an unused
ticket on the airline you are trying to book. If so, you will receive an email
prompting you to go back to the itinerary and complete the purchase yourself
(Figure C).
Note: Autobook is a company-wide feature and cannot be turned off for
individual travelers.
Figure C
Figure B
Getting Assistance
•
US: Contact Egencia using the Newell Rubbermaid dedicated Egencia phone
number 1-877-333-5343 or 1-417-520-2420 if dialing from outside the US.
Please direct any Egencia questions about the Newell Rubbermaid Travel
Program to [email protected].
•
Canada: Contact Egencia using the Newell Rubbermaid dedicated Egencia
phone number 1-877-397-2236 or 1-905-821-0606 if dialing from outside
the Canada.Please direct any Egencia questions
about the Newell Rubbermaid Travel Program to
[email protected].
•
You can also reach Egencia by clicking the
e-mail link within the Need Assistance box
© 2015 Egencia, LLC. All rights reserved. Expedia, Egencia, and the Egencia logo are either registered
trademarks or trademarks of Expedia, Inc. in the U.S. and/or other countries. CST #2083922-50
Questions?
Please direct any questions about the Newell Rubbermaid Travel Policy or
Expense Process to Nicole Hohenstein at [email protected].
All Expense related questions should be routed to the Accounts Payable team.
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