Booking Procedures - American Express

Travel Forms

Approval to Travel

Traveller Profile Form

A travel profile for frequent travellers (travels more than 3 times a year) provides American Express with your individual preferences. This ensures travel itineraries arranged by American Express will be completed efficiently and in accordance with the traveller's individual requests. Pertinent information relating to your travel preferences will be held on the American Express Computer Reservation System and will automatically transfer into each new booking.

Please note that American Express will take all reasonable care to protect your information from use outside of your booking requirement.

Please complete the traveller registration and profile setup on the University's online booking system (Cliqbook) which will automatically submit to the American Express computer reservation system. Profile amendments/changes are also done online through the Cliqbook system.

Booking Procedures – American Express

1.    How to Obtain a Domestic Quote 

Domestic quotes are not provided under our contract with American Express. Travellers can use the University’s online booking system (Cliqbook) for indicative prices. 

Note: The fares shown are current and can fluctuate. When preparing budgets and grant applications it is suggested that fully flexible fares are quoted.

2.   How to Book a Domestic Fare with American Express

All domestic and trans-tasman bookings can be made online using the University’s online booking tool (Cliqbook).  Where there are unusual circumstances or system problems, a booking form can be completed and sent to Amex.

Note: These forms will need to contain the travellers name, cost centre number, budget code and contact details before a ticket can be issued.

telephone 1300 665 916

American Express: (where a Booking Form has to be used)

• will provide an immediate reply acknowledging receipt of your email. 
• will provide a full itinerary based on the Qantas ‘best fare of the day’, unless Virgin Blue or Jetstar are specified.
• will provide a booking in the Global Distribution System (GDS) to secure the Qantas ‘best fare of the day’.
• will provide the fare details plus ticket conditions.
• will indicate the ticket time limit i.e. when the ticket needs to be ticketed – normally 24 hours depending on the fare type.
• will provide a flexible fare alternative (if appropriate – depending on what type of fare has been requested). Virgin Blue or Jetstar will be given as an option but these airlines require immediate payment.
• will not check seat availability or indicate fare conditions for the second fare.

Please email the completed booking form/request to bneteam3@aexp.com

Note: 

1. The Qantas ‘best fare of the day’ ticket will NOT be charged to the American Express Business Travel Account (BTA) account until the ticket is issued. 
2. The Qantas ‘best fare of the day’ will NOT be issued until the budget code is supplied and the itinerary is confirmed.
3. If the budget code is not supplied and the ticket time expires, the ticket will be converted into a full economy ticket in order to hold the seat.  A full flexible ticket (Y) can be confirmed on the day of departure.
4. The Virgin Blue and Jetstar tickets will NOT be processed and ticketed unless a budget code and payment (either with American Express BTA account or ANU purchase card) is made at time of booking.

3.    How to Obtain an International Quote 

These quotes are for budgetary purposes i.e. for grant applications, and NOT for the pre-approval process for actual travel.

International Quote - budgetary purposes ONLY

ANU must provide at least:

• Cost Centre.
• Booking form(preferred option), email, or telephone request.

American Express: 

• will provide an indicative mid-range quote based on a logical route.
• will provide a brief itinerary.
• will not check for seat availability.
• will not provide ticket conditions.

4.   How to Make an International Booking

ANU must provide at least:

• Cost Centre number.
• Booking form(preferred option), email providing the traveller’s name and telephone contact details
• The correct name of the traveller that is shown on the passport.
• Budget code, the booking will be processed but the ticket will NOT be issued until this information is supplied.
• If you are a travel administrator booking on behalf of travellers, please include your contact details.

American Express:

• will provide an immediate reply acknowledging receipt of your email. 
• will provide a full itinerary based on the ‘best fare of the day’.
• will make a booking in the Global Distribution System (GDS) to secure the ‘best fare of the day’.
• will give full fare details including taxes.
• will provide full ticket conditions.
• will indicate the ticket time limit on the itinerary (when the ‘best fare of the day’ needs to be ticketed).
• will provide a second flexible fare [1]alternative with route and ticket conditions detailing cancellation penalties and ticket time limit (when the ticket needs to be ticketed).
• will not check for fare availability on the second fare.
• will ensure that one of the fares provided is with Qantas Airways (if appropriate).
• will cancel the booking if it is not confirmed prior to the ticket deadline.

Note: 

1. The booking will be processed but NOT charged to the Business Travel Account (BTA) until the ticket is issued.
2. The ticket will NOT be issued until a budget code is supplied and the itinerary is confirmed.
3. Amex will NOT issue a ticket until they contact and confirm with the area that the ticket is still needed.

General Information re Quotes and Bookings

• For budgetary quotes, details will be emailed to the requestor only.
• For all bookings, a confirmed itinerary will be emailed to the person who has requested the travel.  The email will also be copied to the generic functional email address established for the individual cost centres i.e. TravelXX@anu.edu.au.
• International bookings will be processed within 24 hours of receipt, depending on the complexity of the request.
• Bookings will be given priority over quotes and may not be processed with the above timeframes.
• Complex international bookings/quotes may require extensive research to ensure compliance with the University’s ‘best fare of the day’ policy; therefore it is not always possible to meet a 24-hour timeframe.

[1] Flexible Fare – Not instant purchase tickets and time would be given to ensure that the itinerary can be reviewed and authority given to purchase the fares.