Frequently asked questions about Corporate Travel Management Program
1. Does your company charge any type of a service fee?If so, explain. Transaction Fee: Travel Desk charges a ticketing fee to issue an airline ticket.This fee will only be charged when an airline ticket/invoice is created.Unlike other agencies, we do not charge for hotel/car reservations only or adding either after ticketing.Itinerary changes are free of charge unless a fare change occurs and a new ticket is issued.The ticketing fee is just that: a fee when a ticket is issued.The fee payment can be structured in several different plans based upon yourindividual company’s needs.
2.How are these fees broken out on the invoice? The fee will print on the original invoice when the ticket is generated.It is listed separate in the subtotal of the invoice as service fee.
3.How many full-time corporate agents do you employ? Four Corporate Specialists. Two back –up Support / Administrative.
4.Would our account be assigned to a dedicated agent? We normally do not assign a specific agent to an account.We are all corporate agents and would like you to be assisted on your first phone call.Since we are a smaller agency we have the advantage of being cross-trained on several accounts. This allows us the ability to build a rapport with several clients.If a designated agent is desired, one will be assigned.
5.What are your standard business hours?Monday-Friday 8AM-5PM CST.
6.How is after hour's services handled by your company?
American Express Services is our after hours representative.They are available to assist Travelers’ during off-hours using an 800 number.American Express has the capability to access our computer reservation systems so they can modify or create itineraries and access all your pertinent information.
7.How does your company handle ticketing? 96% of corporate ticketing is done utilizing electronic ticketing and E-mail. If paper tickets are required we will use Federal Express.Itineraries usually are sent instantly using My Trip and More.We will also fax a copy of the actual invoice for expense purposes.Invoice copies will be forwarded to your company on a weekly basis for credit card reconciliation.
8.How many years has your travel company been in business? 23 years
9.How many years have your primary agents in your office been in "corporate" travel business?
Tina Arras-Owner 27 year’s corporate travel agency experience.
Peggy Disbennett - 29 years’ corporate travel experience. Travel coordinator TV production specialist.
Melanie Herrold-Garcia- Corporate travel consultant with 23 years experience.
10.Explain how last minute change orders are handled? Since we are a corporate travel agency we are very familiar with changes in corporate travel.We will process accordingly to the change request.As stated earlier, electronic tickets are the most efficient way to handle last minute changes. Electronic ticket changes are handled with ease.If necessary, a new electronic ticket can be re-issued.
11.Would there be a charge for change orders or ticket exchanges?Changes are free of charge. If the change requires a new airline ticket to be issued, the standard ticket issue fee applies. Ticket exchanges are subject to the standard ticket issue fee, since a new ticket must be issued.Please remember that travel Desk must charge any change fees that are required by the vendors.(for example may airlines charge a change penalty fee ranging from $100-$150)
12.What are your travel discount programs? Travel Deskis affiliated with American Express, Travel Savers, and Thor, which entitles you, as our client, to exclusive negotiated hotel rates.Discounts are also available with Hertz, National, Budget, Avis and Dollar Car rental.If you prefer we will assist you in negotiating your own rates.
13.What is your company's customer service philosophy? We treat our client, as we would like to be treated.We place ourselves in the place of the traveler.This allows us to see a situation through the eyes of a traveler.It helps us relate to a situation with more understanding.In regards to cost, we will treat your money as if it was our own.
14.How would your agency handle a booking error? If we created the error we will correct the problem at our expense.We prefer travel requests to be emailed or faxed to us on our travel request form.This will alleviate discrepancy conflicts.Since requests are written, we will know why the mistake occurred.We will always try and get discrepancies resolved with the vendors free of charge regardless.
15.What do you do when a client is stranded? Accommodate the traveler to the best of our abilities depending on the situation.Again, this is where our philosophy takes over...if it was me what would I do or what would I like to be done.
Available upon request.
17.Is there a charge for special reports? Lead-time?We do not charge for reports.We can also offer special reports created exclusively for your company.These are custom reports according to what your company requested.Lead-time is 2-3 days for standard requests.We will also instantly process any reasonable requests if required.
18.What strategies or measures has your company instituted to contain costs for your clients?Our corporate department was created as an in-house travel department for a large St. Louis based company.This was to control T & E costs, while still offering impeccable service.Our in-house travel department administered/enforced a corporate travel policy we created.As our services became more in demand we decided to rename our business and become available to assist outside companies.We will enforce any travel policy/restrictions that your company utilizes. We can also offer assistance in creating a travel policy if this is necessary.Travel Desk is extremely cost conscious since this was primarily why we were created.
19.Does your company continually look for the "best" fares?Travel Desk utilizes software that continually checks for lower fares.We also still manually check fare availability/waitlists as a guarantee to assure you we obtained the lowest fare available.
20.What system does your company use?We utilize Worldspan, which offers last seat capability on American, Northwest and Delta. We also have Southwest Airlines system capability.
21.What would your billing cycle be?Travel Desk does not offer billing unless special circumstances require it.We recommend you use an American Express Business Travel Account (BTA). This credit card is an excellent way to create separate billing for each department, still being billed under a master account with one total due at 30 day billing cycle.The BTA also offers $250,000 door-to-door injury/death insurance.The American Express BTA account is free.We will offer more details on this if you request, and will assist your company in obtaining a BTA.
22.What % does your company do on an annual basis?
International travel-25%Domestic travel-75%
Business travel-90%Leisure travel-10%
Comments:We would like to reiterate we have briefly explained our services to you.We would eagerly accept an offer to meet with you in person.We offer exclusive professional service, while adhering to stringent cost-effective guidelines, which make us unique in our business.
We acquired our client base solely by word of mouth and are confident you will be pleased with the services we can offer you and your company.We feel our services will speak for themselves, and look forward to the chance to prove this.
Travel Desk, Inc. • 3685 West Outer Road, Suite 4 • Arnold, Missouri 63010 • (636) 287-3366
Providing corporate travel services for over 25 years!