Getting StartedA guide to booking business travel onlineVersion 3.1_ee

Introduction 1 2

Capita Business Travel is the travel management company contracted to provide travel requirements for EE.

It is very important that all travel bookings are made through Capita Business Travel for a number of reasons:

�� So that we keep track of all expenses and leverage it when negotiating with suppliers

�� To help keep you safe whilst travelling on company business and to ensure we know where you are in case of an emergency

�� To make sure that booking travel is as simple as possible for you

EE are utilising Capita Business Travel’s online booking solutions to make booking travel a simpler process, whilst also helping save costs

Ok, let’s get startedYou can access the online travel portal via the EE intranet, the link can be found under HR > Business Travel.

Accessing for the first time1. Go to the portal either via your intranet or by using the URl below:https://www.capitabusinesstravel.co.uk/ee/login.aspx 2. Enter your employee number and leave the password blank

3. Click ‘first time login request’

4. You will receive an email containing a link and the relevant instructions to setup your own unique password.

Note: If you have any difficulties when logging in please contact the support team on the details provided in the last page of this guide.

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Build your profile 3 4

Before you start booking travel online, you are required to build your own personal travel profile. This can be done by following the simple steps below:

Step 1Locate ‘My Profile’ from the main home page and click Access.

This will load the profile tool, known as MyOoto and you will now see a further login screen, similar to the one below:

Step 2Enter your member ID as your EE employee number and leave the password blank, click on submit.

You are now required to create your own password. Once complete click save. Please remember to make a note of the password you have created as it will be needed each time you login to the profile tool.

Step 3Upon successfully creating your password, you will be directed to a welcome screen. Simply click on proceed to profile.

To build your profile, simply work your way through the links on the left hand side completing all sections that are relevant to you and your preferred travel otpions.

Rememeber to click save on each profile section to save all the information you have entered.

Further guidance and helpIf you require more information on how to build your profile, there is a more in depth user guide and video tutorial hosted within the ‘Support’ section of the travel portal.

Note: the password you create for the profile tool is not your password to the main travel booking portal, these are completely seperate.

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Travel Home Travel Alerts

Once you have logged in to the main travel portal, the first page you will see is Travel home, this is the main home page for all your travel requirements. From here you can access; the booking tools, view travel alerts, and much more.

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Keep up to date with the latest business travel information, from airport closures to rail strikes, any travel alert issued by Capita Business Travel can be viewed in this single view page.

Email Travel AlertsIf you would like to subscribe to receive travel alerts via email then you can register your details by using the register fro travel alerts link found within ‘The lounge’ page.

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The lounge

A dedicated area for additional travel assistance has been created within your travel portal, welcome to The lounge.

Here you can check-in online, view airport guides, seat maps, top up your Oyster card, download a tube map and so much more.

7 8Support

Whilst the online booking tools have been designed to be as intuitive and simple as possible, we understand that guidance and a nudge in the right direction is still needed. Therefore we have created a support section in your travel portal which contains helpful user guides and video tutorials which you can browse at your own leisure.

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Rail: Smarter buying

To help you achieve the best available fares and take advantage of the great saving opportunities available we have put together a short list of some handy hints and tips:

Specify a time of travelTickets requiring you to travel on specific trains (Advance and Off-Peak) will be cheaper than Anytime (open) fares.

Buy two singlesTwo single tickets are usually cheaper than a return, so be sure to click on the Dual Singles link during the fare selection process. Remember we show the cheapest available price.

Try off-peakAvoid peak times which are more expensive. Peak times can vary from one operator to another, but off-peak is generally after 9am weekdays and after the nightly rush hour, usually from 1900hrs.

Alternative operatorsSeveral train companies operate on the same routes. Quite often the slower operators will be cheaper than the faster ones.

Try something newBy going on a different route or using a different departure station you may qualify for a cheaper ticket. For example, travelling from Birmingham to London you can go from Birmingham New Street to Euston or Birmingham Moor Street to Marylebone using different train operators.

Split your ticketDepending on your route you may find it cheaper to split your ticket for example a ticket from London to Cardiff can be split as follows: London to Bristol, and Bristol to Cardiff. You will still complete the same journey and stay on the same train without changing and make a considerable saving in the process.

9 10Rail: Fares explained

There are three simple rail fare types available to purchase, making buying online easier than ever. In line with the travel policy all users should be avoiding fully flexible fares and looking to purchase the fares which offer savings to the firm, these include ‘off peak’ and ‘advanced’ fares.

Anytime... Book anytime, travel anytime�� Fully flexible tickets, with no time restrictions on when you can travel�� Purchase any time before you travel and you can use your ticket to travel on any

train�� You can break your journey at stations along the route of travel�� ‘Anytime Single’ and ‘Anytime Day’ tickets must be used on the date shown on

your ticket�� For ‘Anytime Return’ tickets the following restrictions apply:

�� Outbound – Valid on any train on the date shown on the ticket and for the following four days thereafter

�� Inbound – Valid for one calendar month from the date shown on the out-bound portion of the ticket.

Off-Peak*…Buy anytime, travel off peak�� ‘Off-Peak Single’ and ‘Off-Peak Day’ tickets must be used on the date shown on

the ticket�� For ‘Off-Peak Return’ tickets, outward journeys must be made on the date shown

on your ticket and return journeys must be made within one calendar month.

Advance…Buy in advance, subject to availabilityAdvance fares are valid only on the date and train shown on the ticket and are non-refundable

You can change the time or date of travel before departure of the first reserved train.

*These fares carry time restrictions

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Air: Smarter buying

To help you achieve the best available fares and take advantage of the great saving opportunities available we have put together a short list of some handy hints and tips:

Book in advance: Where possible, booking early means you can take advantage of the cheaper tickets on offer. Normally the closer to your actual travel date you book, the more expensive the fare as Airlines only offer a limited number of fixed fares on each route.

Ticket Types: If you need some flexibility booking the cheapest ticket is not always the most economic option. There are however cheaper fares which still allow an element of flexibility. They charge for the change; however this can still prove more cost effective than a fully flexible ticket with most airlines.

Fixed Fares: Purchasing fixed fares in either direction, either completely fixed or semi-flexible if possible, should result in a saving over and above purchasing the flexible fare. Again consideration to additional and/or cancellation fees should be afforded to ensure the most suitable solution to meet the business need is afforded.

Low Cost Carriers: Although not always the case, historical precedent has shown that the use of low cost carriers such as Easyjet, Ryanair, Flybe etc are normally cheaper than scheduled airlines such as British Airways. But consideration should both be given to the frequency of flights as LCC carriers do not match that of scheduled airlines which may impact if the business needs change and as well the extra fees for certain services such as advance seating, hold luggage etc.

Scheduled Airlines – travel out and back with the same airline: When travelling on a return journey with a scheduled airline such as British Airways, bmi etc, flying with the same airline in each direction should result in the most cost effective fares being offered. Due to the idiosyncrasies of fare distribution this isn’t always the case, but certainly should be observed where a flexible fare is purchased.

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Try something new: Use a regional airport. It may not always be practical depending on distance from your destination or travel time/expense but often prove a cheaper alternative. Try a new operator. If you always travel with the same Airline review your options, there may well be a cheaper alternative. Don’t just limit your search to a specific Airline, check out the competition. Look at indirect flights, if you always just check direct flights you could be missing opportunities to save money.

Corporate preferred fares/rates/suppliers: By consolidating your Air spend and using Capita Business Travel we can monitor your top city pair, key routes/destination & airlines. If feasible a deal can be put in place to offer value for money, savings & other incentives. If your company have a corporate deal this should be utlised at all opportunities to maximise potential for future negotiations.

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Hotels: Smarter buying

To help you achieve the best available fares and take advantage of the great saving opportunities available we have put together a short list of some handy hints and tips:

Book in advance: As with Air & Rail, the further in advance you can book your accommodation the better the rate you achieve. The closer to the arrival date you book the more ex-pensive the rate will be, often when a hotel reaches 80% occupancy they only sell rooms on the rack rate (the standard set recommended price)

Check the terms & conditions: You can often find some great rates when booking online, however you need to check the terms and conditions attached to the cheaper rates. Often these carry clauses like the ‘advanced purchase rates’ which are not always suitable for a business traveller requiring flexibility. The hotel requires full pre-payment and the booking is non-changeable/non-refundable.

Cancellation Policy: Always check the cancellation policy for the hotel/rate you have selected prior to committing. If your plans are not confirmed you need to ensure you have the option to cancel without a charge being incurred. Most flexible, corporate rates carry a cancellation policy between 24hrs prior to arrival and 1400hrs on the day of arrival.

Company Prefered Rates: By consolidating your bed nights into specific properties and using Capita Business Travel we can monitor your top locations & suppliers. If feasible a deal can be put in place to offer value for money, savings & other incentives. If your company have corporate rates in your chosen location these should be utilised at all opportunities to maximise potential for future negotiations.

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Try something new: If you are travelling by car, have a look at hotels just outside the city centre they often represent better value for money than the centrally located properties and have car parking. Don’t always stay at the same hotel without first checking alter-native properties, they may be cheaper on the night you require. Be flexible with your search to ensure you get the best results.

Changes to your booking: Once you have made a booking and have received confirmation, should you need to make any changes please advise as soon as possible so we can endeavour to secure and source as necessary. Please call the offline team quoting your booking reference for any changes to your reservation.

Apartments: Apartments have always offered value for money on long term stays and provide the traveller with more flexibility and space. However now they are also offering short term stays (one night plus) and a flexible cancellation policy. Resulting in savings not only on the cost of the accommodation, but also on meals.

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Important Contact Information

If for any reason you need technical assistance, you can contact our online support team.

E: capitatravelsupport@capita.co.ukT: 0844 245 5748 (option 1)

If you have more complex itineraries and/or you wish to speak to a Capita Business Travel consultant, you can contact the specialised teams as follows:

Rail E: eerail@capita.co.uk T: 0844 245 5748 (option 2)

Hotels E: eehotels@capita.co.uk T: 0844 245 5748 (option 3)

Car Hire E: b2bhelpdesk@erac.com T: 0844 245 5748 (option 4) Air E: eeair@capita.co.uk T: 0844 245 5748 (option 5)

Meetings and Events E: eemeetings@capita.co.uk T: 0844 245 5748 (option 6)

Emergency 24-hour ServiceAn emergency 24-hour service is in operation. If you call Capita Business Travel out-side of the standard operational hours (Mon-Fri 0830-1830hrs) your call will auto-matically be directed to the 24-hour emergency team. If you require emergency assistance and are calling from outside the UK, please dial: +44 (0) 1332 644900

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