GUIDE TO

USING THE NATIONAL TRAVEL

ON-LINE  RESERVATION  SYSTEM

 

This guide provides FEMA employees with the instructions on how to access and utilize the National Travel on-line reservation system.

 

Upon entering the National Travel on-line booking system for FEMA, the user will find four options:

 

            Travel Reservations

            Traveler Profile

            Do's and Dont's

            Important Sites

 

Select "Travel Reservations" to make an airplane, hotel or rental car reservation.

 

The next screen gives you the options to:

 

Enter Travel Center  - to make reservations

            Guided Tour - to review the site options

            Travel Links - travel information provided in other travel networks

            Flight Schedules - flight schedules and fares only

 

You only need a password to utilize the Travel Center.  All other options are available without password protection as no reservations can be made except in the Travel Center option. 

 

TRAVEL CENTER

 

The Travel Center User login provides you with a security statement.  At this step click on "Use Our Secure Web Server".

 

a.                   Travel Center User Login:  Enter your first and last name, caps followed by small letters: for example First or Last.  The first time you use the system enter the password provided by National Travel.  (You will customize your password in the next screen.)  Select the Submit button to continue.

 

b.                  The next screen welcomes you to the FEMA Travel Center and provides the opportunity to change your password.  You may change your password at any time, however, make a note of that password.  Select "Change your password" to change the current password.

 

Options

Once you have logged on to the system, the following options are available to you:

Click FLIGHTS to research flight schedules and fares and/or make flight reservations.

Click HOTELS to research hotel room rates and availability and/or make htoel reservations.

Click Car Rentals to research rental car rates and availability and/or make rental car reservations.

Click Itinerary to view a past or current travel itinerary.

Click Profile to maintain your individual travel preferences.

Click Travel Links to link to a travel-related website outside of TravelCenter.  You will find links that are pertinent to government travel, including Per Diem listings, State Tax Exemptions and more.

 

Airline Reservations

 

1.      Click Flight Schedule, Availability and Fares to make reservations.  (Select Flight Schedules to only see scheduled flights between two locations.  Select Known Flight and Itinerary if you know the specific airline and flight number.)

 

2.      Enter outgoing flight information:

 

·                    From - Enter the city, airport name or 3-letter airport code of the originating airport.

·                    To - Enter the city, airport name, or 3-letter airport code of the originating airport.

·                    Dep/Arr? - Select whether the flight schedule will be based on departure time or arrival time.

·                    Date - Select both the month and date.

·                    Time - Select the desired time, including am or pm.

 

3.      Enter the returning flight information:

 

·                    From - Enter the city, airport name or 3-letter airport code of the originating airport.

·                    To - Enter the city, airport name, or 3-letter airport code of the originating airport.

·                    Dep/Arr? - Select whether the flight schedule will be based on departure time or arrival time.

·                    Date - Select both the month and day.

·                    Time - Select the desired time, including am or pm.

 

 

4.      If this is a round-trip flight, ensure the Round-Trip indicator is selected.

 

5.       Select whether the trip is business or personal.

 

6.      Select either Create search using my profile data, or create search, but I would like to customize my profile for this itinerary.  Selecting “Customize my profile” will enable you to refine the search for this particular trip.  For example, you might restrict the search to the contract airline only, or fully refundable fares only.

 

7.      Click Get Flight Options button.

 

·                    Select or verify airport for departure, click on Get Flight Options.

·                    Select or verify airport for arrival, click on Get Flight Options.

 

8.      Review the options available.  Click Select button on the desired option.

 

9.      Review the selected itinerary.  Note: if desired, click on any of the underlined links to view more information about the flight, such as size of plane, airports, etc.

 

10.  Verify the passenger name.

 

11.  If desired, provide a name for this itinerary.

 

12.  If any information required to make a reservation is missing from your itinerary it will be requested at this time.  Fill in the information and click on Make Reservation.

 

13.  Confirmation screen - review flights and make a note of confirmation/record locator number.

 

14.  Click on Select Seats at right of screen to make seat selection:

 

·                    Select the seat you wish to have from those seats available.  The red seats are already reserved, the green seats are available.  The seat you select will turn blue.  If all the seats are red, seats are not available through this system and must be assigned at the airport. 

·                    Seats selected are requested and must be confirmed by the airlines.  This will be identified on your itinerary invoice.

 

Your airline selection and seat selection have been made.  National Travel will review all requests from the on-line system and will ensure all Federal and FEMA travel regulations have been followed.  If a better flight can be obtained, National Travel will inform you of any alternatives available to you by telephone or e:mail.

 

 

Hotel Reservations

 

The hotel part of the on-line reservations system is not functional at this time.  Please call National Travel to make hotel reservations.

 

1.      Enter hotel stay information:

 

·                    City/Airport - Enter the city, airport name, or 3-letter airport code of the airport at which you'll be arriving.

·                    Check-in Date - Select both the check-in month and day.

·                    Check-out Date - select both the checkout month and day.

 

2.      Select whether the trip is business or personal

3.      Select either Create search but I would like to customize my profile for this itinerary.     This option enables you to refine your search for a hotel based on a number of criteria, including location, hotel chain,  hotel features, and government rates.
If you do not customize your search, the system will return a maximum of 10 options, with all rate categories considered.

 

4.      Click on Get Hotel Availability

If you customized the search, you can search for FEMA approved properties by selecting this option in the Hotel Features box.  Also, select a government rate in the rate category box.

 

5.      Click on SUBMIT

 

6.      Click on the radio button to indicate the desired hotel.

 

7.      Click on Room Availability.

 

8.      Click on the button to indicate the desired room.

 

9.      Verify the traveler's name.

10.  If desired, provide a name for this itinerary.

11.  Select either Confirm my reservation using my profile data, or Confirm my reservation but I would like to customize my profile for this itinerary.

12.  Add any necessary comments or note in the space provided.

13.  Click on Make Reservation.  Make note of the confirmation number.

 

 

Rental Car Reservations

 

Rental car reservations can be made on the on-line system using government rates.

Enter rental car information:

 

·                    City/Airport - Enter the city, airport name or 3-letter airport code of the airport at which you will pick up the car.

·                    Pick-up Time - Select month, day and time you will pick up the car

·                    City/Airport - Enter the city, airport name or 3-letter airport code of the airport at which you will return the car

·                    Drop-off Time - select month, day and time you will return the car.

 

1.      Select whether the trip is business or personal.

2.      Select either Create search but I would like to customize my profile for this itinerary.  This option enables you to refine the search to car size, rate type (daily or weekly) and government rates.

 

3.      Click on Get Car Availability.

 

4.      Select Car size, rate type (daily or weekly) and rate category (government).

 

5.      Click on Submit

 

6.      Click on button to indicate the desired car.

7.      Click Select Car Rental.

8.      Verify the traveler's name.

9.      If desired, provide a name for this itinerary.

10.  Select either Confirm my reservation using my profile data, or Confirm my reservation but I would like to customize my profile for this itinerary.

11.  Add any necessary comments or notes in the space provided.

12.  Indicate any desired special equipment.

13.  Click on Make Reservation.   Make a note of the confirmation number.