Berkeley Lab

Maritz Corporate Travel Guide

About Maritz Travel | LBNL Travel Office

Contents
What to Expect from Maritz
General Procedures
Airport Check-In
International Travel
LBNL Travelers: important phone #s

What to Expect from Maritz

Travel Reservations

As soon as your business plans are confirmed, call your dedicated travel team. They will handle your air, car, train and hotel travel needs:

Airline Reservations

Offer flight schedules
Quote fares and availability
Confirm flights selected
Guarantee the lowest available fare within the parameters of LBNL's travel policy
Request special meal and seat preferences on all participating carriers when available
Provide frequent flyer ID numbers to the airlines

Hotel Reservations

Secure negotiated or promotional rates
Guarantee reservations for late arrival
Provide membership ID numbers to hotels
Advise confirmation numbers, addresses, telephone and fax numbers
Request special room preferences

Car Rental Reservations

Utilize LBNL's corporate discounts
Provide membership ID numbers to rental companies
Request special car equipment

Travel Policy

Your team is commited to guiding you through the complexities of LBNL's travel policy to provide you with the most efficient and cost-effective business travel.

Traveler Profile

A completed profile form will allow the travel consultants to automatically observe your individual travel preferences for each reservation you make. To maintain the accuracy of this data, Maritz Travel can update your profile immediately over the phone. Blank profile forms may be obtained through the LBNL Intranet or by calling Maritz Travel.

General Procedures

Tickets and Documents

Your ticket will be delivered via one of the following methods; lab mail, electronic ticketing or, when required, federal express or prepaid ticketing will be used.

Air, Car, Hotel No-Shows

If your plans change, be sure to cancel your reservations with your travel team or Maritz' 24-Hour Emergency Service. Failure to cancel a flight segment on which you are confirmed will often result in the automatic cancellation of on-going and return reservations. It is also important to cancel car and hotel reservations to avoid no-show billing.

Procedures for Unused Tickets

All unused tickets must be returned to Maritz Travel. Your travel consultant will advise where tickets should be submitted and help select the best possible option to obtain optimum value:

Void: Tickets can be voided if they are purchased and returned within the same week. A debit and credit will appear on your credit card statement. Should your billing cycle close between the two transactions, you will receive the debit on you next statement and a credit on your following statement. If you return the ticket the same day it was issued, the void will not show up on your billing statement at all.
Exchange: Unused non-refundable tickets may be applied toward the purchase of new tickets. A fee for this service is charged by the airlines. If the value of the new ticket is greater than the original ticket, the difference will be charged to your credit card. If the cost of the new ticket is less than the original ticket, a credit voucher may be issued and can be redeemed for future travel.
Refunds: Returned tickets that are entitled to a refund will be credited to your account. However, the debit and credit transactions may appear on different account statements, even if returned within the same week or month. This is caused by airline processing and your individual credit card's billing cycle.

More Hotel Information

Your Maritz travel team will recommend hotels that offer a government rate, LBNL negotiated rate, a Maritz negotiated rate, or a special group rate. All hotel reservations are guaranteed to a credit card for late arrival. Please cancel any unneeded reservations to avoid no-show charges by calling Maritz or the hotel directly.

Detailed information on the Maritz negotiated hotel program is available on-line for LBNL corporate travelers. The information includes applicable locations, local interests, hotel property descriptions, and negotiated rates. You can access this information at http://www.inehotels.com . Your company's log-in is LBLAB and the password is GLOBAL.

Airport Check-in

Security

Government-issued photo ID required (drivers' license, etc.)

Advanced Boarding Passes

For security reasons, airlines now issue boarding passes at the airport.
Your Maritz travel consultant will confirm you seat assignment in advance whenever possible.

Carry-On Baggage

Many domestic carriers are now strictly limiting travelers in the number and size of bags they may carry on a flight. Please check with your Maritz travel consultant for regulations which vary by airline.

International Travel

Information

An integral part of our international service program is to provide travelers with information regarding:

International reservation and ticket regulations
Complex international airfares
Passport and visa fees, forms and requisitions
Inoculation and vaccination information
Current foreign exchange rates

Passport/Visa

Many countries require valid passports for entry and departure. Some require a visa in addition to a passport.

Maritz will manage the passport/visa process using CIBT, the Center for International Business and Travel. CIBT charges a nominal fee for their services which will be charged to your credit card.

To avoid problems in obtaining visas, please renew your passport at least six months prior to the expiration date.

LBNL Travelers

*Important Phone Numbers*

Maritz Travel Hours of Operation: 6:00am - 5:30pm (PST)

National Reservation Center (NRC):

Toll Free: (800) 818-9719

FAX: (314) 827-6567

E-mail: lbnl@Maritz.com

Domestic Emergency Service:

Toll Free: (800) 446-1685

Access code: 4SF

International Emergency Service: