Freeport Technologies
Travel Booking Guidelines

Purpose

Profiles, Approvals, and ReservationsAll air, rail, car, and hotel reservations for Freeport Technologies employees, including en route changes, must be booked through the travel office.

• Traveler Profile Form is now available and should be completed prior to requesting services.
• Modes of communication: Phone, Email, Fax, and Online
  Business Hours: 8:30 am to 6:00 pm, EST, Weekdays
  Phone: 240-387-4054/ 877-656-3223
  E-mail: travelon3@tvlon.com
  Fax: 240-387-4058
  Online: http://www.tvlon.com/freeport (This site will include numerous helpful links - your comments and suggestions are welcome as we build a custom traveler resource directory.)
• Tickets will not be issued unless formally confirmed by the traveler.
• It is suggested that non-emergency and simple, round-trip domestic air travel arrangements be booked via Travel Request Form.
• Ticket exchanges, car/hotel reservations only, complex journeys, and international travel should be booked directly with a Travel-On consultant.
• If attending a conference or meeting, please advise the Travel-On consultant so they can confirm the best market or negotiated airline and hotel rate for you. Also, request instructions on any special ground transportation arrangements.

• During normal business hours please call 240-387-4054 or 877-656-3223 for emergencies and en route changes.
• For after-hours emergencies and en route changes, travelers should call the 24-hour, toll-free emergency service number listed on their itinerary: 1-877-858-3254, Code 16XL - Travel-On / Freeport Technologies.
• All other after-hours non-emergency requests should be submitted via e-mail or online for action next business day.

• The travel agency will issue electronic or paper tickets, as required.
• On request, the travel agency will e-mail or fax flight options and fares for trip planning purposes.
• Itinerary confirmations will be e-mailed or faxed to the traveler/arranger as soon as the reservation has been verified and processed by the travel agent and/or the ticketing airline.
• Travelers/arrangers are responsible for examining all travel documents to make sure they agree with travel plans. For discrepancies, notify a Travel-On consultant immediately.
• Passport, visa, and inoculations information will be available online.
• For cancelled, unused, voided, lost or stolen airline tickets, please contact the travel agency for assistance.

• All hotel reservations will be "guaranteed for late arrival" to your individual card unless requested otherwise.
• Please review your invoice for cancellation notification/hotel terms.
• To cancel or change your reservation, travelers should contact Travel-On immediately to avoid unnecessary charges. They will retain cancellation numbers, contact names, etc. in the event of a "no show" bill.

• When renting a vehicle, you should decline the various insurance coverages, including the collision damage waiver for domestic rentals only. When renting abroad, you should purchase the collision coverage.
• Return rental vehicle with a full tank of gas to avoid inflated refueling charges.
• In case of an accident, contact the rental company, Freeport Technologies legal department, and local authorities, as required.

Pricing

TRADITIONAL, FULL-SERVICE RESERVATIONS: $37(domestic/international) per transaction (effective September 12, 2011)

• “Transaction” means an actual airline or train ticket generated by Travel-On for a client.
• Reservations that are cancelled before a ticket is issued are not considered a transaction.
• Tickets that are issued, but are then voided prior to close of next business day of the same week, will be considered a transaction.
• Tickets that are issued and are later refunded in whole or in part will be considered a transaction.
• There is no fee for hotel/car only reservations where no air travel is required.
• There is no fee for changes to travel, unless a new ticket is required.