Travel Booking Service

Carlson Wagonlit Travel

How does it work

CWT’s core business is providing travel services. In other words, they are a travel agent and we will be using them for our travel requirements. They have agreements in place with airlines, hotels, conference centres and rail companies so we only need to have the one provider.

The three booking methods that can be used are an electronic form, a modified version of Trainline.com (rail travel only) and by telephone/fax, The former two methods would be provided through the CWT Portal and this is accessed via the link below.

CWT charges a booking fee (around £4 - £10 depending on what booking method is used) per travel booking and, if applicable, credit us with the commission they receive. The amount of credit we receive will increase dependent on our total spend with them.

Benefits

The main benefits are that we would be able to manage our travel spend, by having detailed information on what we buy, and CWT would suggest improvements. The management reporting will feed into our outcomes, relating to our carbon footprint and spend.

”- The Carbon Reduction Commitment will come in to force in 2010 which will affect around 5,000 businesses - including all government departments. It will not only deliver massive carbon savings but businesses taking action will also benefit from lower fuel bills and will yield a benefit to businesses of around £1billion.”

All bookings on CWT will be done using procurement-cards. If you do not have one please let us know. Alternatively if you do not normally book your own then please go through your existing bookers/channels.

Generic booking support is also available through Room 3 in County Offices, the Mail room in Orchard House and the Support Services team for the Development Directorate (based in City Hall).

Guides

New User Registration

Please see the downloads tab for the registration instructions.

Once you follow the registration instructions which are located in the downloads tab you will receive two emails. These will contain your username and password. One of the emails will also contain the link to the Council’s own CWT portal. Once you follow this link please remember to add the webpage to your Explorer favorites.

Then set up your profile on both the CWT Portal and on Trainline (User Guides on the CWT Portal under Travel Documents) and populate your p-card details. If you are a Booker then you need to be set up as one before you can start booking for others. Please email cwt@lincolnshire.gov.uk to request this. (this also will be when you are set up for the Invoice Lookup function on the portal). Please allow at least 48hrs for this.

All guides are available on the CWT Portal homepage if you need help with this.
 
The process is rather involved at the start but it will then allow us through the streamlined payment process to save LCC thousands on invoicing costs alone. Thanks.

LCC staff:   For further information and help call on 3674/3626 to book into either a group or a one to one session.

Setting Up your Travellers

All guides are available on the CWT Portal homepage if you need help with this.

Technical and Booking help

All guides are available on the CWT Portal homepage if you need help with this

Announcements

Please note the following reductions to Trainline fees, which come into effect from Tuesday the 4th May 2010.

Fast Ticket Machine - reduce by 20p  from £1.15 to £0.95, including VAT the new fee will be £1.12

Ticket at Window (Station Ticket Office) - will reduce by 10p from £1.35 to £1.25, including VAT the new fee will be £1.47

Guidance for Bookers

Travel and hotel booking information

The most cost effective, timely and environmentally friendly method of travel should be used. All reservations should be made as early as possible to obtain the lowest rate. All cancellations and changes must be made through CWT.

Hotels

LCC hotel caps have been set at a maximum £130 B&B for London and £90 B&B for the rest of the Country. If for any reason you are unable to keep the cost below these caps please get in-touch with the Procurement Lincolnshire Team on 01522 553649. Remember to choose the option which is the most cost effective for the whole journey. You are responsible for cancelling rooms in time. In cases of negligence you will not be reimbursed for “no show” charges.

Air travel

Reservations should be made 7-14 days in advance of the actual date of the journey to benefit from advance booking discounts.

Use low fare airlines whenever possible. In any other cases if you fly the lowest cost option will be acceptable.

Further information

LCC Contract Management email CWT@lincolnshire.gov.uk, you can also contact us at 01522 553658.