Traveller profiles

HRG Australia and Voyager Travel Corporation will maintain traveller profiles for all Monash employees who will then have the capability to control and update their own profile via their respective online systems. Travellers and travel bookers are required to update their profiles regardless of whether travel will be booked online or via a travel consultant.

Why do you need a travel profile?
What Cost Centre / Reporting Group should you use when I register my profile?
One-off profiles for casual users, visitors and non-Monash staff
Security of profile data
Linking a traveller to a Travel Booker (for access to profiles)
Accessing / creating your travel profile

Why do I need a travel profile?

Every traveller requires a travel profile. Profiles are required by HRG and Voyager to facilitate your personal details to ensure your trip goes smoothly. Your profile should include -

• Your full name - properly spelt to match the name in your passport,
• Passport and visa details,
• Your cost centre / reporting group (for reporting purposes only),
• Emergency contact details including home contact details in case the airline has to advise of flight rescheduling;
• Travel requirements - meal and seating preferences, hotel preferences, etc.
• Frequent flyer membership details, etc.
• Credit card details for charging purposes (you can register multiple card details and all information is held secure with bank level encryption,

Profile details are forwarded to all relevant suppliers (airlines, hotels etc.) to ensure you receive the service and benefits specific to you. Having an up-to-date profile will greatly speed up the booking process. (Accessing / creating your profile).

What Cost Centre / Reporting Group should I use when I register my profile?

The need for a Cost Centre (reporting group) attached to a profile is simply for reporting purposes only.

The Monash Travel Office has designated approximately 30 reporting groups that are available in the HRG and Voyager systems to classify travel expenditure and activity. Please ensure you pick the most appropriate reporting group from the drop-down listing provided. If you register your profile with both suppliers, then please select the same group/cost centre for each supplier. (List of current reporting groups ).

Notes:

1. The Cost Centre / Reporting Group is not used to directly charge travel costs it is for reporting purposes only.
2. Please use Internet Explorer to update your profile

One-off profiles for casual users, visitors and non-Monash staff

Both HRG and Voyager can accommodate "one-off" profiles for those occasions where you might be covering the travel costs for a non-Monash person (say, when you are bringing someone to Monash for an interview or meeting). The set-up of one-off profiles can be done via the HRG ( resX ) and Voyager ( Serko ) systems or by contacting a consultant at HRG or Voyager .

Security of profile data

Both HRG and Voyager maintain personal. traveller profile data in secure systems. The privacy of the data is maintained at all times on a need-to-know basis and most of the information required to facilitate a booking process is passed over automatically to airlines etc. The data is not accessible to other users / Monash staff unless you have assigned rights to a travel booker or person that books travel on your behalf.

Voyager Privacy Policy

Linking a traveller to a Travel Booker (access to profiles)

If a travel bookers arranges travel for other persons then they can be linked to that person for the purpose of facilitating bookings and updating profiles.

For HRG , the traveller has to log into his/her own profile (via resX) and use the link option under profiles to add a travel booker. This is done by selecting the email address of the travel booker. The travel booker must, however, have their own profile registered in the resX system before the link can be made.

For Voyager, the linking is dome by the Voyager team upon request by a travel booker. you can speak to a Voyager consultant or submit by faxing the Voyager Travel Booker Profile Form to Voyager.

Once a booker is linked to a traveller, the booker can use resX or Serko online to view/change profile data for the linked person(s).

How to access profiles

Profile access	HRG Australia	Voyager Travel Corporation
Online system used for maintaining profiles	resX	Serko
Update / modify your traveller profile	Click on ResX logo if you already have a profile and want to edit the profile Company ........enter monash Member ID.......enter ID < y our email address > Password.....enter your password ( NB. First time users ignore password field) You are then prompted to enter a new password	If you already have a login name (number) and password, then log into Serko to add/change travel preferences, passport information etc. NB. You cannot change credit card details in Serko (see below for information on entering credit card details. Credit Card change/registration via secure site
Request a new traveller profile	If you are new to the University and/or do not have an existing profile you can request that a profile be set up by forwarding an email to the following address support.au@hrgworldwide.com Notes 1.) The email should contain the following information: Title First name Last name email address 2.) When you request a new profile, HRG will advise you by email when it has been created. You can then update/modify your profile to add in additional personal information.	You can request that a profile be set-up for you by the secure link below. Link to Voyager secure site to request new profile Notes: 1.) This is an online form for requesting / populating a profile. Note: User Name - monash          Password   - university 2.) Note that changes to your profile are only possible via Serko. 3.) Some fields are mandatory. You are also encouraged to enter in credit card details on this secure site as it removes the need to constantly provide this to consultants when making individual bookings.