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Question |
Will I get
Zegato? |
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Response |
YES.
Zegato is the department-wide travel system of record.
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Question |
Who do I
contact to find out when I will get the VA eTS? |
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Response |
Rhonda Ivie, VA
Financial Services Center, 512.460.5070
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Question |
How do I only
book a hotel or rental car? |
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Response |
Contact the
Zegato Call
Center. Call for assistance with booking complex international
flights, hotel, rental car and train reservations. When calling this
number you must have your document number available. The document
number can be obtained from the Reservations page of the Travel Plan.
An additional fee is charged when contacting an offline agent.
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Question |
When are my
flights actually ticketed? |
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Response |
In order for
Zegato travel agents to ticket your flight, your final approving
official must approve the document. Your flight will not get ticketed
if your final approver has not approved your document. Depending on
your organizations configuration, reservations will be ticketed by a
predetermined number of days before travel. This prevents users from
receiving bills for travel they have not taken.
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Question |
How do I book
complex travel? |
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Response |
If you are
flying to seven or more cities or you have complex international
travel, you must go into Zegato and create your segment details, then
click on the Reservation page. Above segment 1 is your offline
document number. You must have that number present when you contact
our travel agents (1-888-414-8831). Agents use document numbers to
populate pertinent information into your request.
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Question |
What is my
responsibility for receipts? |
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Response |
Make sure after
your Expense Report is completed you should print a copy and staple
your receipts to it. Each traveler is responsible for keeping up with
his/her receipts. The Finance Department will conduct random audits.
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Question |
How can I get
a copy of the Zegato manuals? |
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Response |
You can print
the latest copy of our manuals by logging on to Zegato. >From the
Portal page of Zegato, under the Documentation box, select the manual
you wish to download. The Tour Guide provides an in-depth view of
service and includes illustrations.
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Question |
Can I change
my default Cost Center? |
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Response |
To change the
default Cost Center,
click on the Insert link located to the right of the first
amount field then select the
Cost Center
you intend to charge the travel too.
To select a Cost
Center
from an organization other than yours, repeat he same steps as above.
Select the arrow to the right of the text box then select the
Organization’s name, click the Search button. Click once on your
choice.
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Question |
How do I
increase my lodging? |
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Response |
Amend your
Travel Plan to increase the lodging amount and follow these steps:
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Select the MOD button next to the
city you wish to increase the lodging amount.
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Change the segment type to Actual
Necessary 150% or 300%, whichever one applies in your case.
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Select the Modify button.
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Select on the Reservation page.
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Adjust the dollar amount in the Max
Lodging box and Nightly Lodging Cost box under the correct segment.
Simply highlight the dollar amount in each box and change it to the
correct Per Diem Rate. Both boxes should be the same amount.
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Question |
What is the
purpose of the Schedules menu option on the Portal page?
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Response |
You may use this
option to search for flight schedule & price quotes and Hotel options
within a particular city. You cannot use this menu option to book
your reservation.
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Question |
What is the
purpose of the Itineraries menu option on the Portal page? |
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Response |
This option can
be used to send a Message to Agent, send yourself a copy of your
itinerary or update your profile.
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Question |
How do I send
a Message to Agent online?
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Response |
- Select the
Itineraries menu option from the Portal page.
- Select inside
circle next to itinerary you wish to update.
- Select the
Select button.
- Select the
“Message To Agent” yellow button to the right.
- Type in the
text box, your question or change.
Example:
- If you need
to change your departing flight or arriving flight you must first go
to schedules and see what flight you wish to change your flight
too.
- Type in the
text box the Date, Airline, Flight Number and
Depart
City and Arrive City information.
- Select the
Send button.
- A new
e-ticket will be e-mail to you.
Note:
In order for the online agent to change your flight it must be from
the same airline you originally booked your flight with. If you
decide to change your flight to a different airline you must contact
the Zegato Call
Center at 1-888-414-8831.
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Question |
How do I
cancel my Itinerary?
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Response |
Perform the
following steps:
- Select the
Show Desktop button from the Portal page.
- Select the
circle next to the itinerary you wish to cancel.
- Select the
Doc. Control button.
- Select the
Delete button under Doc. Control.
- This will
cancel your document and itinerary.
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Question |
How do I
request a copy of my Itinerary?
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Response |
Perform the
following steps:
- Select on the
Itineraries button from the Portal page.
- Select inside
the circle next to the itinerary you wish to have sent to you.
- Click the
Select button.
- Scroll to the
bottom of the page.
- You can send
yourself a fax or e-mail copy of your itinerary. Select which
method you wish the copy to be sent to you.
- Scroll to the
top of the page and select “Return to Portal.”
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Question |
How do I
update my Travel Profile? |
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Response |
Perform the
following steps:
- Select the
Itineraries button from the Portal page.
- Select the
Profile tab.
- Click inside
the circle.
- Select either
the Edit button to update your profile or select the View button to
review what’s already been entered.
- Select the
Next button to advance to the next page. Any page that displays
Read Only in red font is pulling the data from your User Profile in
Zegato.
- Once the
changes have been made, select the Save Profile button on the lower
left hand side on your desktop.
- Once the
changes have been made, select the Return to Portal link at the top
of the page.
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Question |
What is the
function of the Support menu option? |
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Response |
This page
contains a variety of options that will assist you with most of your
travel-related needs. To access any of the features displayed, select
the appropriate icon. To exit this page, select the Return to Portal
menu option.
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Question |
What is the
function of the Document Control menu option? |
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Response |
All of your
administration task can be completed from this location. You can
print a copy of your document, review the summary page of your
document, look at the history of your document, delete documents,
place documents on hold and submit documents that have been place on
hold. You can also see who is currently reviewing your document and
the other approvers who must approve it.
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Question |
I forgot my
member ID. What should I do? |
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Response |
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Question |
How do I
refresh my PIN? |
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Response |
If you forgot
your pin enter your Member ID in the field provided and click on the
blue link on the login page called “Forgot your Pin? Click here.” A
temporary pin will be e-mailed to your account. Use the Temporary PIN
to login Zegato. A screen will appear to allow you to change your
pin. Type the Temporary PIN in the old pin box and enter your New PIN
in the next box provided. Once you save the new information the next
time you login Zegato your new pin will take affect.
Note:
The New PIN must be at least 8 characters and a maximum of 20
characters. New PIN must contain a combination of upper letter, lower
case letter and numbers.)
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Question |
How do I
change my PIN? |
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Response |
Perform the
following steps:
- Select the
User Profile menu option located on the Portal page.
- Select the
Save Profile.
- Enter your
Old PIN and New PIN in the Save Profile box.
- Confirm your
new PIN by entering the value entered in the New PIN field.
- Select the
Save Profile menu option and enter your New PIN in the Change PIN
box.
- Select the
“Click here to save Profile” button to activate and save the new
value.
Note:
New PINs must contain a combination of upper and lower case letters
and numbers. PINs must be between 8 and 20 characters in length. |
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Question |
How do I
update my User Profile?
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Response |
Perform the
following steps:
- To modify
your user profile:
- Select the
User Profile menu option located on the Portal page.
- Select the
menu option that corresponds with the specific section you intend to
modify.
- After you
have made all of the desired changes, select the Save Profile menu
option, enter your current PIN in the Save Profile window
- Select the
“Click here to save Profile” button to save the new values.
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Question |
How do I
retrieve my archived documents?
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Response |
To access your
archived documents:
1.
Select the My
Archive tab from the My Travel Desktop page.
2.
Select the circle
next to the document you wish to restore back on your active travel
desktop then select the Restore Document menu option. The document
will be placed on your My Travel Desktop.
3.
Select the My
Travel tab to return to your travel desktop.
Documents
automatically archive 15 days after your final approver approvers the
Expense Report. All archived documents will have a status of complete
or cancel.
Keep in mind
that Zegato uses single line documentation; therefore any documents
attached to a particular Expense Report will be archived as well.
(Example: the travel plan, amended plan and amended report can be
associated with one Expense Report)
Note:
The following information is
being provided to you based on the Fly America Act (49 U.S.C. 1517) as
it pertains to the Federal Travel Regulations and to assist you in
justifying the use of a foreign air carrier:
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