Managing Travel and virtual Cards for Non-Employees

Welcome to the Travel pilot group, aiming to facilitate travel for; recruits, contractors, and other non-employees.

You need these people across your business to keep it moving, so let us help you get them traveling.

Key components of the service

To facilitate your travel, we have:

Created a profile for you giving you access to the platform for online booking and access to AMEX GBT travel services if you need booking assistance via phone (change, cancelation).
Assigned a virtual Card to your profile which will be automatically used to pay for flights you book online or via contacting the AMEX GBT travel services.
Allocated you a “budget” linked to your virtual Card for this trip. The budget has a defined financial limit, and period of time appropriate for this trip.

Notes:

Using the virtual Card for on-trip incidentals such as lunch, coffee, and taxi is out of scope of this Pilot. We aim to cover these expenses at a later stage. For the pilot the virtual Card is to be used to pay for flights only booked online or via an Amex GBT offline travel agent (as necessary).

Please exercise reasonable judgment when selecting arrival and departure dates/ times. Search options are available in the tool to help you make the most appropriate booking decision.

All bookings made and transactions processed on the virtual Cards are visible and reported in real time to your business.

Step 1 - Access and update your profile

You will receive a Welcome Email from noreply@neo1.com that provides you with summary instructions and asks you to login to app.neo1.com to review your profile, add any missing required or optional (as desired) profile details, and book your travel.

Once you login, please validate your profile making sure important information such as your First name, Last name, DOB, Home address, Mobile number are completed, correct, and match what is shown on your official travel documentation (passport etc..).

You can also add any travel loyalty programs you are a member of, so they are captured on your booking (optional).

1. From the dashboard, navigate to your profile and review your profile information by selecting either the profile circle in the top right-hand side or the Edit profile button highlighted in green below.

2. Once selected you can navigate directly to all elements of your profile as needed by simply selecting the profile sub menu.

Sequentially check the details appearing under each sub menu.

Profile information (Your First Name/ Last Name and DOB must be as they appear on your official travel documents)
Address (Required – must be a valid US home address)
Travel documentation (Optional)
Loyalty programs (Optional)
Payment methods (pre-assigned to you)

Notes

Profile information should be in a status of <Complete> and green, if any details are missing, they will appear as <To Complete> and red, preventing a virtual Card from being created for you.
It is important that your First name, Last name, and DOB are as it appears on your official travel documentation as these details will be used to make your travel bookings.
No payment method (virtual Card) will appear in your profile just yet. To assign you a virtual Card your profile needs to be complete first.

Step 2 - Book your trip

Once your profile is reviewed and complete, we will issue you a virtual Card and a budget will be assigned. You are now ready to book your trip.

You will receive a Ready to Book email from noreply@neo1.com that provides you with summary instructions and asks you to login to app.neo1.com and book your travel.

Look out for our “Ready to Book” Email
Go to app.neo1.com

From the dashboard select the Travel menu option on the right-hand side or select <Book Trip>.

Our travel menu option takes you to our booking engine which is connected to EY’s Travel Management partner Amex GBT for servicing.
Before booking, please reference your business's T&E policy. Typical policies indicate:
- Please book the lowest logical yet flexible travel decisions for flights and accommodation.
- For Flight: Economy refundable are preferred (no Business or First for domestic travel), carrier preferences are; United, Delta, and American Airlines
- Any exceptions to extend the travel duration due to personal situations will be managed by expectation please contact your business for guidelines.
Select Flight and enter the from and to the destination as well as departure and arrival times needed to fulfill your trip purpose.

4. Select the most reasonable options presented on the results page, and follow the booking journey through to completion.

Prior to selecting <Book> a summary of your trip components is presented, you can Book, Hold, Save and Share this trip.

Note: prices may be subject to change if you hold your booking. Once you select <book> follow the check-out flow and make specific note of the booking terms and conditions. Your assigned virtual Card will be automatically used for payment of this trip. No additional payment methods are needed.

Notes

Please review the business's T&E policy before booking.

Step 3 - Booking details

Look out for your Travel confirmation email which will be issued by American Express Global Business Travel (donotreply@mytrips.amexgbt.com). It should arrive within a few hours of booking.

If you do not obtain a copy of your trip details within 24 hours of booking, please contact AMEX GBT +1 669-272-1301 or WhatsApp +1 646-553-1753

This is an electronic itinerary detailing all your required travel information. Please review and make note of key information such as:

Time, Dates, and Airport terminals and Carriers.

Go to app.neo1.com if at any time you wish to access the details of your booked trips.

Notes

If you do not obtain your email with your travel details, please call +1 669-272-1301 or WhatsApp +1 646-553-1753

If there is any disruption to your trip caused by industry events, weather or by the supplier AMEX GBT will contact you or you can call please call +1 669-272-1301 or WhatsApp +1 646-553-1753