Travel Agency Communication Your designated travel agency is a vital part of the successful travel management equation. It functions much like an active partner of your organization in air travel reservation, charging and reconciliation activities. That's why it's essential that you advise your agency as quickly and thoroughly as possible if you initiate a new Diners Club program or open new Accounts. While your unique relationship with your travel agency (or agencies) will determine many of the arrangements you need to make and the level of communications necessary to initiate the use of a new Diners Club program or Account, we'd like to offer a few recommendations. Please explore the links below: Corporate Card System Corporate Travel System Group Event System Reconciliation Support Corporate Card System When your organization implements a new CCS program, you should: Request that your travel agency set up individual traveler profiles that include each Diners Club Cardmembers' Account numbers, and other basic information. Advise that each CCS Cardmember's Account is to be used for their business travel, including air and rail fare, lodging, car rentals and any other specified travel related charges. Consider supplying your agency with a copy of your travel policy, and enlist their help in reinforcing policy compliance. If your organization also operates CTS or GES Accounts, ensure your travel agency is aware and that it understands your policies for the proper use of each. Return to top Corporate Travel System When your organization implements a new CTS program, you may choose to have more than one CTS CHARGING number. This will occur if you open more than one Account (e.g. per department, region). When you initiate these Account(s), you should: Supply your travel agency with your CTS CHARGING number(s), and a list of corresponding authorized travelers for each number. Send written correspondence advising your agency that your CTS Account is to be used for air, rail and common carrier charges, only. The CHARGING number should not be used for hotel reservation guarantees, rental cars or any other charges. If your organization also operates CCS or GES Accounts, ensure your travel agency is aware and that it understands your policies for the proper use of each. Return to top Group Event System When your organization implements a new GES program, you should: Request that your travel agency set up profiles that include Diners Club Group Event System Account numbers, and other basic information. Advise that each the GES Account is to be used for group meeting and event expenses. Reservation can be made for air and rail fare, lodging, car rentals and any other specified meeting and event related charges. Consider supplying your travel agency with a copy of your meeting and event expense policy, and enlist their help in reinforcing policy compliance. If your organization also operates CCS or CTS Accounts, ensure your travel agency is aware and that it understands your policies for the proper use of each. Return to top Reconciliation Support Reconciliation is an important topic that is given special attention in the Reconciliation section of the Program Management Toolbox. If you choose to work with your travel agency for reconciliation support, you should: Ask your travel agency which type of file format it prefers for reconciliation data from Diners Club Contact your Business Service Representative at 1-800-964-9444 to determine which MIS Reports should be sent to your travel agency Notify the travel agency that it will receive a file from Diners Club with activity for the billing period Identify any additional accounting data which should be provided from your organization to your agency for reconciliation purposes Establish an acceptable reconciliation turnaround time for the report to ensure timely payment to Diners Club Determine how you will handle disputed items Confirm how Refund Exchange Notices and Lost Ticket Applications will be handled by the travel agency To Learn More For more information on what your organization should communicate to your travel agency, communication, and how Diners Club and your agency work together to serve your travelers, please contact your Diners Club Representative.