Accommodation (Hotel/GH Service Flow) Manual

LOGIN:
a) Visit Q2T website “quest2travel.in”.
b) Click on login.
Enter your Unique Login ID and Password and click on SUBMIT
 Requester Home Page

Click on “Travel requisition ” to create a trip/tour for the Airline, Accommodation or both.
 Travel Requisition :
• Employee Can create a trip/tour for himself by selecting “Myself” under “Request for”.
• For trip/tour of consultant “business group” can be selected under “Request for”.
• Fill all the other trip details like , Trip title, start & destination city , start & end date.
 ACCOMMODATION: select accommodation and Enter city name , select check in-check out date. For multi city
booking click on Add city.
• AIRLINE : Select option as one way , round trip or multi city , Departure &
Return date , and flight class (Business class will get activated as per the
employee grade) .
• Click on NEXT.
Confirm the travel details and click on next.
• Select the purpose of trip and also select declaration check box then click on “submit”.
• In case of emergencies Employee can opt for a “POST FACTO” option provided that
verbal approval is provided by approver.
• In case post facto is not approved by approver then cost of entire trip will be recovered
from employee salary.
• Submitted request will be sent for an approval.

• For Post facto submitted trip employee can clicking on “OK” and proceed for Ticket or
Accommodation booking .
 Modify/Cancel Trip

• To Cancel/Modify the trip go to view my request option.

• Select required trip
• Before cancellation of trip all Air ticket and accommodation booking should be cancelled first.
• Click on Cancel trip, write cancellation reason and click on submit.
• Click on modify trip to modify trip.
•Employee can only cancel the trip in case of Post Facto approval is pending.
•Post facto Request can be modified only after approval is received.
 Approver's End

Click on “Travel” under “Approvals” to approve travel request.

In travel approvals, approver can select and approve the request.
• Approver can approve or reject trip request (by providing a reason)
• same can be done from an email link as well.
Request approval notification
 Booking of Ticket/Accommodation

View My Request :
•Once the approval is received, employee can proceed for the booking through “View My Request” link.
•Employee can also Cancel/Modify the trip request through view my request option.
Select approved request to proceed further.
 Flow for Guest House Booking

• Select check box and click on proceed for accommodation booking.

• In case of multi city bookings, you need to proceed for booking one city at a time.
Select the room and bed from available Guesthouses in the city and click on “Book” button.
• Select meal option from meal preference option
• Check all the details and click on Submit.
In case of multi sector - employee can “proceed” further for another city booking ,
else can go to “Home” page.
Select another sector and proceed further.
1.In accommodation , Guest House booking will be Mandatory and if there are NO guest House or is full then
option to proceed for Hotel booking will be displayed.
2.Select “click here” link for hotel availability.
 Flow for Hotel Booking

• Availability of Hotels will come after clicking on Hotel Link.

• Click on “Room detail/select” to see detail of each room categories in that hotel with price.
• For IOCL Nominated hotels yellow corporate flag will be shown. and room detail will have proper flag
for corporate rate or retail rate.
• You can use filter as provided on left side of the page.
• Only Corporate tie up Hotels will be shown in corporate tie up hotels filter.
• Employee’s eligibility amount will be shown on top of page accordingly hotels will be displayed.
• Kindly always check cancellation period & rules before booking.
• Go through Cancellation policy before proceeding.
• Accept terms and condition check box
• Select guest/employee name from drop down then click on book button.
Confirm and check the hotel details , enter CAPTCHA and click on book.
• Click on “OK” to go back on trip details page.
• For voucher click on “Print voucher”.
• Few Hotels might have delay in confirmation of booking which will be informed on SBT and
confirmation will be provided within 3 hrs.
 Hotel/GH Cancellation from Travel Itinerary

Click on Guest House Itinerary or Hotel Itinerary under “Travel Itinerary” tab to cancel the
booking.
 Hotel Cancellation

1)Select the request to cancel the hotel booking.

2)Request can be searched using Booking Ref no/booking date/hotel city filter.
• Click on “Cancel Booking” and provide a reason and again click on “cancel booking”.
• Cancellation change may be applicable as per cancellation policy.
• Employee to ensure Hotel cancellation is done well within time and strictly avoid No-Show.
• In case of No-show the cost of Hotel will be deducted from employee’s salary.
Confirmation of Hotel cancellation mail will be sent to the employee.
Once the request is cancelled , Status will be updated for the request.
 Guest House Cancellation

Select a request to cancel the Guest House booking.

 Full Cancellation

• Click on “Cancel Booking” for Guest House Cancellation.

• For full cancellation select all the dates.
• Write your reason and click on submit.
Alert will be given once the booking is cancelled.
 Partial Cancellation

• Click on “Cancel Booking” for Guest House Cancellation.

• For partial cancellation select only required date for full cancellation select all the dates.
• Write your reason and click on submit.
Alert will be given once the booking is cancelled.
Cancellation status will be updated for the request.

*THANK YOU*