How to set up a CWT Account
To establish these accounts contact the AMEX representative listed below
Creating Organisational Accounts
NSW Procurement and CWT have identified approximately 2,500 existing NSW Government travel accounts that must be serviced by Contract 1008.
If you are unsure whether your organisation already has an account with CWT, please contact your own accounts section or NSW Procurement. NSW Procurement recommends that all organisations use an AMEX Business Travel Account as their form of payment.
If your organisation requires CWT and AMEX accounts, you must contact AMEX in the first instance to commence the set up of both accounts. To establish these accounts contact the AMEX representative listed below:
Greg Rohan- Account Manager
Telephone: +61 (02) 92718652
Email: greg.rohan@aexp.com
Following this step, both CWT and AMEX will work with your organisation and provide advice in relation to your account set up, including your account structure and the completion of any forms.
Once both CWT and AMEX accounts have been established your organisation will be notified.
Organisations should allow approximately 6 weeks for establishment of new CWT and AMEX accounts.
Creating Individual Employee User Accounts
Once your organisation has created a CWT account, the next step is for individual employees to create user accounts. If an employee is not a registered traveller or travel arranger, follow the steps below in order to create a user account:
- Obtain the following from your organisation’s procurement/travel department:
- Client Identifier
- Company Name
- Password
- Go to the CWT registration page. Follow the prompts and complete the required fields.
- CWT Client Care will email you with your PIN, initial password and relevant links shortly after you complete the registration.
Individual User Profile Creation
It is recommended that all travellers and travel arrangers have profiles on the CWT online booking tool system. To set up a user profile the following steps are required:
- Log into the CWT online booking tool with your PIN and password that were provided to you when setting up your user account.
- Follow the prompts and create your profile. The person travelling must establish the User Profile initially. Once this is done, the traveller may assign up to 40 travel arrangers to their profile. All profiles must have a valid CWT code.
User Guides
Individual User Profile Creation
Individual User Profile Creation - Quick Reference Guide
BOOKING TRAVEL
The information below explains how to make and change travel bookings, and lists associated booking fees. Information is also provided on fare deals and obtaining the lowest logical fare.
BOOKING TRAVEL - OPTIONS AND HOW TO ACCESS
CWT’s range of options for booking air, rail, car hire and accommodation include:
- CWT Online Booking Tool
- CWT NSW Government Travel Call Centre (via telephone, fax or email)
- A network of subcontracted regional travel agents
Information on how to access and use these options is detailed below.
THE CWT ONLINE BOOKING TOOL
To use the online booking tool, customers must set up a CWT account (Refer to 'Set up an account' section)
The CWT Online Booking Tool is accessed here.
Some changes are able to be made via the online booking tool. Refer to heading “Booking Changes” below.
Important Note: International air travel bookings cannot be made using the CWT Online Booking Tool . Refer to heading “International bookings” below.
CWT NSW GOVERNMENT TRAVEL CALL CENTRE
The CWT NSW Government Travel Call Centre can be accessed via telephone contact, fax or email.
Contact via Telephone
CWT provides travel service assistance via telephone 24 Hours a day, seven days a week.
The CWT NSW Government Travel Call Centre can be accessed directly from 8:00am – 6:00pm Monday to Friday (EST). After hours, you will be transferred to the emergency travel service, which operates from 6:00pm to 8:00 am Monday to Friday and 24 Hours on Weekends and Public Holidays.
CWT NSW Government Travel Call Centre Telephone Number
02 8666 1751 or 1 300 307 629
Please note: As of 1 March 2012 CWT consolidated the CWT NSW Government Travel Call Centre contact number for NSW Government customers. Previous CWT NSW Government Travel Call Centre contact numbers will continue to be directed to the new number above for a period of one year.
Details required by the CWT NSW Government Travel Call Centre:
When calling the CWT NSW Government Travel Call Centre you will need to provide the following information:
• CWT 16 digit code
• Identify yourself, agency/organisation name and name of traveller
• Details of emergency contact
• Identify the nature of travel
• The details for accompanying travellers, if applicable
• Provide dates of travel and the departure city/airport and desired departure times, arrival city/airport and desired arrival times
• Indicate any special requests/needs e.g. meals, seating, medical assistance.
Contact via fax/email
To make a booking via email or fax travellers are required to complete a booking template and send it to the NSW Government Travel Centre as per the details below
Attention: NSW Government Travel Centre
Fax: 1800 229 423 or 02 8666 1705
Email:
Domestic - nswgdom.syd.au@contactcwt.com
International - nswgint.syd.au@contactcwt.com
To obtain a copy of the template travel bookers are advised to contact:
Contact: Katrina Evans Murphy
Telephone: +61 (0) 2 8666 1761
E-mail: kevansmurphy@carlsonwagonlit.com.au
Regional Travel agents
Contract 1008 also allows bookings to be made via subcontracted regional travel agents.
NSW Government customers will be advised of regional agents available through Contract 1008 once CWT have finalised the selection of their subcontracted regional agents. Existing regional agents will continue to be utilised in the interim.
Please provide the same information to a regional travel agent as you would provide when calling the CWT Travel Centre.
Booking Changes
The Online Booking tool (OBT) stores credits on behalf of NSW Government. The following guidelines apply to using credits online:
- Qantas: Credits are displayed on the OBT, and will be available to use via the OBT. Qantas allows name changes to credits; however, name changes to credits cannot be made via the OBT. Name changes will need to be completed directly with CWT.
- REX: Credits are displayed on the OBT, but they cannot be used via the OBT. All REX credit bookings must be made through the CWT Contact Centre. REX credits have some restrictions. For example destinations on some fare types cannot be changed. CWT staff will be able to provide more information at the time of booking.
- Virgin Australia: Credits are displayed on the OBT but they cannot be used via the OBT. All Virgin Australia credit bookings must be made through the CWT Contact Centre. Name changes to Virgin Australia credits are allowable.
When calling the CWT Travel Centre to change an existing reservation the following is required:
• Identify your call as a change to an existing reservation.
• Provide the name of the traveller and date of travel.
• Confirm whether ticket has been delivered.
Travellers should make every effort to exchange an existing ticket as payment toward the new ticket. The NSW Government Travel Centre will advise you of the best way to make the exchange.
CWT Transaction Fees
The above booking services incur the following CWT transaction fees:
|
Booking Method
|
Transaction Fee
|
|
Domestic/Trans Tasman Online
|
$15
|
|
Domestic/Trans Tasman Offline
|
$25
|
|
International
|
$170
|
Transaction fees
will not be applied where:
• A non Global Distribution System (GDS) ticket is combined with a GDS ticket – only a single fee will apply.
• Two different airfare types or fare basis, including private fares, are combined – only a single fee will apply.
• Two different airlines or more are combined in one booking – only a single fee will apply.
• Land only (hotel and car) segments are booked – No fee will apply.
• Rail or bus is booked with no air segments – the transaction fee will apply.
• Changes are required to the original booking, whether the charge is made before or after ticketing – No additional fee will apply.
• An unused ticket credit is re-used – No additional fee will apply.
The transaction fees will be charged by CWT at the time of ticketing to the AMEX Business Travel Account or other designated form of payment.
Obtaining best airfares and quotes
NSW Procurement has negotiated private fare deals with preferred domestic and international airlines.
Airlines make these private fares, and any other fares on offer, available to CWT who ensures they are made available to NSW Government customers when booking travel.
Domestic Fares
There is now no need to obtain quotes in order to gain approval for domestic travel, as this contract ensures the lowest logical fare of the day will always be used.
International Fares
Quotes may be required to gain approval for international travel. CWT is to be used for gaining quotes and the final booking must be made with CWT in accordance with Premiers Memorandum M2009-04 (Note: CWT is not to be used as a quoting service in order to gain a price-match from a third-party supplier).
Travel Management Company: Carlson Wagonlit Travel
Click here to access the table of contacts
Virtual Travel Card: American Express Travel
Click here to access the table of contacts
Contract Management: NSW Procurement
Click here to access the table of contacts