System, method and computer program product for on-line travel and expense management

• US 20040002876A1
• Filed: 03/06/2003
• Published: 01/01/2004
• Est. Priority Date: 03/06/2002
• Status: Abandoned Application

• Current Assignee: Carlson Wagonlit Government Travel Incorporated, CW Government Travel Incorporated
• Original Assignee: CW Government Travel Incorporated
• Inventors: Tarr, Barbie, Marler-Parker, Linda, Sommers, Mark O., Cantrell, Doris D., Viall, Albert L. Jr.
• Application Number:
  US10/379,822
• Publication Number:
  US 20040002876A1
• Time in Patent Office: Days
• US Class Current: 705/6
• CPC Class Codes: G06Q 10/02 Reservations, e.g. for tickets, services or events
• CPC Class Codes: G06Q 10/025 Coordination of plural reservations, e.g. plural trip segments, transportation combined with accommodation
• CPC Class Codes: G06Q 30/06 Buying, selling or leasing transactions
• CPC Class Codes: G06Q 40/02 Banking, e.g. interest calculation or account maintenance credit or loans G06Q40/03

Abstract

An on-line travel and expense management system integrates and automates the process of arranging, changing and accounting for travel that is made for government or large corporate entities. A method in a computer system arranges travel for large corporate and government organizations. The method may include receiving a customer login at an Internet web site; authenticating the customer; receiving a selection of travel requirements from the customer; making initial travel arrangements for the customer based on the selection of travel requirements; automatically generating a travel authorization form for the customer with the initial travel arrangements; electronically forwarding the travel authorization form to an approver; notifying the customer electronically when the approver has approved the travel authorization form; notifying a travel agency of approval of the travel authorization form whereupon the travel agency confirms the initial travel arrangements; and automatically updating an accounting system electronically for the customer.

Claims

1. A method in a computer system of arranging travel for large corporate and government organizations comprising:

receiving a customer login at an Internet web site;

authenticating said customer;

receiving a selection of travel requirements from said customer;

making initial travel arrangements for said customer based on said selection of travel requirements;

automatically generating a travel authorization form for said customer with said initial travel arrangements;

electronically forwarding said travel authorization form to an approver;

notifying said customer electronically when said approver has approved said travel authorization form;

notifying a travel agency of approval of said travel authorization form whereupon said travel agency performs reservation fulfillment; and

automatically updating a financial system electronically for said customer.

2. The method according to claim 1, further comprising:

accepting expense data entered by said customer upon return from travel;

generating an electronic expense report from said customer input;

submitting said expense report for approval by an approver;

forwarding said expense report to said financial system for disbursement; and

reimbursing said customer for said expenses.

3. The method according to claim 1, further comprising:

changing travel plans using the system.

4. The method according to claim 1, wherein said step of making initial travel arrangements for said customer based on said selection of travel requirements comprises connecting said customer with an online travel booking tool.

5. A system for arranging travel for large corporate and government organizations, comprising:

a system server, comprising a computer connected to the Internet;

software operative to arrange travel running on said system server;

an online travel booking system connected to said system server via a first network;

a travel information database accessible from said system server via at least one of said first network and a second network;

at least one client computer connected to at least one of the Internet and a company network and capable of logging into said software operative to arrange travel; and

an electronic financial system connected to said company network.

6. A computer program product adapted to be stored on a computer-readable medium and being operable to arrange travel for large corporate and government organizations, the computer program product comprising:

a user interface for receiving a customer login and providing access to a system database;

a system administration module for providing administration personnel an ability to define at least one of organizations and organization business policies, add users and define roles of the users, and to monitor and maintain the system database;

a traveler profile management module for allowing the users to store at least one of general travel information of a traveler, secure payment information of a traveler, and travel preferences of a traveler on the system database;

a booking module for allowing the users to book reservations;

a travel authorization module for providing the user an ability to input specific travel requirements, through the user interface, resulting in a travel authorization, create individual bookings, and track a status of each order from initiation through approval; and

a travel order authorization approval module for providing an authorized user an ability to at least one of approve the travel authorization, revise the travel authorization, and cancel the travel authorization, wherein the travel order authorization approval module displays all pending travel authorizations including departure time, order number, traveler name, destination, and status of order.

7. The computer program product according to claim 6, further comprising:

an expense report module for providing at least one of a traveler and an authorized user an ability to file expense reports identifying expenses incurred and being electronically routed through appropriate levels of approval and through an audit module.

8. The computer program product according to claim 7, further comprising:

a travel expense report approval module for allowing an authorized user to at least one of approve the expense report and revise the expense report.

9. The computer program product according to claim 6, further comprising:

a local travel expense module for providing the traveler and other authorized users an ability to file a local travel expense report for reimbursement for expenses incurred while conducting official business within a predetermined local area.

10. The computer program product according to claim 9, further comprising:

a local travel expense approval module for providing an authorized approval official a means to at least one of approve the local travel expense report and revise the local travel expense report, wherein the local travel expense report is forwarded to the authorized approval official through electronic means.

11. The computer program product according to claim 7, further comprising:

an audit module for providing a designated user an ability to audit approved expense report, wherein the audit module allows the designated user to input a reason for selecting the expense report to be audited.

12. The computer program product according to claim 6, further comprising:

a credit card debt management module for providing the user an ability to moditor operations of the system database including at least one of an account name of the traveler, an account number of the traveler, an address of the traveler, and a telephone number of the traveler.

13. The computer program product according to claim 6, further comprising:

a reports module for providing the user a means to retrieve bits of information contained in data elements and to display the data in a reportable format.

14. The computer program product according to claim 6, wherein the booking module allows users to book at least one of an airline reservation, a car reservation, and a hotel reservation.