SWABIZ Account Setup Checklist for State of CA Travel Program Coordinators ("Travel Managers")

1. At www.swabiz.com, click on Travel Manager icon/link and log in using your company ID name, and password.
2. to set up your ghost card.  (A demo is available at this link.) By setting up your BTA as a ghost card,  your travelers will be able to purchase their travel but the credit card number is hidden from them.
   
   • Click the Ghost Card Management left-menu item.
   • Check the box under "Will all Travelers be required to use ghost cards only?" This ensures that your travelers will only be able to use your BTA as a form of payment.
   • Click on Add under Ghost Card Management.
   • Enter your department name in the Card Name field.
   • Enter your Supplementary AMEX BTA number in the Credit Card Number field.
   • Enter Stateof (one word) in the First Name field and California in the Las Name field.
   • Enter the rest of the information.
   • Click Submit at the bottom of the page.
3. Set your department travel policy.
   • Click the Travel Policy left-menu item.
   • Click Modify.  If you are with the State of California, click the appropriate radio buttons to TURN OFF all rental car companies and TURN OFF all hotels.  (Travelers cannot obtain State rates using the SWABIZ interface.)  If you are with a University of California or a California city or county, you may decide whether to give your travelers the option of booking cars and hotels on SWABIZ.
   • Click on the Save Travel Policy button at the bottom of the screen to save your travel policy.
4. Add your internal reference number (IRN).  The IRN allows your department to record and sort expenditures by cost center, unit code or project.  You may provide a list of IRNs for your travelers to choose from, or allow your travelers the option of adding in their own IRN.  You may set the IRN as a required field that must be populated to complete SWABIZ reservation.
   • Click the Internal Reference Numbers left-menu item to add your cost center/unit codes as internal reference number.
   • Select one of three choices.  If you select the first choice, travelers will be required to select an IRN from a drop-down list of IRNs you have entered for the company.  If you select the second choice, your travelers can select an IRN from the list or they may add their own. If you select the third choice, they will not be required to enter an IRN.
   • Click Submit and follow the prompts to add your IRN.
5. Have your travelers create Traveler Accounts: Email them 1) your SWABIZ Company ID and 2) your Internal Reference Number (if established in Step 4), and direct them to the SWABIZ for Travelers (Setting up Your Account) link (on this travel portal).
6. Assign the ghost card to your travelers: Click on Ghost Card Management on the left menu.  Review the "About Ghost Cards" demo to learn how to assign the ghost card to travelers.  You must assign each traveler individually.  Remember to click the "Save changes" button in Assign Ghost Card when you add a traveler.  Your travelers will not be able to complete their reservations until they have created a traveler account and you have assigned the ghost card (BTA) to them.  In other words, you must assign the person to the ghost card and check the "Required to Use" circle before the traveler can use the ghost card.
7. You may designate Travel Administrators (people who can book SWABIZ travel on behalf of others); for example, you can designate a department secretary as a Travel Administrator.  To do this, contact the SWABIZ Help Desk at 10888-4SWABIZ (479-2249).  Or, follow the instructions on the Proxy Booking Form and email the form to the SWABIZ account representative listed on the form.  See Proxy Booking Steps for how to use proxy booking after you have set it up.

• Statewide Travel Program Administrator (questions about travel policy)
• American Express -  to set up your supplemental BTA, contact Doug Browne
• SWABIZ Travel Managers Help Desk:  1-888-479-2249 (888-4SWABIZ)
• Southwest Airlines representatives: Northern California: Michelle Nakata, cell 214 734-2065 or Oakland Marketing Office:  510-769-6795.  Southern California: 310-665-5519.