See here for frequently asked questions from travellers and travel arrangers, along with replies from SMT’s experts. We want to thank everyone who participated in the brainstorming.
Q: Which information should I enter into my traveller profile?
A: The traveller profile is at the core of our customer relationship. It allows SMT’s travel experts and our online service to know where you work at, how we can reach you and how you like to travel.
Keep your contact information, credit card number and passport information up to date at all times. In addition to delivering the travel confirmation and ticket, we require your contact information in order to reach you in case of problems, such as schedule changes or other surprises. Even if you are not paying by credit card, most hotels require it as a guarantee for the reservation. Therefore, you need to enter a card number even if it is not charged – unless, of course, you are a no-show and never arrive at the hotel without cancelling the reservation. (Remember to keep us updated on changing travel plans in order to avoid surprises in terms of hotel costs.)
In addition to the required information, you can also use the traveller profile to save your hotel room preferences, seating and special diets on flights and loyalty card numbers.
Q: Why did the flight fares change?
A: We use a worldwide booking system where airlines advertise the available seats. Air fares are complicated process that is based on supply and demand as well as different price types. For example, a large group may cancel their reservations even in the middle of a reservation process, in which case these seats are sold at low prices. Similarly, prices may increase if demand grows and there are fewer free seats.
Typically, the lowest fares include no checked luggage or right to modify or cancel the ticket. Airlines have a specific number of the cheapest seats on each plane. Once they are full, your seat will be on the same plane but at a higher price. The airline may change the price of your ticket or the ticketing date for as long as your ticket has not been issued. Therefore, the price is only confirmed after the ticket has been issued.
Q: The travel agency is asking me for a reason code. Why is this?
A: The reason for the trip and any other references, such as the personnel number, cost centre or project number are all defined by our client, that is, your company. Companies use them to track the number of external and internal meetings, for example, or try to target the travel costs correctly. Before booking a trip, please check your travel guidelines or intranet site whether your company uses references for travel reservation, and provide them to us at the time of booking. Without a required reference number, we cannot complete your reservation and you may lose a good price for no reason.
Q: Which travel documents are required for different countries?
A: Our partner Visumservice maintains an excellent list of country-specific requirements, visas as well as other documents. You can find it by logging in to the smt.fi travel portal and clicking Good to know - Visa information.
For some countries (such as the United States, United Kingdom and Canada) you need to enter basic traveller information, such as the passport number, already when making your flight reservation. The most convenient approach is to save this information on your traveller profile at the smt.fi travel portal. This ensures that it is filled in on your reservation. However, when travelling, please remember to use the same passport that you have entered in the information.
Please also bear in mind that the traveller must personally fill in the advance information form when travelling to the United States or Canada, for example. Beware of fraudulent websites - the links to the genuine forms are on our “Good to know” website.
We will be happy to help you in case of any travel-related questions. Enjoy your trip!