Tips and information on your laptop and airline travel

Tips and information on your laptop and airline travel

Document number: 39069

Standard PeopleSoft policy is to keep your laptop with you when traveling. Recent airline safety rules may affect your ability to bring your laptop on board as carry on luggage. This document provides information on your options for safely transporting your laptop either as checked luggage or by shipping. Please review this information before heading out to the airport. You may decide that you should get some "just in case" supplies.

Preparing Your Computer for Travel:

Make sure that there is nothing on the keyboard that can damage the display when you close it. Then close the display.

Remove any external devices attached to the computer, and store them your backpack. Disconnect and store all cables and cords. If you want the least risk of problems with passing the security check points put the cables and cords, including the computer lock, in check-in luggage. If you have no check-in luggage then you might want to be prepared to have to mail those items as they might not be allowed in carry on luggage.

If a diskette is in the diskette drive, remove it. You should not remove network, modem, CD ROM or other PCMCIA cards.

Make sure the computer is off not merely in suspend mode.

All the Toshiba laptops have a power switch lock or cover. Use it to prevent the computer from accidentally getting turned on during transit. If the computer accidentally gets turned on loss of battery power is the least of your worries. The turned on computer can generate a lot of heat resulting in possible fatal damage to the computer, and risk of damage to items that may be close to the computer. The Toshiba 550, 8000, 8100 and 8200 have a power switch cover that slides over the power switch. The Porteges have a power switch lock that is located near the power switch Sliding the power switch to one side prevents the power switch from being depressed.

Put the computer into your backpack with the display side toward most heavily padded side. If you have straps or cushions in the backpack that can prevent the laptop from sliding around use them. Pack all your computing accessories into your backpack

Getting Your Computer to Your Destination:

Ideally your laptop travels with you as carryon luggage. Should problems arise regarding PeopleSoft employees carrying backpacks or computer cases onto flights, we recommend the following in order of preference:

Overnight ship your laptop to your destination. FedEx, UPS, or Mailbox Etc type shipping service will be able to properly pack, ship, and insure the laptop. The laptop should be insured for $3000. Overnight shipping should cost somewhere in the neighborhood of $50-75. Ideally, laptops should be shipped inside of the backpack (or case) with bubblewrap (and/or foam) and a box. If you do not have a backpack or case, the laptop can be wrapped with extra bubble wrap (and/or foam) and a box. Be sure that your business card or other form of identification is in the backpack or attached to the laptop.
If you cannot ship the laptop then put the backpack containing the laptop in a suitcase you intend to check. Please be sure the backpack is entirely surrounded by as many clothes as possible. When packing, be aware that the screen of the laptop is the most delicate so place the most padding on the screen side of the laptop. Be sure that your business card or other form of identification is in suitcase, backpack or attached to the laptop.

Important! If you need to put the laptop in your suitcase do not overfill the suitcase! You want enough clothing etc. to pad the laptop and keep it from shifting around but if you have to use any significant amount of pressure to close the suitcase then you risk damaging the laptop. The display can be permanently damaged by pressure.

If the backpack will not fit in the suitcase then carefully pack the laptop itself in the suitcase and use the backpack for less valuable items.

Be careful to pad the laptop well on all sides. It is important to keep the laptop from shifting around during transportation because otherwise it may lose its padding. You also need to be careful to avoid crushing the display by putting too much in the suitcase. Be sure that your business card or other form of identification is in suitcase or attached to the laptop.
If you have to check the backpack outside of the suitcase take some steps to reduce risk of loss or damage. Try to secure the zipper tabs on the laptop with something that can be unfastened easily for baggage inspection but that will prevent accidental or casual opening of the backpack. Ideally you would use a small padlock. String or twist ties are better than nothing. Cable ties are good BUT cannot be readily unfastened so they should not be used without airline approval. If you can put the backpack into something else such as a duffel or laundry bag the secure the closure of that item that will reduce risk of damage due to straps catching on things. If you can figure out a way of securing the straps that is a good thing. Consider a belt, or twine (string), or even tape. Be sure that your business card or other form of identification is in the backpack.

Important! Do not check a backpack containing a notebook unless it is securely packed and padded inside of another large suitcase, box or other container with adequate support and padding. Whatever the laptop is in when it is checked as luggage must be protected from crushing and pressure. Padding alone will not prevent crushing, you need some sort of rigid support. If you do not have a suitcase to put your laptop into then use a box.

This is a short term solution. If we find the airlines restrict 'carryon' baggage for a prolonged period we will seek a better solution in the form of approved checkable laptop cases. For more information on carry on and baggage restrictions see the FAA web site http://www.faa.gov/apa/faq/pr_faq.htm. Also check the PeopleSoft Travel hotline recording (877-583-3202 or 925-264-4494)