GSA’s Comprehensive Travel Programs Native Americans Gathering GSA Expo May 10, 2011

1. GSA’s Comprehensive Travel ProgramsNative Americans GatheringGSA ExpoMay 10, 2011

2. Agenda • Overview of GSA Travel Programs • E-Gov Travel Service (ETS) • Airline City Pairs Program • GSA Lodging® • Guidance on use of government travel programs by • Tribes and Tribal organizations • Other non-Federal Entities

3. What is GSA Travel? • GSA Travel is an integrated approach for customer agencies to manage their travel • Provides shared, government-wide, operational solutions that help customers manage their travel efficiently and effectively while accomplishing their mission • E-Gov Travel Service (ETS) • Travel Services Solution (TSS) schedule • Airline City Pairs Program • GSA Lodging® • Travel Training • Includes customer service and acquisition support • Saves taxpayer dollars

4. E-Gov Travel Service (ETS) • ETS provides a travel management service that includes: • On-line Booking Engine • Authorization • Voucher Processing • Travel Management Center Support

5. End-to-End Travel Components of ETS FTR Required Use Choice Online Booking Engine (OBE) Travel Management Center Services (TMC) = + + INTERFACE to Financial & Human Resource Systems ETS OPTIONAL Travel Authorization & Voucher Service (TAVS)

6. Travel Management Centers (TMC) • Federal Travel Regulation (FTR) requires Executive Branch agencies to use ETS’ TAVS and OBE but allows for a choice ofTMCs • Federal Agency can choose a TMC by: • Utilizing ETS vendor’s TMC • Selecting TMC off Travel Services Solution (TSS) schedule 599 • Contracting directly

7. ETS Contracts Awarded to Three Vendors • CWGT – E2 Solutions • www.cwgt.com • EDS – FedTraveler.com • www.fedtraveler.com • NGMS – GovTrip • www.govtrip.com

8. Current benefits being demonstrated • Cycle time has been reduced • Financial interfaces are providing near real time accounting • Agencies are consolidating systems and saving millions in maintenance costs • Online utilization is saving millions • Security, policy and utilization of other travel programs is enhanced

9. ETS embeds • Existing Policy • Federal Travel Regulation (FTR) • Per Diem • Programs • Airline City Pairs • FedRooms® - Lodging • U.S. Government Rental Car Program – Defense Travel Management Office (DTMO)

10. Airline City Pairs Program

11. City Pair Program FY 11 • 13 Contract Carriers • 5,722 domestic and international City Pairs • Airfares average 68% below lowest unrestricted commercial rates • Over $6.3 billion in potential annual savings to the Government in FY10

12. Benefits • No advance purchase required • No stay restrictions • No airline change /cancellation fees • Tickets are fully refundable • Last seat available • Dual fares (YCA, _CA) • No blackout periods • Fares are priced on 1-way routes • Non-stop service 92% of the time where offered • Best Value Determination

13. Dual Fares • Two contract fares: YCA and _CA • The Best Value discounted YCA • The more highly discounted _CA • Only difference: capacity-controlled • Dual Fares in over 2,400 markets • Book early, save more • Use of the _CA flights provides significant savings YCA CA

14. City Pair Airfare Search Source: http://apps.fss.gsa.gov/citypairs/search

15. Required Forms of Payment • SmartPay® 2 Travel Card • Centrally billed • Individually billed • Government Transportation Request (GTR) for International travel only

16. Mandatory Users of the CPP • Under the Indian Self-Determination and Education Assistance Act a tribe or tribal organization is eligible to use the Airline City Pairs Program if traveling on authorized government business. • Tribes or Tribally designated Housing Entities that are Mandatory Users in Accordance with Section B.4 A (22) Native American Housing Assistance and Self-Determination Act Pursuant to 25 U.S.C. 4111(j) • http://apps.fas.gsa.gov/citypairs/tribeslist.cfm • Each tribe or tribal organization must petition the CPP contracting officer to be added to the list of approved users. • Each eligible tribe or tribal organization will be added individually as a mandatory user by the contracting officer at the sole discretion of the Government and at no additional cost to the Government.

17. GSA Lodging® Programs

18. GSA Lodging® • Variety of lodging programs to support customers and agencies • FedRooms® • Long Term Lodging (formerly Corporate Housing) • Emergency Lodging Service

19. FedRooms® - Transient • 1 – 29 nights • Official TDY travel • ETS, fedrooms.com, TMC • Contractors and leisure travel • (subject to hotel approval) • Groups & Meetings • (provide market research for group/meeting sites)

20. Best price/value: always at or below per diem rates • Policy compliant hotels: Fire Safe/FEMA-certified • Flexibility: cancellation deadline 4pm (or later) day of arrival; no early check-out fees • Lodging where you need it, when you need it! Your favorite hotel is probably in the Program. There almost 12,000 hotels worldwide

21. Always select a FedRooms® hotel and ASK/BOOK a FedRooms® RATE! • ETS and DTS • TMC and CTO – request the FedRooms® rate • FedRooms.com • Direct with hotel - ask for the FedRooms® rate

22. Hotel owned and managed GOVERNMENT RATE (GOV) • Not managed by the government • Not necessarily below per diem • Not necessarily FEMA compliant • Possible hidden fees • Cancellation fees • Early check-out fees The FEDROOMS® RATE • Managed by the government • Always at or below per diem • Always FEMA compliant • No unadvertised fees • Cancel by 4pm day of arrival • No early check-out fees

23. Guidance on use of Government Travel Programs

24. Eligibility • Tribes and Tribal Organizations generally have access to GSA travel programs when performing travel functions necessary to carry out a contract, grant, or funding/cooperative agreement • Other non-Federal entities may be considered as well • Specifically, the tribal functions are related to the Indian Self-Determination and Education Assistance Act and the Native American Housing Assistance Self Determination Act • Department of the Interior • Department of Health and Human Services • Housing and Urban Development • Tribes, Tribal Organizations and other non-Federal Entities cannot use the GSA travel programs for non-authorized use, such as: • Other business travel not authorized above • Program specific exclusions • Leisure travel

25. Prerequisite is participation in the GSA SmartPay® 2 program • Submit GSA SmartPay® 2 Program application for a travel card to Varuna Singhvaruna.singh@gsa.gov or via FAX at 703-605-2836 • If approved, GSA Contracting Officer will determine use of the card for the specific programs • For example, to use the Airline City Pairs Program the Tribes, Tribal Organizations must have statutory authority. GSA’s contracting officer and legal counsel will research this determination

26. Obtaining Government Travel Services • Once the Tribes, Tribal Organizations and other non-Federal Entities have a GSA SmartPay® 2 Travel Card and authorization to access government travel programs, there are several options available to access the government travel services: • Use a travel agent that is available under the GSA TSS schedule (599). The Tribes, Tribal Organizations and other non-Federal Entities can: • Place its own task order • Tag along under an existing task order from another organization • Partner with other participating organizations to issue a pooled task order • Sun Travel provides a pooled TSS task order • Contact onthego@gsa.gov, subject: GSA Pool for further information • GSA can also assist in finding other task orders with which the Tribes, Tribal Organizations and other non-Federal Entities can use • Obtain travel through use of own Travel Agent, which can book government rates using the traveler’s GSA SmartPay® 2 Travel Card

27. Obtaining Government Travel Services 3. Use one of the E-Gov Travel Services (ETS) vendors • Issue a separate task order (Note: ETS vendors are not obligated to honor any task order less than $2500) • Entering into a cross servicing arrangement with one of the cross servicing agencies that have current task orders for ETS • Dept. of the Treasury - Bureau of Public Debt • Diana.Bonnell@bpd.treas.gov • 304-480-5573 • Dept. of the Interior - National Business Center • GSA • Kevin.young@gsa.gov • 202-501-1063 • The GSA ETS Program Management Office is available to assist Tribes, Tribal Organizations and other non-Federal Entities interested in obtaining a travel management service through ETS

28. Obtaining Government Travel Services 4. Utilize City Pair Program • GSA SmartPay® 2 Travel Card is required 5. Utilize FedRooms® for hotel rooms • GSA SmartPay® 2 Travel Card is not required • Government ID or travel orders required • Check with hotel policy 6. Utilize U.S. Government Rental Car Program (DTMO) • GSA SmartPay® 2 Travel Card is not required • Government ID or travel orders required

29. EXPO Sessions of Interest Wednesday May 11, 2:30 pm – GSA Government-wide, Integrated Travel Solutions Thursday May 12, 2:30 pm – GSA Lodging Programs

30. www.gsa.gov/travel