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Disbursements & Travel Services Office

Disbursements & Travel Services Office . Travel Updates February 19, 2013. Implementation Timeline Update. Travel Agency Contracts Signed contracts were received February 11, 2013 90 day implementation still on schedule

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Disbursements & Travel Services Office

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  1. Disbursements & Travel Services Office Travel Updates February 19, 2013

  2. Implementation Timeline Update • Travel Agency Contracts • Signed contracts were received February 11, 2013 • 90 day implementation still on schedule • Institutional Participation Agreements and Local Scope of Work – in progress

  3. Implementation Timeline Update • Travel Agency Meetings • AVP/Controller’s Office will meet with Travel Agency representatives within the next two weeks • Car Rental Contracts • Approval to proceed was received today. • Meetings will be scheduled with the car rental agency representatives • Information Sessions and Training • March - June

  4. Implementation Timeline Update • May 13, 2013 • AllUT Systemwide travel must be purchased thru • Corporate Travel Planners or • Anthony Travel • All UT Systemwide car rentals must be purchased thru • Avis/Budget • Enterprise/National • Hertz

  5. UTSA Travel Agencies • Corporate Travel Agency • Most UTSA travel reservations in 2012 were completed with Corporate Travel Planners • UTSA travel agency since January 2009 • Anthony Travel • UTSA travel agency since January 2009

  6. UT System Approved Exceptions • Travel cost are paid by outside entity • Emergency situations (flood, hurricane, etc)

  7. UT System Approved Exceptions • UT Agency is unable to provide an airfare within $100 lower fare from an alternate travel provider • Requirements • Travel arranger must gain advance approval from Assistant Controller • Travel arranger must provide approver (in advance of purchase) written documented proof of lower fare. At a minimum, information should include same flights, on the same day with the same restrictions/booking class Note: Travel arranger (refers to traveler and those who make travel reservations for others)

  8. UT System Airline Contracts • American Airlines • 2% to 40% discount based on the fare paid and destination • Applicable to partner airlines: Japan, British Airways, Iberia and Alaska Airlines • United Airlines • 2% discount on any fare/destination

  9. UT System Airline Contracts • Southwest Airlines • 2% to 5% discount applied to all tickets purchased within 7 days • Jet Blue • 1% to 10% discount on all non-stop JetBlue flights based on fare paid and destination Note: In order to receive the contracted rates a CLIBA card must be used to purchase airfare:

  10. Hotel Reservations • Travelers may continue to refer to the State Comptroller contract hotels • Travelers may choose to make hotel reservations using the travel agencies or other methods • GSA lodging rates still apply

  11. Car Rental Agencies • Contracts are signed and effective Feb. 15, 2013 • Transition must be completed within 90 days • Authorized car rental agencies are: • Avis/Budget • Enterprise National Holdings • Hertz • UTSA travelers are required to use one of the approved car rental agencies listed.

  12. Travel Agency and Car Rental Agency • Who is affected? • All employees of UT System and The University of Texas Investment Management Company to include: • Students • Guests • Consultants traveling on behalf of UT System • Patient Travel when in the care of a UT Medical Institution • Everyone systemwide is required to use contracts • Excludes: • Athletic Travel • Group (students) Travel

  13. Disbursements & Travel Services Office Questions?

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