1 / 20

Disbursements & Travel Services Office

Disbursements & Travel Services Office. Travel Updates December 13, 2012. Mileage Rate Change. Effective January 1, 2013 .565 cents per mile September 1, 2012 to December 31, 2012 .555 cents per mile. Travel Agency and Car Rental Agency Background. 82 nd Legislature, Senate Bill 5

lisle
Download Presentation

Disbursements & Travel Services Office

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript


  1. Disbursements & Travel Services Office Travel Updates December 13, 2012

  2. Mileage Rate Change • Effective January 1, 2013 • .565 cents per mile • September 1, 2012 to December 31, 2012 • .555 cents per mile

  3. Travel Agency and Car Rental Agency Background • 82nd Legislature, Senate Bill 5 • SB 5 lifted the requirement that institutions of higher education are required to participate in the state travel program. • UT System and UT Systemwide Travel Council agreed to issue certain request for proposal (RFP) for Systemwide Travel Management Services • The goal to minimize cost, while improving overall service

  4. UT Systemwide Travel Council • Travel Council in collaboration with UT System Supply Chain Alliance issued the following RFPs in July: • Travel Agency • Car Rental Agency • Membership • Membership consists of a representative from every institution who is responsible for the institutions travel programs • Each member/institution is authorized one vote • UT System and MD Anderson are authorized two votes each

  5. Travel Agency and Car Rental Agency • Objective of the RFP • Explore whether to transition to an alternative arrangement in which UT System Administration and UT System institutions contract with a single preferred supplier to be the exclusive provider for all business travel management services to UT System • Management Fee structure in lieu of per transaction fee

  6. Travel Agency and Car Rental Agency (cont.) • UTSA currently represents • 2.42% of all UT Systemwide travel or $896,000 • 1600 domestic transactions and 200 international transactions • Data is based on FY 2011 travel purchases made thru the UTSA contracted travel agencies

  7. Travel Agency and Car Rental Agency (cont.) • Seven Travel Agencies Responded • Carlson Wagonlit Travel • Corporate Travel Planners Inc • Subcontractor: Anthony Travel • Frosch International Travel • Subcontractor: Sun Travel • Omega World Travel • Ovation Corporate Travel • Short’s Travel Management, Inc • The Alamo Travel Group

  8. Travel Agency and Car Rental Agency (cont.) • The following four agencies were invited to present to Travel Council on October 31st and November 1st in Austin • Corporate Travel Planners Inc • Subcontractor: Anthony Travel • Omega World Travel • Short’s Travel Management, Inc • The Alamo Travel Group

  9. Travel Agency and Car Rental Agency (cont.) • Three Car Rental Agencies responded: • Avis/Budget Group • Enterprise/National Holdings • Hertz Corporation • All car rental agencies were invited to present to Travel Council

  10. CMO Approval • Presentation made to CMO • CMO approved support of preferred supplier for travel and car rental agencies on December 3, 2012

  11. Travel Agency and Car Rental Agency • Travel Council’s vote were as follows: • Travel Agency • Corporate Travel Planners and Anthony Travel • Car Rental Agency • 3-way award to car rental agencies • Avis/Budget • Enterprise/National • Hertz

  12. Travel Agency Benefits • Streamlined contract management • Uniform service standard requirements • Travel Agency – Management Fee provides a lower overall cost systemwide • Enhanced Service Requirements • Experienced agents/Designated account managers • Minimal hold time • Familiar with institution’s travel policy • Agents have the ability to view all airlines schedules and fares • Agencies have airline executive desk status for assistance with waivers and fare matching

  13. Travel Agency Benefits • Auto enrollment in ISOS • All reservations including domestic can be tracked during emergency situations. • Complies with UT System requirements • Innovative use of technology • Ability to access the Southwest Airlines SWABIZ tool for web fares • Concur on-line travel tool

  14. Travel Agency Benefits • Improved Management Reporting • Improved reporting on travel cost • Lost savings and realized savings • Automated notification to travel for unused ticket

  15. Car Rental Agency Benefits • Multiple options on rental company, car type and rental locations • Each agency has express service option • Frequent rental rewards • Discounts on international rentals • Free car upgrades and choose your own car options • Additional services • Box trucks • Car Share Programs

  16. 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 will be required to use contracts. • Excludes: • Athletic Travel • Group (students) Travel

  17. Implementation Timeline • December 2012 • Vendors have been notified • Contracts are reviewed • UTSA Travel FMOGs and forms are being revised • Mid January 2013 • Anticipate Contracts to be fully executed

  18. Implementation Timeline • February 1, 2013 • 90 day implementation process begins at the institution level • April and May • Travel Fairs and training will be scheduled for UTSA community

  19. Implementation Timeline • June 1, 2013 • All UT 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

  20. Disbursements & Travel Services Office Questions?

More Related