Agenda Today’s presentation will allow: Introduce the Johns Hopkins Travel Program Provide an overview of World Travel, Inc. and its services Identify where to access the Johns Hopkins Travel Portal and Concur Demonstrate how to complete your Traveler Profile within Concur Demonstrate how to create a travel itinerary in Concur Highlight the Johns Hopkins Travel Portal and its resources Identify the support contacts for troubleshooting issues

Travel Program Overview Fast Facts Welcome to the Travel Program Overview. Starting in January 2015, the University began to transition to one travel agency for business-related travel This was a culmination of a Procurement Initiative that reviewed where Johns Hopkins University was spending it monies and with whom The review included categories from temporary labor to office supplies; travel kept coming up as it was estimated that the University spends about $125M a year on travel and travel-related expenses In January 2016, the Travel Program was expanded to include Johns Hopkins International (JHI) and at the beginning of this year, will include Johns Hopkins Health System Updated: December 2016

Johns Hopkins Travel Program: Why Are We Here? After an extremely detailed search process, the Johns Hopkins Travel Committee selected World Travel, Inc. as the preferred Travel Management Company (TMC) for Johns Hopkins Institutions. TMC Selection Process Why World Travel, Inc. (WTI)? The Johns Hopkins Travel Committee led a highly consultative, data-driven process to select a preferred Travel Management Company (TMC). This data-gathering process included the following activities, among others: Gathered 90+ questions/requirements from travelers about their needs Issued a Request for Proposal (RFP) to 10 TMCs Reviewed 8 RFP bids from TMCs Evaluated oral presentations from 6 TMCs Coordinated reference calls for further background research Conducted pricing negotiations with potential TMC vendors Ultimately, The Johns Hopkins Travel Committee recommended WTI for several reasons, including: Scale and capacity to accommodate travelers Sense of responsiveness to Johns Hopkins requirements and customization needs across divisions Travel industry knowledge and experience Strong customer service (24/7/365 response) Technical capacity (e.g., travel portal customization, training capabilities) Duty of care prioritization and abilities International knowledge, experience, and training Strong references from UPenn and the International Relief & Development -a committee of representatives from across the University - faculty and staff from a range of business areas and divisions -was tasked to look at travel spend (talk through slide) -WTI is large but not too large, we’re a major client for them but they can grow as-needed -billion dollars in sales -spoke to those things identified as most important to the Hopkins community of travelers… -as the program has expanded to include JHI and JHHS, specific fact-finding and implementation meetings have been held in order to capture requirements of all Johns Hopkins entities

Elements of a Managed Travel Program Policy Travel Expense Reporting Risk Management/process standardization Credit Card Programs Data Analysis & Delivery Preferred Supplier Programs -When we speak of a managed travel program, we mean for one Hopkins (not just for a particular business area or division). -Travel booking – which we’re featuring today – is one aspect of that. -As this diagram shows, elements of a managed travel program is not only booking travel, but expense reporting…credit card programs and with those come better visibility into data and spend to negotiate better rates and discounts with preferred suppliers for Johns Hopkins. -all of these elements provide a holistic view of a managed travel program, with a solid travel policy at the core

Johns Hopkins Travel Program: What It Will Look Like… The Travel Program was designated to promote three primary benefits for Johns Hopkins: 1) Enhanced Customer Service, 2) Improved Safety Support, and 3) Increased Cost Savings. Improved Safety Support Centralized itineraries to improve Duty of Care Automatic integration with the Johns Hopkins Travel Registry and iSOS to notify travelers in the event of an emergency (anywhere in the world) Enhanced Customer Service Single travel portal with direct access to online booking tool, policies and training documents TMC agent supported-itinerary changes (i.e., avoid long lines at airports and let the TMC agents amend your flight, hotel, and ground transportation reservations) 24/7/365 customer and emergency support to improve travel experience -there are three key tenets to the Johns Hopkins Travel Program: enhanced customer service, improved safety and support, and increased cost savings. -customer service: one-stop shopping -safety: utmost importance to Johns Hopkins; as an employer, it has a responsibility to help you should you need – parts of the world are very geopolitically unstable; other parts of earthquake or volcano hotspots. If an event happens and you need assistance, Johns Hopkins has a duty of care to provide you with that. -cost savings: quantifiable data will help with point-of-sale discounts and cost savings which go directly back into your program budgets Increased Cost Savings Integrated online booking tool with pre-loaded, negotiated rates on Johns Hopkins travel portal Low fare guarantees if lower fares are found (for identical itineraries only) TMC support to leverage spend and negotiate discounts with hotels, airlines, rental cars, and other travel suppliers to deliver the best discounts for Johns Hopkins

Johns Hopkins Travel Program: Service Fee Structure Like all other travel agencies, World Travel, Inc. charges a nominal transaction fee per booking. The Johns Hopkins Travel Program has helped to secure some of the best rates in the industry. Booking Type Vendor Categories Transaction Fee Online Air / Rail reservations (including ancillary services) $8 Hotel / Car reservation only $5 Online, Agent Assisted Air / Rail reservation (including ancillary services) $20 Full Service $35 Frequently Asked Questions: Q: Is there any fee to research fares online in Concur or over the phone with a WTI agent? A: No, there is no fee to research fares in the Concur tool or over the phone with a WTI agent. Transaction fees are only incurred at the time of booking (hotel / car) or ticketing (air / rail). Q: How will the booking fee be applied to my travel reservation? A: The booking fee will be applied to the primary credit card used at the time of booking / ticketing travel and will appear as a separate charge on your invoice and credit card statement. Q: Are transaction fees the same for both domestic and international reservations? A: Yes, the fees for both domestic and international reservations are identical. Q: Is there any additional fee to change a reservation once it has been booked (i.e., multiple charges)? A: No, you will not incur any additional service fee to change an existing reservation, although the carrier may charge you a change fee. The exception, however, is for online agent-assisted reservations where an upcharge of up to $12 may apply. -talk through slide -many times, you will see that the discounts outweigh the fees -discounts can only be had with the travel program booking with WTI or via online using Concur

Johns Hopkins Travel Program: Preferred Suppliers List In order to optimize our travel spend, the Johns Hopkins travel program has leveraged is consolidated buying power in the travel sector and negotiated cost-effective contracts with big suppliers. More to come! Johns Hopkins Preferred Suppliers -Discounts vary for airlines based on fare class booked and time of ticketing (use Southwest as example); deeper discounts on higher fares such as international business fares -with better data and as more of the University comes on board, these discounts will get better and more suppliers will be added to the program. -As we’ve been able to quantify data discounts with United, Southwest and Amtrak have become richer -We invite you to keep visiting the Johns Hopkins Travel Portal at travel.jhu.edu for updates -you are in no way limited to only using these suppliers; you are welcome to book any airline or vendor of your choosing, subject to any policy of your business area or division Please utilize Johns Hopkins preferred suppliers whenever possible to enable us to continue to negotiate rates for the Johns Hopkins community

Value Added Services World Travel, Inc. offers an array of value-added services to meet client needs. Experience travel consultants (~11 years average experience) 24-hour reservation center International rate desk E-Ticket recovery No additional agency fees for refunds or voids Integration with Johns Hopkins Travel Registry Same day + 24-hour voiding capability in the USA FlightStats WorldQC -highlight e-ticket recovery, voiding, and WorldQC

The Low Fare Guarantee Prior to booking, if you find a lower airfare available for your identical itinerary, World Travel, Inc. will match the lower airfare or provide a refund of double the difference. -must be apples-to-apples -cannot be on a ticket consolidator site This is a traveler-driven process. To submit a refund claim, please visit the Johns Hopkins Travel Portal. Tickets found on consolidator and/or distressed inventory websites cannot be considered.

Johns Hopkins Travel Program – Payment Options Travelers must use a credit card for all airfare, rail, or other charges paid for at time of booking with WTI. Here are the options: Card Option Monthly Stmt Paid By Key Points Personal Card Individual Traveler provides personal credit card to WTI, hotels, car rental companies, etc. to pay for travel related expenses. Traveler pays statement and seeks reimbursement for business related travel expenses via SAP Trip within 90 days of travel. Johns Hopkins Corporate Travel Card Traveler applies for card; does not impact personal credit Travelers uses JH Corporate Travel Card to pay for JH travel related expenses. Johns Hopkins Executive Travel Card Johns Hopkins Very limited availability Traveler uses JH Executive Travel Card to pay for JH travel related expenses. JH pays monthly statement; costs allocated to SAP budgets via PaymentNet (like p-cards) Traveler includes all business related travel expenses in SAP Trip as “Paid by JH” within 90 days of travel Johns Hopkins Central Bill Travel Card (“CBTC”) (University only) School or department applies for JH CBTC to pay for JH travel related expenses via World Travel Inc. (WTI) Traveler uses CBTC web-form process to seek authorization to use a CBTC to pay for JH travel related expenses via WTI. -some business areas have a business travel card to use in conjunction with a pre-trip approval process -if your business area does not have such a travel approval and payment system, there are four payment options for Johns Hopkins employees -payment is via credit card only; it is a large expense to direct-bill and invoice Johns Hopkins and it is important to keep service fees low -as a reminder, once an expense is incurred you may submit for reimbursement through SAP Trip -new to Hopkins is the Central Bill Travel Card for the University only -The Central Bill Travel card takes the place of invoicing; it is a ghost card available to departments and is used exclusively in conjunction with WTI -For more information on all payment options, you can find links to the different cards on the Travel Portal and there are help videos and Fast Facts about the Central Bill Travel Card -No matter which option, it is a IRS requirement that an expense report be completed outlining all expenses, whether paid personally or by Johns Hopkins

Live Travel Portal and Concur Online Booking Tool Demo -Now I’m going to go to the Internet to show you first the Johns Hopkins Travel Portal – a great source of all kinds of resources: contact information, help videos, tips and tricks, payment choices and FAQs. -We’ll then logon to Concur – from the portal – so we can walk through how to complete your profile and begin booking travel online, if that is your preferred method of booking travel.

Johns Hopkins Travel Portal Go to: http://travel.jhu.edu -show Central Bill Travel card information, links to help videos and Fast Facts -highlight single sign-on feature -talk about Trip Alerts (will get email from WTI inviting you to sign up when you book your first trip)

Training & Reference Materials The Johns Hopkins Travel Team has created a number of reference materials to support you as you book travel. Concur Online Guides: Tip Sheets: How to: Concur Training Video Do‘s and Do Not's When Booking Create Your Travel Profile Concur User Guide Top 10 Concur Tips & Tricks Book a Car Concur Mobile App Guide WTI Service Fee Summary Book a Flight Setting up Concur Mobile App Update Your Travel Profile Book a Hotel All links available on travel.jhu.edu

Concur Online Support Team Need Help? If you have additional questions, now or later, please contact one of the individuals below for support. Topic WTI Contacts Email Phone Booking Travel World Travel Inc. jhutravel@worldtravelinc.com (888) 433-2556 (484) 348-6310 Concur Concur Online Support Team onlinehelp@worldtravelinc.com (800) 221-4730 Mobile Support Mobile Support Team mobile@worldtravelinc.com n/a Groups and Meetings Topic JH Contacts Email Phone Travel Portal JHU Purchasing jhtravel@jhu.edu (443) 997-1000 Travel Policy Reimbursement JH Accounts Payable apssc@jhmi.edu (443) 997-6688 Other IT Issues JH IT Help Desk n/a (410) 955-HELP (410) 516-HELP Other Travel Topics Julie Farver -again, if you prefer to make your travel arrangements by speaking to an agent, or if you need any help along the process, here are some contact names and numbers. For more information, please contact us at jhtravel@jhu.edu or visit the Johns Hopkins Travel Portal.

Next Steps Go to travel.jhu.edu Click on “Booking Travel” Look for the Concur Logo Complete your profile Book travel! -It’s important to activate your profile – even if you do not travel but are a travel arranger – so when you call WTI they know you are with Johns Hopkins, what division, department, etc. -Thank you so much for listening in on this Fast Facts -Safe travels, everyone!

Thank You! Thank you for participating! We would love to hear from you. Are there certain topics that you would like us to cover in future FastFacts sessions? Would you like to be a FastFacts presenter? Please email us at: fastfacts@jhu.edu 16