Procurement Services Pre-Paid Travel Card Program

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Presentation transcript:

Procurement Services Pre-Paid Travel Card Program HOUSTON INDEPENDENT SCHOOL DISTRICT

Cross-Functional Team System Development System Testing / Implementation Marketing Expertise E-News Communication Featured news story Account Reconciliation Back-End Processes Data Collection Customer Experience Bank Relations PROCARD Best Practices Pilot Procurement Services Accounts Payable HISD Marketing SAP Department

Project Development Goal & Objectives Market Intelligence Provide an efficient process for payment of lodging expenses Reduce tasks associated with rush requests Reduce the # of checks issued for hotel expenditures Increase overall PROCARD spend for higher rebates Goal & Objectives Who else has implemented this type of program? Texas State University Univ. North Texas Houston Community College Market Intelligence

Spend Analysis PROCARD spend averages $19 million. Potential increase of $1.2 million in spend by introducing the Pre-Paid Travel program Graph Rebate Analysis Potential rebate increase of $35k Program moves HISD to higher rebate tier Rebate dollars in (thousands) Calendar Years

Smarter Tracking Travel Security Card Inventory HISD Opportunities Spend tracking will allow smarter negotiations for future savings Travel Security Card only valid during specific dates Card only hold a pre-approved amount Card is restricted to approved hotel Card Inventory This program allows us to have cards “in stock”. Shortens wait times for getting travel documents ready for traveler

Implementation Sourcing Process Pilot Program Travel Packet Cross functional teams – Discuss impact of program Market Research & Analysis Product Development Pilot Program 21 travelers 17 User Depts. Individual & Group Travel Lessons Learned Program refinement Travel Packet Welcome Letter Pre-Paid Authorization letter User Agreement – Must be signed Tax Exempt Form

Only for lodging expenses Don’t forget your card Travel Tips Only for lodging expenses Personal incidentals and meals are not covered by this program Don’t forget your card Forgotten cards at your desk cause delays in your travel Lost or stolen cards must be reported immediately Must have travel packet Pre-Authorization form Tax Exemption form Do’s & Don’ts

GO LIVE January 20, 2014