Improving the Travel Experience for YOU! 11/9/2018

We heard you! . 11/9/2018

What We heard No standard means for making reservations Complicated Policies Paper Intensive Process No ability to help travelers in an emergency No way to limit Export Controls risk Limited reporting means we have not maximized our buying power 11/9/2018

Travel Redesign GOALS Streamline Travel Process Simplify Policies Provide Duty of Care Increased Compliance with Export Controls Robust Reporting Consolidated Spend for Improved Air, Hotel, and Car Rental Pricing . 11/9/2018

Re-designing TRAVEL AND EXPENSE MANAGEMENT for the uva community TravelUVA launched January 4, 2016 ExpenseUVA to be launched in July 2016 New Policies Travel and Expense Services Team TravelUVA: online booking tool customized for UVA; full service travel agent support; traveler alerts and assistance; Export Controls guidance, etc. ExpenseUVA: online expense management tool that will seamlessly integrate with TravelUVA; eliminates paper processing and replaces travel workbook 11/9/2018

What we will cover today New Streamlined Policy Travel and Expense Card Peek at online booking tool Booking for self or for another Booking for a guest Paying for air, rail, hotels, & car rentals Benefits to You! . 11/9/2018

Policy Simplification & notification ONE STREAMLINED POLICY for Travel, Meals, & Entertainment Eliminate overly burdensome requirements (e.g., no receipts under $75; mileage justifications) Align state and local fund limits Simplify approvals New Travel Workbook reflects new policy Policy notification prompts built into online booking tool 11/9/2018

Travel and expense card ONE CARD SOLUTION for Travel & Expenses Replaces separate travel and purchasing cards No more worry about what card to use Corporate Liability Card UVA pays the bill No more waiting for Travel Reimbursements 11/9/2018

Streamlined Travel booking Option 1: Online Booking - Concur tool customized to reflect UVA policy and supported by Christopherson Business Travel (CBT) NO BOOKING FEE Self service – traveler or their assistant Real time flight and hotel availability Traveler profile maintains and applies travel preferences and rewards program information Option 2: Full Service travel agency - CBT Negotiated booking fee lower than other agencies Team of travel agents designated for UVA travel http://www.procurement.virginia.edu/pageTravelCBT Urgent after-hours assistance. 11/9/2018

Duty of care 24/7 monitoring of world events with mobile traveler alert notifications Automatic enrollment in United Healthcare Global Assistance travel program for all employees 11/9/2018

Export Controls compliance Export Controls are federal laws intended to protect U.S. economic and national security interests and to support U.S. foreign policy initiatives Did you know? Travel to sanctioned countries must be approved in advance by UVA’s Export Control Office You must have approval to take UVA-owned equipment and information to certain countries UVA could be subject to large fines and penalties if not compliant Travelers could be held personally liable TravelUVA will guide travelers through the process. 11/9/2018

Robust Reporting Knowledge Is Power! Visibility into travel spend and habits helps departments save Advance ticket purchase Spending outside of policy Ticket exchanges Unused tickets University-wide savings and benefits Benchmarking reports Traveler compliance Negotiated savings TravelUVA Already Provides a 2% Discount on Delta Flights and CBT only Hotel Discounts! 11/9/2018

What is not changing? Conference hotel reservations Local Contract Hotel and Car Rental reservations paid with Travel and Expense Card Paying for hotel accommodations when cardholder is not the traveler 11/9/2018

Traveluva can be use for personal travel when: Adding vacation time to a business trip Adding a companion to your trip when booked as a guest 11/9/2018

Taking a Closer Look at Booking Online Supported by Christopherson Business Travel (CBT) and Powered by Concur http://www.procurement.virginia.edu/pageTravelCBT 11/9/2018

Landing Page Automatic notification to travelers within 100 miles of a disaster or warning , with ability to communicate directly with UVA Emergency staff. 11/9/2018

Concur Home Page 11/9/2018

Setting Up Your Profile 11/9/2018

Required information in a traveler profile Home address One telephone number Emergency contact information TSA information Gender Date of birth 11/9/2018

Security masking/Frequent Flier 11/9/2018

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Act as other user 11/9/2018

Acting as 11/9/2018

Book for a Guest 11/9/2018

Search Screen 11/9/2018

Export control notice 11/9/2018

Default shop by schedule 11/9/2018

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Policy Alert 11/9/2018

Seat Assignments 11/9/2018

hotels 11/9/2018

Per diem 11/9/2018

Cannot reserve a non-refundable hotel stay on-line. 11/9/2018

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Trip library 11/9/2018

Arranger view 11/9/2018

WHEN You Should USE A FULL–SERVICE Agent Travel to Sanctioned Countries Groups of 10 or more Rail (other than Amtrak) Budget Air Carriers Limos/Car Services/Shuttles Motor-coach/Charter Buses 11/9/2018

FACULTY Testimonial “I have used the new UVA Travel System and am pleased by the format and structure of the new website. I am also pleased that travel resource staff continue to be available to help me train my staff, help me with specific travel related questions. Most importantly, I was pleased to receive travel alerts in a timely manner as I was at an international meeting in Manchester, England during the Paris crisis. The information was essential to me and provided me with access to resources if I needed them to try to get home several days later.” 11/9/2018

What to do now Start using TravelUVA! Complete your traveler profile in TravelUVA Attend a lab for hands on experience Visit www.procurement.virginia.edu for new streamlined policy, updates, helpful information, links to labs, and step-by-step user guides under Travel & Expense Share information with your colleagues about TravelUVA and help them set up profiles with travel assistants Watch for updates about ExpenseUVA coming this spring! Let us know your thoughts… 11/9/2018

Questions? Travel@virginia.edu Lisa Atkins, Travel and Expense Administrator Raegan Harouff, Travel and Expense Project Coordinator Dolores Hildebrand, Assistant Director Carrie McGowan, Travel, Expense, and Card Program Manager Helpful information and step-by-step user guides located at www.procurement.virginia.edu under Travel & Expense. 11/9/2018