Travel Agency RFP June 2018

Travel Agency Current State Reservations only available with Protravel by phone (no online option) Manual process for booking approvals Only 50% of employees booking travel utilize Protravel for travel reservations (predominantly for flights) Mostly Research personnel; Protravel direct bills for flights Loss of soft dollar benefits to BMC for the 50% that do not use Protravel (e.g., points that can be used for free tickets) Minimal reporting tools available Frequent users unhappy with the service; numerous complaints

Travel Agency RFP Process Initiated RFP Goals: Improve services to the BMC Community Ability to build travel policies into the booking tool, requiring less manual effort to review Allow for online reservations Reduce manual processes Consolidate travel bookings (One Agent, One Platform) Allow payment by corporate pay or personal credit card Offer additional ways to pay for travel, as requested by Research Agency management of soft dollar benefits (corporate points) Improved booking capabilities for HR candidate travel

RFP Process System wide, cross-functional selection team was created: BMC Finance: Kathryn Loup, Associate Director Finance Operations; Rene Jaro, Corporate AP Manager; Sam Suneus, AP Supervisor BMC Research: Todd Erceg, Director of Sponsored Programs BUMG: Kate Smyth-Hammond, BUMG Operations Office Manager BMC Health Plan: John Doyle, Procurement and Sourcing Manager Representatives from Research, BUMG, and BMC HR also attended presentations and were able to ask questions and provide feedback; Supply Chain deferred to AP Agencies Selected (6 invited; 4 presented) Atlas Travel Carlson Wagonlit World Travel Protravel (Current Vendor) Agency Requirements: Ease of Use Electronic Compliance Electronic Approvals Transparency

RFP Selection Committee Recommendation World Travel is recommended by the Selection Team for the following reasons: Training at rollout and ongoing every 6 months. Online booking software Variations of Travel Types: Research vs. Non Research travel, ability to electronically enforce Federal rules when appropriate but not for all bookings This was not the case with Carlson Wagonlit’s online booking tool Advanced Reporting both Standard and Ad-Hoc reporting World Travel has a Local Presence Waived Setup Fees Lowest Estimated Cost of all vendors

Travel is not ticketed until approved Why Use World Travel? Email approval process: email with traveler, itinerary, and any notes will be sent to manager in Signature Authority matrix with buttons to approve or deny Travel is not ticketed until approved Reminder email sent 12 hours after if no response. Reservation is cancelled after 24 hours Improves ticket management – tracks unused tickets and credits and will alert users when those are close to expiring Service at times of travel disruption World Travel monitors these and will alert travelers Easier rebookings when there is severe weather or other incidents World Travel monitors ticket prices and if there is a price decrease that makes it worth re-booking, will automatically do so Better visibility to entire organizations’ travel – World Travel can help negotiate better rates if there is, for example, a hotel that is used frequently

Next Steps Implementation takes approximately 60 days Roll out in July 9 Communications starting prior Training for heavy users and those who wish to attend June 27 on site June 29 and later dates via GoTo Meeting Users can set up profiles or delegate travel booking to admins or others