Supervisors Forum

Management Memo Issued March 6, 2014 Requires all travel arrangements through the Statewide Travel Program (STP) using: CALTRAVELSTORE- Contracted Travel Agency Concur Travel- Online Booking Tool Employees will no longer use: SWABIZ Enterpirse.com, call in or counter service Hotel websites, third party tools or direct call ins 2

REASONS FOR THE CHANGE Duty of Care Obligation Governors Office interested in being able to find our travelers in case of an emergency or natural disaster. Received notification the day after the Malaysia Airline disappearance that none of our state travelers were affected. LAX shooting, CALtravelstore immediately began assisting in re-routing. 3

REASONS FOR THE CHANGE Data gathering for managed hotel program Currently capture 2% of booked & 20% spend data Data had to be gathered through the hotels $75 Million in hotel spend with no contracts Need hotel contracts for: Negotiated savings Last Room Availability (LRA) in busy markets (SF, LA, SD) Amenities (parking, wifi, breakfast, early check-in, etc.) 4

IF YOU HEAR FROM EMPLOYEES I can find cheaper rates on my own Compare like purchases (same time, date a ticket type) Concur uses the same Global Distribution System (GDS) as other travel agencies, hotel sites and booking tools Travel contracts should be used like any other procurement contract How much did the hourly rate of the employee cost the state trying to beat the contract price 5

IF YOU HEAR FROM EMPLOYEES I can‘t find the hotel I want on Concur or there is no State rate Use the search function with the hotel name Hotel may not offer state rate for specific time period or may not have a state rate loaded Book on Concur and call hotel with confirmation number to ask for a rate change Provide list of frequently used hotels for STP review/research 6

COMING SOON Pre-Trip Approvals Concur will generate an to manager in profile Manager receives an Ability to “deny” the trip No action means the trip is approved 7

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CALTRAVELSTORE Agents onsite at DGS to assist with: Complicated travel reservations Concur difficulties Changes to travel itineraries Travel questions to speak with the next available agent Monday-Friday 8:00 a.m. to 5:00 p.m. After hours, follow the prompts to speak with an agent 9

Thank You! Bill AmaralTasha Wilson Business Partnership and Travel Program Manager Travel Manager(916) ww.caltravelstore.com 10