Disbursements & Travel Services Office Travel Updates February 26, 2013 Travel Updates February 26, 2013

Travel Agency and Car Rental Agency Background 82 nd Legislature, Senate Bill 582 nd Legislature, Senate Bill 5 –SB 5 lifted the requirement that institutions of higher education are required to participate in the state travel program. –UT System and UT Systemwide Travel Council issued request for proposal (RFP) for Systemwide Travel Management Services The goal is to minimize cost, while improving overall serviceThe goal is to minimize cost, while improving overall service Transition to a management fee from a per transaction costTransition to a management fee from a per transaction cost –Billed monthly to each institution 82 nd Legislature, Senate Bill 582 nd Legislature, Senate Bill 5 –SB 5 lifted the requirement that institutions of higher education are required to participate in the state travel program. –UT System and UT Systemwide Travel Council issued request for proposal (RFP) for Systemwide Travel Management Services The goal is to minimize cost, while improving overall serviceThe goal is to minimize cost, while improving overall service Transition to a management fee from a per transaction costTransition to a management fee from a per transaction cost –Billed monthly to each institution

Travel Agency and Car Rental Agency UTSA represents approximatelyUTSA represents approximately –2.42% of all UT Systemwide travel or $896,000 –1600 domestic transactions and 200 international transactions –Data is based on FY 2011 travel purchases made thru the UTSA contracted travel agencies UTSA represents approximatelyUTSA represents approximately –2.42% of all UT Systemwide travel or $896,000 –1600 domestic transactions and 200 international transactions –Data is based on FY 2011 travel purchases made thru the UTSA contracted travel agencies

UTSA Travel Agencies Corporate Travel PlannersCorporate Travel Planners –Most UTSA travel reservations in 2012 were completed with Corporate Travel Planners –UTSA travel agency since January 2009 Alamo TravelAlamo Travel –Not frequently used –UTSA travel agency since January 2009 Anthony TravelAnthony Travel –UTSA travel agency since January 2009; although not utilized –Initial focus was Athletics and has since begun to transition to business travel Corporate Travel PlannersCorporate Travel Planners –Most UTSA travel reservations in 2012 were completed with Corporate Travel Planners –UTSA travel agency since January 2009 Alamo TravelAlamo Travel –Not frequently used –UTSA travel agency since January 2009 Anthony TravelAnthony Travel –UTSA travel agency since January 2009; although not utilized –Initial focus was Athletics and has since begun to transition to business travel

Travel Agency Benefits Streamlined contract managementStreamlined contract management –Uniform service standard requirements –Travel Agency – Management Fee provides a lower overall cost systemwide Enhanced Service RequirementsEnhanced Service Requirements –Experienced agents/Designated account managers –Minimal hold time –Familiar with institution’s travel policy –Agents have the ability to view all airlines schedules and fares –Agencies have airline executive desk status for assistance with waivers and fare matching Streamlined contract managementStreamlined contract management –Uniform service standard requirements –Travel Agency – Management Fee provides a lower overall cost systemwide Enhanced Service RequirementsEnhanced Service Requirements –Experienced agents/Designated account managers –Minimal hold time –Familiar with institution’s travel policy –Agents have the ability to view all airlines schedules and fares –Agencies have airline executive desk status for assistance with waivers and fare matching

Travel Agency Benefits Auto enrollment in ISOSAuto enrollment in ISOS –All reservations including domestic can be tracked during emergency situations. –Complies with UT System requirements Innovative use of technologyInnovative use of technology –Ability to access the Southwest Airlines SWABIZ tool for web fares –Concur on-line travel tool Auto enrollment in ISOSAuto enrollment in ISOS –All reservations including domestic can be tracked during emergency situations. –Complies with UT System requirements Innovative use of technologyInnovative use of technology –Ability to access the Southwest Airlines SWABIZ tool for web fares –Concur on-line travel tool

Travel Agency Benefits Improved Management ReportingImproved Management Reporting –Improved reporting on travel cost –Lost savings and realized savings –Automated notification to travel for unused ticket Improved Management ReportingImproved Management Reporting –Improved reporting on travel cost –Lost savings and realized savings –Automated notification to travel for unused ticket

Car Rental Agencies Authorized car rental agencies are:Authorized car rental agencies are: –Avis/Budget –Enterprise National Holdings –Hertz UTSA travelers are required to use one of the approved car rental agencies listed.UTSA travelers are required to use one of the approved car rental agencies listed. Authorized car rental agencies are:Authorized car rental agencies are: –Avis/Budget –Enterprise National Holdings –Hertz UTSA travelers are required to use one of the approved car rental agencies listed.UTSA travelers are required to use one of the approved car rental agencies listed.

Car Rental Agency Benefits Multiple options on rental company, car type and rental locationsMultiple options on rental company, car type and rental locations –Each agency has express service option –Frequent rental rewards –Discounts on international rentals –Free car upgrades and choose your own car options Additional servicesAdditional services –Box trucks –Car Share Programs Multiple options on rental company, car type and rental locationsMultiple options on rental company, car type and rental locations –Each agency has express service option –Frequent rental rewards –Discounts on international rentals –Free car upgrades and choose your own car options Additional servicesAdditional services –Box trucks –Car Share Programs

UT System Airline Contracts American AirlinesAmerican Airlines –2% to 40% discount based on the fare paid and destination –Applicable to partner airlines: Japan, British Airways, Iberia and Alaska Airlines –City Pair state rates are scheduled to expire March 31, 2013; renewal is handled by the State Comptroller’s Office United AirlinesUnited Airlines –2% discount on any fare/destination American AirlinesAmerican Airlines –2% to 40% discount based on the fare paid and destination –Applicable to partner airlines: Japan, British Airways, Iberia and Alaska Airlines –City Pair state rates are scheduled to expire March 31, 2013; renewal is handled by the State Comptroller’s Office United AirlinesUnited Airlines –2% discount on any fare/destination

UT System Airline Contracts Southwest AirlinesSouthwest Airlines –2% to 5% discount applied to all tickets purchased within 7 days Jet BlueJet Blue –1% to 10% discount on all non-stop JetBlue flights based on fare paid and destination –City Pair state rates are scheduled to expire March 31, 2013; renewal is handled by the State Comptroller’s Office Note: In order to receive the contracted rates a CLIBA card must be used to purchase airfare. Southwest AirlinesSouthwest Airlines –2% to 5% discount applied to all tickets purchased within 7 days Jet BlueJet Blue –1% to 10% discount on all non-stop JetBlue flights based on fare paid and destination –City Pair state rates are scheduled to expire March 31, 2013; renewal is handled by the State Comptroller’s Office Note: In order to receive the contracted rates a CLIBA card must be used to purchase airfare.

Hotel Reservations Travelers may continue to refer to the State Comptroller contract hotels listed on the state websiteTravelers may continue to refer to the State Comptroller contract hotels listed on the state website Travelers may choose to make hotel reservations using the travel agencies or other methodsTravelers may choose to make hotel reservations using the travel agencies or other methods GSA lodging rates still applicableGSA lodging rates still applicable Travelers may continue to refer to the State Comptroller contract hotels listed on the state websiteTravelers may continue to refer to the State Comptroller contract hotels listed on the state website Travelers may choose to make hotel reservations using the travel agencies or other methodsTravelers may choose to make hotel reservations using the travel agencies or other methods GSA lodging rates still applicableGSA lodging rates still applicable

Transition to Management Fee Current travel agency fee is per transactionCurrent travel agency fee is per transaction –Charged at the time airfare is purchased Management FeeManagement Fee –UTSA will be invoiced monthly by travel agency –Departmental accounts will be charged back for management fee cost for respective travelers – Management fee structure is expected to be 15% less than the current per transaction fee –Cost for the on-line transactions will be significantly lower than the cost associated with full service Current travel agency fee is per transactionCurrent travel agency fee is per transaction –Charged at the time airfare is purchased Management FeeManagement Fee –UTSA will be invoiced monthly by travel agency –Departmental accounts will be charged back for management fee cost for respective travelers – Management fee structure is expected to be 15% less than the current per transaction fee –Cost for the on-line transactions will be significantly lower than the cost associated with full service

Travel Agency and Car Rental Agency Who is affected?Who is affected? –All employees of UT System and The University of Texas Investment Management Company to include: StudentsStudents GuestsGuests Consultants traveling on behalf of UT SystemConsultants traveling on behalf of UT System Patient Travel when in the care of a UT Medical InstitutionPatient Travel when in the care of a UT Medical Institution –Everyone systemwide is required to use contracts –Excludes: Athletic TravelAthletic Travel Group (students) TravelGroup (students) Travel Who is affected?Who is affected? –All employees of UT System and The University of Texas Investment Management Company to include: StudentsStudents GuestsGuests Consultants traveling on behalf of UT SystemConsultants traveling on behalf of UT System Patient Travel when in the care of a UT Medical InstitutionPatient Travel when in the care of a UT Medical Institution –Everyone systemwide is required to use contracts –Excludes: Athletic TravelAthletic Travel Group (students) TravelGroup (students) Travel

Implementation Timeline Travel Agency ContractsTravel Agency Contracts –Signed contracts were received February 11, 2013 –Transition will be completed within 90 days Institutional Participation Agreements and Local Scope of Work – in progressInstitutional Participation Agreements and Local Scope of Work – in progress On-line reservation tool will be availableOn-line reservation tool will be available Travel Agency ContractsTravel Agency Contracts –Signed contracts were received February 11, 2013 –Transition will be completed within 90 days Institutional Participation Agreements and Local Scope of Work – in progressInstitutional Participation Agreements and Local Scope of Work – in progress On-line reservation tool will be availableOn-line reservation tool will be available

Implementation Timeline Travel Agency MeetingsTravel Agency Meetings –Will meet with Travel Agency representatives within the next two weeks Car Rental ContractsCar Rental Contracts –Signed contracts were received February 15, –Meetings will be scheduled with the car rental agency representatives –Transition will be completed within 90 days Travel Agency MeetingsTravel Agency Meetings –Will meet with Travel Agency representatives within the next two weeks Car Rental ContractsCar Rental Contracts –Signed contracts were received February 15, –Meetings will be scheduled with the car rental agency representatives –Transition will be completed within 90 days

Effective Date May 13, 2013May 13, 2013 –All UT Systemwide travel must be purchased thru Corporate Travel Planners orCorporate Travel Planners or Anthony TravelAnthony Travel –All UT Systemwide car rentals must be purchased thru Avis/BudgetAvis/Budget Enterprise/NationalEnterprise/National HertzHertz May 13, 2013May 13, 2013 –All UT Systemwide travel must be purchased thru Corporate Travel Planners orCorporate Travel Planners or Anthony TravelAnthony Travel –All UT Systemwide car rentals must be purchased thru Avis/BudgetAvis/Budget Enterprise/NationalEnterprise/National HertzHertz

Information & Training Sessions FAR Meeting PresentationsFAR Meeting Presentations –December 13, 2012 –February 19, 2013 –April 24, 2013 Information SessionsInformation Sessions –March - Information Sessions –HR Training and Development identifying space FAR Meeting PresentationsFAR Meeting Presentations –December 13, 2012 –February 19, 2013 –April 24, 2013 Information SessionsInformation Sessions –March - Information Sessions –HR Training and Development identifying space

Information & Training Sessions Other PresentationsOther Presentations –Dean’s Council –Chair’s Council –Research Advisory Board Training SessionsTraining Sessions –April - June Other PresentationsOther Presentations –Dean’s Council –Chair’s Council –Research Advisory Board Training SessionsTraining Sessions –April - June

UT System Approved Exceptions Travel cost are paid by an outside entityTravel cost are paid by an outside entity Emergency situations (flood, hurricane, etc)Emergency situations (flood, hurricane, etc) Travel cost are paid by an outside entityTravel cost are paid by an outside entity Emergency situations (flood, hurricane, etc)Emergency situations (flood, hurricane, etc)

UT System Approved Exceptions UT Agency is unable to provide an airfare within $100 lower fare from an alternate travel providerUT Agency is unable to provide an airfare within $100 lower fare from an alternate travel provider –Requirements Travel arranger must gain advance approval from Assistant ControllerTravel arranger must gain advance approval from Assistant Controller Travel arranger must provide approver (in advance of purchase) written documented proof of lower fare. At a minimum, information should include same flights, on the same day with the same restrictions/booking classTravel arranger must provide approver (in advance of purchase) written documented proof of lower fare. At a minimum, information should include same flights, on the same day with the same restrictions/booking class UT Agency is unable to provide an airfare within $100 lower fare from an alternate travel providerUT Agency is unable to provide an airfare within $100 lower fare from an alternate travel provider –Requirements Travel arranger must gain advance approval from Assistant ControllerTravel arranger must gain advance approval from Assistant Controller Travel arranger must provide approver (in advance of purchase) written documented proof of lower fare. At a minimum, information should include same flights, on the same day with the same restrictions/booking classTravel arranger must provide approver (in advance of purchase) written documented proof of lower fare. At a minimum, information should include same flights, on the same day with the same restrictions/booking class

Impact for Non-Compliance Approved by President and CMO at today’s meetingApproved by President and CMO at today’s meeting 1st instance of non-compliance1st instance of non-compliance –Traveler or travel arrangers are given one exception if they do not use the UT System-wide agencies. –Notification will be sent to respective Vice President, Account Administrator/Supervisor and traveler/travel arranger. Approved by President and CMO at today’s meetingApproved by President and CMO at today’s meeting 1st instance of non-compliance1st instance of non-compliance –Traveler or travel arrangers are given one exception if they do not use the UT System-wide agencies. –Notification will be sent to respective Vice President, Account Administrator/Supervisor and traveler/travel arranger.

Impact for Non-Compliance 2 nd instance for non-compliance2 nd instance for non-compliance –Traveler will not be reimbursed for 50% ocost of airfare and/or car rental if not purchased thru the mandated UT System-wide agencies. –Travel arranger – departmental M&O budget will be permanently reduced by 50% for the cost of airfare and/or car rental when not purchased thru the mandated UT System-wide agencies –Notification will be sent to respective Vice President, Account Administrator/Supervisor and traveler/travel arranger. 2 nd instance for non-compliance2 nd instance for non-compliance –Traveler will not be reimbursed for 50% ocost of airfare and/or car rental if not purchased thru the mandated UT System-wide agencies. –Travel arranger – departmental M&O budget will be permanently reduced by 50% for the cost of airfare and/or car rental when not purchased thru the mandated UT System-wide agencies –Notification will be sent to respective Vice President, Account Administrator/Supervisor and traveler/travel arranger.

Disbursements & Travel Services Office Questions?