Federal Acquisition Service U.S. General Services Administration GSA’s Center for Travel Management Integrated Travel Programs GSA SmartPay Conference July 2009

Federal Acquisition Service 2 Agenda  Overview of GSA’s Integrated Travel Programs  E-Gov Travel Service (ETS)  Travel Services Solution (TSS)  City Pair Air Program  GSA Lodging®  Travel Training  Management Information Service (MIS)

Federal Acquisition Service 3 What are integrated travel programs?  GSA offers an integrated approach for customer agencies to manage their travel  Programs support Federal Travel Regulation (FTR) compliance  Air, lodging and car programs are accessed online through the E- Gov Travel Service and offline through government contracted travel management centers (TMCs)  Provides shared, government-wide solutions that help customers manage their travel efficiently and effectively while accomplishing their mission  E-Gov Travel Service (ETS)  Travel Services Solution (TSS) schedule  City Pair Air Program  GSA Lodging ®  Travel Training  Management Information Service (MIS)  Includes customer service and acquisition support

Federal Acquisition Service 4 E-Gov Travel Service (ETS)  ETS provides a travel management service that includes:  On-line Booking Engine  Authorization  Voucher processing  Travel Management Center support

End-to-End Travel Components of ETS Online Booking Engine (OBE) + FTR Required Use Travel Authorization & Voucher Service (TAVS) Travel Management Center Services (TMC) Choice + ETS = INTERFACE to Financial & Human Resource Systems OPTIONAL

Federal Acquisition Service 6 Travel Management Centers (TMC)  Federal Travel Regulation (FTR) requires Executive Branch agencies to use ETS’ TAVS and OBE but allows for a choice of TMCs  Federal Agency can choose a TMC by: Utilizing ETS vendor’s travel agent Selecting TMC off Travel Services Solution (TSS) schedule 599 Contracting direct

Federal Acquisition Service 7 ETS Contracts Awarded to Three Vendors  CWGT – E2 Solutions   EDS – FedTraveler.com   NGMS – GovTrip 

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Federal Acquisition Service 11 ETS Deployment as of May 2009  Trends  80 plus civilian agencies have awarded their ETS task orders  54 agencies are fully deployed  Over 2,877,000 vouchers processed to date

Federal Acquisition Service 12 Current benefits being demonstrated  Travelers are being reimbursed in days instead of weeks  Financial interfaces are providing near real time accounting  Agencies are consolidating systems and saving millions in maintenance costs  Online reservations are reducing agencies’ travel costs  Security, policy and utilization of other travel programs is enhanced

Federal Acquisition Service 13 ETS embeds  Existing Policy Federal Travel Regulation (FTR) Per Diem  Programs City Pairs - Air FedRooms ® - Lodging U.S. Government Rental Car Program – Defense Travel Management Office (DTMO)

Federal Acquisition Service 14 Travel Services Solution Schedule 599

Federal Acquisition Service 15 Travel Services Solution (TSS)  TSS is a comprehensive contracting vehicle that encompasses a variety of commercial travel services  Provides agencies flexibility to meet specific requirements such as small business utilization  Travel Consulting Services  Travel Agency Services  Lodging Negotiations and Management Services  Air Charter Services – Owner operated  Air Charter Services – Brokers

Federal Acquisition Service 16 City Pairs Air Program

Federal Acquisition Service 17 City Pair Program FY 09  12 Contract Carriers  Over 5,500 domestic and international City Pairs  Airfares average 61-83% below lowest unrestricted commercial rates  Over $5 billion in potential annual savings to the Government in FY 09

Federal Acquisition Service 18 Benefits  No advance purchase required  No stay restrictions  No airline change /cancellation fees  Tickets are fully refundable  Last seat available  Dual fares (YCA, _CA)  No blackout periods  Fares are priced on 1-way routes  Non-stop service 92% of the time where offered  Best Value Determination

Federal Acquisition Service 19 Dual Fares  Two contract fares: YCA and _CA  The Best Value discounted YCA  The more highly discounted _CA –Only difference: capacity-controlled –Dual Fares in over 2300 markets –Book early, save more  Use of the _CA flights saves billions YCAYCA CACA

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Federal Acquisition Service 21 Required Forms of Payment  SmartPay ® 2 Travel Card Centrally billed Individually billed  Government Transportation Request (GTR) for International travel only

Federal Acquisition Service 22 GSA Lodging ® Programs

Federal Acquisition Service 23  Variety of lodging programs to support customers and agencies  Emergency Lodging –For lodging when a disaster and/or emergency strike  Corporate Housing (30+ nights) –Turn-key fully furnished apartments  FedRooms® - Transient (TDY) 1-29 night stays –Individual, may use SmartPay ® 2 card GSA Lodging ®

Federal Acquisition Service 24 FedRooms ® Value  What’s in it for me, the traveler?  How do you know for sure you are getting rates at or below per diem?  What’s in it for your organization/agency?

Federal Acquisition Service 25 FedRooms® has your Brand!* *FedRooms® has over 8,000 participating hotels, all brands may not be listed

Federal Acquisition Service 26  Program reflects traveler needs and desires  Near business locations  Meets quality standards consistent with corporate mission  Attracts hotels travelers want to use  Hotels have incentive to offer amenities travelers value – free internet, breakfast  Travelers earn ‘rewards’ points  Discounts available for personal/leisure/family travel  Discounts available to contractors  Travel services (TMCs and ETS) keep travelers within policy – no surprise denied claims (e.g. over per diem cap)  Program offers full circle feedback mechanism to improve traveler satisfaction and corporate goals Traveler Benefit - Achieve Traveler Satisfaction The hotel is in a great location with easy access to all military facilities. The property and staff are wonderful. Additionally, there are a number of different restaurants on-site. I will be returning for my family vacation. The property has it all!

Federal Acquisition Service 27 How do I know with certainty that the hotel rate is at or below per diem?

Federal Acquisition Service 28 E2 FedRooms® Rate

Federal Acquisition Service 29 GOV rates comes with length of stay restrictions

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Federal Acquisition Service 31 Wow! FedRooms rates is $94 less!

Federal Acquisition Service 32 FedRooms  FedTraveler.com only display hotels that participate in the FedRooms program  All hotels in the FedRooms program must be FEMA-compliant  IMPORTANT: Displayed hotels are FedRooms properties only, but it is NOT guaranteed that there are FedRooms rates available at this location

Federal Acquisition Service 33 FedRooms - Display

Federal Acquisition Service 34 $5 below per diem

Federal Acquisition Service 35 Marriott’s GOV Rate is $50 over per diem* *A common problem with most hotel web sites – GOV rates are not managed by the government

Federal Acquisition Service 36 Hotel owned and managed GOVERNMENT RATE (GOV)  Not managed by the government  Not necessarily below per diem  Not necessarily FEMA compliant  Possible hidden fees  Cancellation fees  Early check-out fees The FEDROOMS® RATE  Managed by the government  Always at or below per diem  Always FEMA compliant  No unadvertised fees  Cancel by 4pm day of arrival  No early check-out fees My agency spent $19 per night above per diem in Orange Park, FL. Hotel said its what everyone charges the Government. Can you help me get $250 back?

Federal Acquisition Service 37  FedRooms ® rate floats with the BAR but never above per diem  Hotel location will reduce rental car and taxi costs  Negotiate amenities such as free internet or breakfast  Avoid charges such as early check-out fee  FedRooms ® rate applies to meetings Agency Benefit - Cost Avoidance “The government conference rate was $215, the FedRooms® rate was $157 … same hotel … same room”

Federal Acquisition Service 38  Negotiate rate better than commonly available – ‘Best Available Rate’ (BAR)  Corporate rates are often below per diem and BAR  Most government travelers spend to the maximum allowable per diem  Move business from Hotel A …to Hotel B …and get hotels where you need them  Negotiate supplementary chain agreements typically as a percent off BAR Agency Benefit – Reduce Lodging Spend “The FedRooms® rate was $56 below per diem. My travel policy expert said I was required to buy at per diem. I chose to save my agency over $200 for the week”

Federal Acquisition Service 39 GSA Travel Training

Federal Acquisition Service 40 Travel Training - Background  U.S. General Services Administration (GSA) Travel Training has been delivering professional development and training for over 27 years  Extensive knowledge  Comprehensive courses  Current and relevant  Accessible and flexible

Federal Acquisition Service 41 Travel Training - Benefits  Enhance knowledge of:  Travel and relocation entitlements  Travel and transportation services  Increase understanding of E-Gov Travel Service:  Embedded policy compliance  Electronic authorization and voucher approvals  Maximize use of:  City Pair Program (air)  FedRooms® (hotels)  Travel Management Centers (TMC)

Federal Acquisition Service 42 Classes include  Temporary Duty Travel: FTR  Temporary Duty Travel: DoD JTR Vol 2  Temporary Duty Travel: DoD JFTR V1  Advanced Temporary Duty Travel: FTR  Advanced Temporary Duty Travel: JTR V2  Approving Officials Responsibility: FTR  Approving Officials Responsibility: JTR Vol 2  Conference Planning  Travel Basics  Relocation Allowances: FTR  Relocation Allowances: JTR Vol 2  Relocation Income Tax Allowances  Shipping Household Goods and Transportation Management Services Solutions

Federal Acquisition Service 43 NEW for FY 2009  FTR online, Web based training  Innovative  Convenient  24/7 access  No travel expense  Saves time  Flexible  Self paced  Ensures consistency and compliance

Federal Acquisition Service 44 GSA Management Information Service (MIS)

Federal Acquisition Service 45 MIS Service Provided to Customers  Government-wide, web-based travel management information service  Aggregated travel data from TMCs, SmartPay, and ETS providers  Desktop capability to generate a suite of world-class travel management reports  The service supports regulatory requirements and FTR compliance  Technology refreshment adds drill down and report capability  Successfully completed certification and accreditation process

Federal Acquisition Service 46 Customer Value  OGP:  First Class Travel Report  TRIP Report for TDY  Monitor policy compliance  Develop new policy  Agencies:  Improve FTR compliance  Meet regulatory reporting requirements  Respond to congressional or other data calls  Transparency and financial control of travel spend  Ad hoc reporting  GSA Center For Travel Management:  Improve strategic sourcing for government-wide travel programs, e.g., City Pair, FedRooms ®, etc.

Federal Acquisition Service 47 MIS Training for Customers  GSA will host training sessions in July and August  MIS 101: how to use the service –Log in and review report suite –How do I navigate through the reports?  MIS 202: how to maximize the service –What reports will help me measure policy compliance? –How can I better manage travel spend?

Federal Acquisition Service 48 Recap  GSA offers an integrated approach for customer agencies to manage their travel  ETS fully aligns policy and programs  ETS is an end-to-end solution  City Pair, FedRooms ® and Rental Cars can all be accessed through ETS  City Pair provides flexibility and high value  FedRooms ® rate is not the Government rate and provides policy compliant hotels with rates at or below per diem in over 7,000 locations  MIS; the management information service to better manage travel

Federal Acquisition Service 49 Questions For additional information visit: