New York State Centralized Travel Program New York State Office Of General Services Travel Coordinator Training May 20, 2010 Presenter: Mark Milstein

While many see travel as fun and exotic….. New York State Sees Travel As Work!

Air Travel Services Contract Q Over 400 domestic and international city pairs under current contract. Q Contract expires August 13, Q Cost savings of 15% - 80% over normal full fare ticket prices. Q NYS saves approximately $16 million/year

Current Contractors Q American Airlines Q Delta Airlines Q JetBlue Airways Q United Airlines Q US Airways

Some Examples………. Q Albany/Los Angeles: list price $990; NYS price $281 Q Buffalo/Orlando: list price $459; NYS price $98 Q New York/Boston: list price $485; NYS price $95 Q New York/London: list price $1857; NYS price $414 Q New York/Seoul: list price $2648; NYS price $820 Q NYC/Washington, DC: list price $354; NYS price $152 (all prices listed are one-way)

Service Highlights Q 100% refundable tickets Q Fully changeable tickets Q Last seat availability Q No advance purchase or maximum stay requirements.

Service Highlights Q Domestic city pairs have at least 2 flights per day. Q Frequent flyer miles and other travel incentives will accrue for individuals. Q Most city pairs have no more than one layover and major metropolitan areas have non-stop flights.

Who can use this contract?  All State Agencies  NYS Executive Branch  NYS Assembly  NYS Senate  NYS Judicial System  SUNY  NYS Authorities & Boards  Previously Approved Entities (found in contract)

Exceptions Q If an Emergency Q If non-contract fare saves more than $200 over the contract price. Q Exceptions require prior approval of Agency Finance Officer. Q Must notify Statewide Travel Coordinator Q Statewide Travel Coordinator is notified by travel agent if fare is over $1500.

Method of Payment Q Corporate Citibank Travel Card Q Central Travel Account/CTA – Citibank Q Personal credit cards, checks or cash CANNOT be used.

Reservations……. Q Must use Contract Travel Agent -- reports are essential -- they know the policy -- they know NYS business Q Cannot obtain fares on internet or by calling the airline directly Q “Matched” fares cannot be used.

Travel Agent Services Contract Q Provides “One-stop shopping” for all business travel needs. Make reservations for air, hotel, bus, train, rental car, all with one transaction fee. Q Current contract expires December 4, 2012.

Why use a travel agency? Q Contract travel agents are familiar with OGS contracts and State travel policy Q No fee for exchanging/reissuing tickets Q 24 hour Emergency Service Q Security/Tracking travelers Q Reporting

Current Contractors Q Advantage Travel (Statewide) Q Euro Lloyd Travel Group (Statewide) Q Child Travel/Travel Leaders (Regional) Q Plaza Travel (Regional)

Contract Transaction Fees  Airline ticket: $10.36 to $15.55  Train/Bus ticket: No Charge to $6.21  No fee for hotels/rental cars

Ticket Delivery Q Majority of all airline tickets are processed “electronically” – will be sent to traveler Q Amtrak & Bus Tickets -- No charge for first class mail -- All other delivery methods are at the user agency’s expense

Who can use the Travel Agent Services contract? Q All State Agencies Q NYS Executive Branch Q NYS Assembly Q NYS Senate Q NYS Judicial System Q SUNY Q NYS Authorities & Boards Q Political Subdivisions Q Others

Passenger Vehicle Rental u Enterprise Rent-A-Car is contractor for all in-state and out-of-state rentals u Available to all State and non-state agencies u Contract expires August 14, 2010

Rental Insurance u Citibank Visa should be used for all rentals since it provides full insurance coverage. u If Citibank Visa cannot be used the renter should purchase CDW/LDW insurance. u Reimbursement varies by agency.

u Economy u Compact u Mid-size u Full-size u Premium/Luxury u Mini-van u Sport Utility Vehicle (SUV) u Pickup truck What types of vehicles are offered?

Pricing……. Vehicle Class Albany Daily Rate  Economy Sedan$29.40  Compact Sedan$31.59  Mid-size Sedan$35.94  Full-size Sedan$39.20  Premium$52.28  Mini-van/SUV$56.63  Pickup truck$42.48

Benefits…….. u Competitive rates u Unlimited mileage u Early vehicle pick-up (most locations) u One way rental available (rates vary by location) u Drop box for after hours returns (most locations) u Customer pick-up and drop-off (most locations)

Personal Vehicle Parking u One vehicle per rental (not available at airport locations) u No charge As an alternative….. u Remote vehicle delivery/pickup u No charge

Reservations u “New” Online Reservation Booking Tool u Call RENT-A-CAR or local Enterprise office u Provide corporate code “NA24NYS” u Use the contracted travel agent

Payment Methods u Corporate Travel Card (Preferred Method) u Central Travel Account (CTA) u Personal Credit Card u Cash u Purchase Order

Lodging New York State Policy-Compliance with Federal Per Diem Lodging Rates

Amtrak u Discount rates available to State employees traveling for business purposes. u Bulk ticketing available directly through Amtrak or a contracted travel agent u State government rates can be booked by calling 800-USA-RAIL, at the Amtrak ticket window, or by using a contracted travel agent.

Amtrak rates – one way  Albany/Hudson to NYC (Penn Station) $56  NYC (Penn Station) to Washington, DC Acela Express: Off peak: $159 Peak: $179

30 Need more information? Mark Milstein Statewide Travel Coordinator

QUESTIONS