1. Agenda Today’s presentation will allow:
Introduce the Johns Hopkins Travel Program
Provide an overview of World Travel, Inc. and its services
Identify where to access the Johns Hopkins Travel Portal and Concur
Demonstrate how to complete your Traveler Profile within Concur
Demonstrate how to create a travel itinerary in Concur
Highlight the Johns Hopkins Travel Portal and its resources
Identify the support contacts for troubleshooting issues

2. Travel Program Overview Fast Facts
Welcome to the Travel Program Overview.
Starting in January 2015, the University began to transition to one travel agency for business-related travel
This was a culmination of a Procurement Initiative that reviewed where Johns Hopkins University was spending it monies and with whom
The review included categories from temporary labor to office supplies; travel kept coming up as it was estimated that the University spends about $125M a year on travel and travel-related expenses
In January 2016, the Travel Program was expanded to include Johns Hopkins International (JHI) and at the beginning of this year, will include Johns Hopkins Health System
Updated: December 2016

3. Johns Hopkins Travel Program: Why Are We Here?
After an extremely detailed search process, the Johns Hopkins Travel Committee selected World Travel, Inc. as the preferred Travel Management Company (TMC) for Johns Hopkins Institutions.
TMC Selection Process
Why World Travel, Inc. (WTI)?
The Johns Hopkins Travel Committee led a highly consultative, data-driven process to select a preferred Travel Management Company (TMC). This data-gathering process included the following activities, among others:
Gathered 90+ questions/requirements from travelers about their needs
Issued a Request for Proposal (RFP) to 10 TMCs
Reviewed 8 RFP bids from TMCs
Evaluated oral presentations from 6 TMCs
Coordinated reference calls for further background research
Conducted pricing negotiations with potential TMC vendors
Ultimately, The Johns Hopkins Travel Committee recommended WTI for several reasons, including:
Scale and capacity to accommodate travelers
Sense of responsiveness to Johns Hopkins requirements and customization needs across divisions
Travel industry knowledge and experience
Strong customer service (24/7/365 response)
Technical capacity (e.g., travel portal customization, training capabilities)
Duty of care prioritization and abilities
International knowledge, experience, and training
Strong references from UPenn and the International Relief & Development
-a committee of representatives from across the University - faculty and staff from a range of business areas and divisions -was tasked to look at travel spend
(talk through slide)
-WTI is large but not too large, we’re a major client for them but they can grow as-needed
-billion dollars in sales
-spoke to those things identified as most important to the Hopkins community of travelers…
-as the program has expanded to include JHI and JHHS, specific fact-finding and implementation meetings have been held in order to capture requirements of all Johns Hopkins entities

4. Elements of a Managed Travel Program
Policy
Travel
Expense Reporting
Risk Management/process standardization
Credit Card Programs
Data Analysis & Delivery
Preferred Supplier Programs
-When we speak of a managed travel program, we mean for one Hopkins (not just for a particular business area or division).
-Travel booking – which we’re featuring today – is one aspect of that.
-As this diagram shows, elements of a managed travel program is not only booking travel, but expense reporting…credit card programs and with those come better visibility into data and spend to negotiate better rates and discounts with preferred suppliers for Johns Hopkins.
-all of these elements provide a holistic view of a managed travel program, with a solid travel policy at the core

5. Johns Hopkins Travel Program: What It Will Look Like…
The Travel Program was designated to promote three primary benefits for Johns Hopkins: 1) Enhanced Customer Service, 2) Improved Safety Support, and 3) Increased Cost Savings.
Improved Safety
Support
Centralized itineraries to improve Duty of Care
Automatic integration with the Johns Hopkins Travel Registry and iSOS to notify travelers in the event of an emergency (anywhere in the world)
Enhanced Customer Service
Single travel portal with direct access to online booking tool, policies and training documents
TMC agent supported-itinerary changes (i.e., avoid long lines at airports and let the TMC agents amend your flight, hotel, and ground transportation reservations)
24/7/365 customer and emergency support to improve travel experience
-there are three key tenets to the Johns Hopkins Travel Program: enhanced customer service, improved safety and support, and increased cost savings.
-customer service: one-stop shopping
-safety: utmost importance to Johns Hopkins; as an employer, it has a responsibility to help you should you need – parts of the world are very geopolitically unstable; other parts of earthquake or volcano hotspots. If an event happens and you need assistance, Johns Hopkins has a duty of care to provide you with that.
-cost savings: quantifiable data will help with point-of-sale discounts and cost savings which go directly back into your program budgets
Increased Cost Savings
Integrated online booking tool with pre-loaded, negotiated rates on Johns Hopkins travel portal
Low fare guarantees if lower fares are found (for identical itineraries only)
TMC support to leverage spend and negotiate discounts with hotels, airlines, rental cars, and other travel suppliers to deliver the best discounts for Johns Hopkins

6. Johns Hopkins Travel Program: Service Fee Structure
Like all other travel agencies, World Travel, Inc. charges a nominal transaction fee per booking. The Johns Hopkins Travel Program has helped to secure some of the best rates in the industry.
Booking Type
Vendor Categories
Transaction Fee
Online
Air / Rail reservations (including ancillary services) $8
Hotel / Car reservation only $5
Online, Agent Assisted
Air / Rail reservation (including ancillary services)
$20
Full Service
$35
Frequently Asked Questions:
Q: Is there any fee to research fares online in Concur or over the phone with a WTI agent?
A: No, there is no fee to research fares in the Concur tool or over the phone with a WTI agent. Transaction fees are only incurred at the time of booking (hotel / car) or ticketing (air / rail).
Q: How will the booking fee be applied to my travel reservation?
A: The booking fee will be applied to the primary credit card used at the time of booking / ticketing travel and will appear as a separate charge on your invoice and credit card statement.
Q: Are transaction fees the same for both domestic and international reservations?
A: Yes, the fees for both domestic and international reservations are identical.
Q: Is there any additional fee to change a reservation once it has been booked (i.e., multiple charges)?
A: No, you will not incur any additional service fee to change an existing reservation, although the carrier may charge you a change fee. The exception, however, is for online agent-assisted reservations where an upcharge of up to $12 may apply.
-talk through slide
-many times, you will see that the discounts outweigh the fees
-discounts can only be had with the travel program booking with WTI or via online using Concur

7. Johns Hopkins Travel Program: Preferred Suppliers List
In order to optimize our travel spend, the Johns Hopkins travel program has leveraged is consolidated buying power in the travel sector and negotiated cost-effective contracts with big suppliers. More to come!
Johns Hopkins Preferred Suppliers
-Discounts vary for airlines based on fare class booked and time of ticketing (use Southwest as example); deeper discounts on higher fares such as international business fares
-with better data and as more of the University comes on board, these discounts will get better and more suppliers will be added to the program.
-As we’ve been able to quantify data discounts with United, Southwest and Amtrak have become richer
-We invite you to keep visiting the Johns Hopkins Travel Portal at travel.jhu.edu for updates
-you are in no way limited to only using these suppliers; you are welcome to book any airline or vendor of your choosing, subject to any policy of your business area or division
Please utilize Johns Hopkins preferred suppliers whenever possible to enable us to continue to negotiate rates for the Johns Hopkins community

8. Value Added Services
World Travel, Inc. offers an array of value-added services to meet client needs.
Experience travel consultants (~11 years average experience)
24-hour reservation center
International rate desk
E-Ticket recovery
No additional agency fees for refunds or voids
Integration with Johns Hopkins Travel Registry
Same day hour voiding capability in the USA
FlightStats
WorldQC
-highlight e-ticket recovery, voiding, and WorldQC

9. The Low Fare Guarantee
Prior to booking, if you find a lower airfare available for your identical itinerary, World Travel, Inc. will match the lower airfare or provide a refund of double the difference.
-must be apples-to-apples
-cannot be on a ticket consolidator site
This is a traveler-driven process. To submit a refund claim, please visit the Johns Hopkins Travel Portal. Tickets found on consolidator and/or distressed inventory websites cannot be considered.

10. Johns Hopkins Travel Program – Payment Options
Travelers must use a credit card for all airfare, rail, or other charges paid for at time of booking with WTI. Here are the options:
Card Option
Monthly Stmt Paid By
Key Points
Personal Card
Individual
Traveler provides personal credit card to WTI, hotels, car rental companies, etc. to pay for travel related expenses.
Traveler pays statement and seeks reimbursement for business related travel expenses via SAP Trip within 90 days of travel.
Johns Hopkins Corporate Travel Card
Traveler applies for card; does not impact personal credit
Travelers uses JH Corporate Travel Card to pay for JH travel related expenses.
Johns Hopkins Executive Travel Card
Johns Hopkins
Very limited availability
Traveler uses JH Executive Travel Card to pay for JH travel related expenses.
JH pays monthly statement; costs allocated to SAP budgets via PaymentNet (like p-cards)
Traveler includes all business related travel expenses in SAP Trip as “Paid by JH” within 90 days of travel
Johns Hopkins Central Bill Travel Card (“CBTC”)
(University only)
School or department applies for JH CBTC to pay for JH travel related expenses via World Travel Inc. (WTI)
Traveler uses CBTC web-form process to seek authorization to use a CBTC to pay for JH travel related expenses via WTI.
-some business areas have a business travel card to use in conjunction with a pre-trip approval process
-if your business area does not have such a travel approval and payment system, there are four payment options for Johns Hopkins employees
-payment is via credit card only; it is a large expense to direct-bill and invoice Johns Hopkins and it is important to keep service fees low
-as a reminder, once an expense is incurred you may submit for reimbursement through SAP Trip
-new to Hopkins is the Central Bill Travel Card for the University only
-The Central Bill Travel card takes the place of invoicing; it is a ghost card available to departments and is used exclusively in conjunction with WTI
-For more information on all payment options, you can find links to the different cards on the Travel Portal and there are help videos and Fast Facts about the Central Bill Travel Card
-No matter which option, it is a IRS requirement that an expense report be completed outlining all expenses, whether paid personally or by Johns Hopkins

11. Live Travel Portal and Concur Online Booking Tool Demo
-Now I’m going to go to the Internet to show you first the Johns Hopkins Travel Portal – a great source of all kinds of resources: contact information, help videos, tips and tricks, payment choices and FAQs.
-We’ll then logon to Concur – from the portal – so we can walk through how to complete your profile and begin booking travel online, if that is your preferred method of booking travel.

12. Johns Hopkins Travel Portal
Go to:
-show Central Bill Travel card information, links to help videos and Fast Facts
-highlight single sign-on feature
-talk about Trip Alerts (will get from WTI inviting you to sign up when you book your first trip)

13. Training & Reference Materials
The Johns Hopkins Travel Team has created a number of reference materials to support you as you book travel.
Concur Online Guides: Tip Sheets: How to:
Concur Training Video Do‘s and Do Not's When Booking Create Your Travel Profile
Concur User Guide Top 10 Concur Tips & Tricks Book a Car
Concur Mobile App Guide WTI Service Fee Summary Book a Flight
Setting up Concur Mobile App Update Your Travel Profile Book a Hotel
All links available on travel.jhu.edu

14. Concur Online Support Team
Need Help?
If you have additional questions, now or later, please contact one of the individuals below for support.
Topic
WTI Contacts
Phone
Booking Travel
World Travel Inc.
(888)
(484)
Concur
Concur Online Support Team
(800)
Mobile Support
Mobile Support Team
n/a
Groups and Meetings
Topic
JH Contacts
Phone
Travel Portal
JHU Purchasing
(443)
Travel Policy
Reimbursement
JH Accounts Payable
(443)
Other IT Issues
JH IT Help Desk
n/a
(410) 955-HELP
(410) 516-HELP
Other Travel Topics
Julie Farver
-again, if you prefer to make your travel arrangements by speaking to an agent, or if you need any help along the process, here are some contact names and numbers.
For more information, please contact us at or visit the Johns Hopkins Travel Portal.

15. Next Steps Go to travel.jhu.edu Click on “Booking Travel”
Look for the Concur Logo
Complete your profile
Book travel!
-It’s important to activate your profile – even if you do not travel but are a travel arranger – so when you call WTI they know you are with Johns Hopkins, what division, department, etc.
-Thank you so much for listening in on this Fast Facts
-Safe travels, everyone!

16. Thank You! Thank you for participating!
We would love to hear from you.
Are there certain topics that you would like us to cover in future FastFacts sessions?
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