1. New York State Centralized Travel Program
2004 State Purchasing Forum
Presenter: Todd Wadzinski
New York State Office Of General Services

2. What is travel? While many see travel as fun and exotic…..
New York State sees travel as work!

3. Agenda
Highlights of the OGS Procurement Services Group Travel Services contracts:
Air Travel Services
Travel Agent Services
Vehicle Rental Services
Other Agreements

4. Air Travel Services Contract
530 domestic and international city pairs under current contract.
Contract expires February 28, 2005.
Cost savings of 15% - 80% over normal full fare ticket prices.
NYS saves approximately $17 million/year

5. Current Contractors Air Tran Airways American Airlines
America West Airlines
CommutAir (Continental Connection)
Continental Airlines
Delta Airlines
Frontier Airlines
JetBlue Airways
Midwest Airlines
United Airlines
Virgin Atlantic Airways

6. Some Examples………. Albany to Buffalo: list price $266; NYS price $212
Albany to Los Angeles: list price $1585; NYS price $257
Buffalo to Orlando: list price $1069; NYS price $99
New York City to Atlanta: list price $995; NYS price $117
New York City to London: list price $1420; NYS price $240
New York City to Tokyo: list price $2946; NYS price $275
Newark to Washington, DC: list price $650; NYS price $182
(all prices listed are one-way)

7. Service Highlights 100% refundable tickets Fully changeable tickets
Last seat availability
No advance purchase or Saturday night stay requirements.

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

9. 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)

10. NYS Air Travel Policy
Governor’s Office made this contract mandatory for all Executive State Agencies on May 23, 2003.

11. So what does this mean?
All Executive State Agencies are mandated to use this contract.
All airline tickets must be purchased using the State Corporate Card/Business Travel Account (BTA)/Purchasing Card.
All ticketing must be booked through an authorized State travel agent contractor.

12. Exceptions to travel policy
If an Emergency
If non contract fare saves more than $200 over the contract price.
Exceptions require prior approval of Agency Finance Officer.
Must notify Statewide Travel Coordinator
Statewide Travel Coordinator is notified by travel agent if fare is over $1000.

13. Method of Payment Corporate Travel Card
Business Travel Account/BTA – AMEX (old)
Central Travel Account/CTA – Citibank (new)
Procurement Card (non-state entities)
Personal credit cards, checks or cash CANNOT be used.

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

15. Travel Agent Services Contract
Provides “One-stop shopping” for all business travel needs. Make reservations for air, hotel, bus, train, rental car, all with one transaction fee.
Current contract expires January 15, 2005.

16. Why use a travel agency? Mandatory for all Executive State Agencies
Contract travel agents are familiar with OGS contracts and State travel policy
No fee for exchanging/reissuing tickets
24 hour Emergency Service Center
Reporting

17. Current Contractors Carlson Wagonlit/Albany Travel (Statewide)
Stovroff and Taylor Travel (Statewide)
Advantage Travel (Regional)
Austin Travel (Regional)
Grinnell Travel Agency (Regional)
Plaza Travel (Regional)
NFT Travel/The Travel Team (Regional)
BTI the Travel Consultants (Regional)
Lakeside Travel/Rich Worldwide Travel (Regional)

18. Contract Transaction Fees
Airline ticket: $15 to $28
Train/Bus ticket: $5 to $25
No fee for hotels/rental cars

19. Ticket Delivery
Most tickets are now processed “electronically” – will be sent to traveler
Some airlines may charge for a paper ticket when an “e-ticket” is available.
Paper tickets
-- No charge for first class mail
-- All other delivery methods are at the user agency’s expense

20. Who can use the Travel Agent Services contract?
All State Agencies
All Political Subdivisions

21. Passenger Vehicle Rental
Contract is intended to provide passenger vehicle rentals from office or home and returning to same location.
Enterprise Rent-A-Car is current contractor
Rental locations – located within NY State
Available to all State and non-state agencies
Contract expires May 8, 2005

22. What types of vehicles are offered?
Subcompact
Compact
Mid-size
Full-size
Station wagon
Mini-van
Cargo Van
Pickup truck

23. Pricing……. Vehicle Class Albany Daily Rate Subcompact 4 door $38.78
Mid-size 4 door $42.90
Full-size 4 door $45.99
Station Wagon $58.35
Mini-van $67.62
Cargo van/Full-size pickup truck $58.35

24. Why should I comply? Competitive rates
Collision Damage Waiver (CDW) insurance included in rate
Total liability in case of an accident is $100
Unlimited mileage within New York State
Early vehicle pick-up (most locations)
Drop box for after hours returns (most locations)
Customer pick-up and drop-off (most locations)

25. Personal Vehicle Parking
One vehicle per rental
No charge
As an alternative…..
Remote vehicle delivery/pickup

26. Reservations Call 1-800-RENT-A-CAR or local Enterprise office
Give reservation agent ID# JN0035
Go to
Use corporate account # JN0035 and PIN: NYS
Use the contracted travel agent

27. Payment Methods Corporate Travel Card
Business Travel Account (BTA) or Central Travel Account (CTA)
Procurement Card (non-state agencies only)
Personal Credit Card
Cash
Purchase Order
(travelers should verify there are no extra fees charged)

28. Out of State Rentals No contract
Filed Price Agreement for discretionary rentals in the US and Canada (outside of NYS)
150 free miles per day (25¢/mile after)
Collision Damage Waiver included
$7 daily surcharge applies to airport rentals

29. Out of State Rentals
Reservations can be made by calling Enterprise at: RENT-A-CAR
Give reservation agent ID # NA24NYS
Book online at
Enter corporate account number: NY24NYS
Enter PIN#: STA
Use contracted travel agent

30. Lodging
Filed Price Agreement currently set up for discretionary bookings at The Wall Street District Hotel by Holiday Inn in Lower Manhattan.
$189/night (below current per diem rate)
Free local telephone (up to $5)
Complimentary continental breakfast
Call to book

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

32. Amtrak rates – one way Albany/Schenectady to NYC (Penn Station):
Off peak: $39 Peak: $45
Albany to Buffalo: Off peak: $45 Peak: $54
NYC (Penn Station) to Washington, DC:
Regular Amtrak: Off peak: $74 Peak: $92
Metroliner: Off peak: $115 Peak: $123
Acela Express: Off peak: $132 Peak: $141
NYC (Penn Station) to Boston:
Off peak: $58 Peak: $71
(Peak rates apply Fri & Sun between 9am – 6:59pm)

33. Statewide Travel Coordinator
Need more information?
Todd Wadzinski
Statewide Travel Coordinator

34. QUESTIONS