1. Disbursements & Travel Services Office Travel Updates December 13, 2012 Travel Updates December 13, 2012

2. Mileage Rate Change Effective January 1, 2013Effective January 1, 2013 –.565 cents per mile September 1, 2012 to December 31, 2012September 1, 2012 to December 31, 2012 –.555 cents per mile Effective January 1, 2013Effective January 1, 2013 –.565 cents per mile September 1, 2012 to December 31, 2012September 1, 2012 to December 31, 2012 –.555 cents per mile

3. 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 agreed to issue certain request for proposal (RFP) for Systemwide Travel Management Services The goal to minimize cost, while improving overall serviceThe goal to minimize cost, while improving overall service 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 agreed to issue certain request for proposal (RFP) for Systemwide Travel Management Services The goal to minimize cost, while improving overall serviceThe goal to minimize cost, while improving overall service

4. UT Systemwide Travel Council Travel Council in collaboration with UT System Supply Chain Alliance issued the following RFPs in July:Travel Council in collaboration with UT System Supply Chain Alliance issued the following RFPs in July: –Travel Agency –Car Rental Agency MembershipMembership –Membership consists of a representative from every institution who is responsible for the institutions travel programs –Each member/institution is authorized one vote UT System and MD Anderson are authorized two votes eachUT System and MD Anderson are authorized two votes each Travel Council in collaboration with UT System Supply Chain Alliance issued the following RFPs in July:Travel Council in collaboration with UT System Supply Chain Alliance issued the following RFPs in July: –Travel Agency –Car Rental Agency MembershipMembership –Membership consists of a representative from every institution who is responsible for the institutions travel programs –Each member/institution is authorized one vote UT System and MD Anderson are authorized two votes eachUT System and MD Anderson are authorized two votes each

5. Travel Agency and Car Rental Agency Objective of the RFPObjective of the RFP –Explore whether to transition to an alternative arrangement in which UT System Administration and UT System institutions contract with a single preferred supplier to be the exclusive provider for all business travel management services to UT System –Management Fee structure in lieu of per transaction fee Objective of the RFPObjective of the RFP –Explore whether to transition to an alternative arrangement in which UT System Administration and UT System institutions contract with a single preferred supplier to be the exclusive provider for all business travel management services to UT System –Management Fee structure in lieu of per transaction fee

6. Travel Agency and Car Rental Agency (cont.) UTSA currently representsUTSA currently represents –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 currently representsUTSA currently represents –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

7. Travel Agency and Car Rental Agency (cont.) Seven Travel Agencies RespondedSeven Travel Agencies Responded Carlson Wagonlit TravelCarlson Wagonlit Travel Corporate Travel Planners IncCorporate Travel Planners Inc –Subcontractor: Anthony Travel Frosch International TravelFrosch International Travel –Subcontractor: Sun Travel Omega World TravelOmega World Travel Ovation Corporate TravelOvation Corporate Travel Shorts Travel Management, IncShorts Travel Management, Inc The Alamo Travel GroupThe Alamo Travel Group Seven Travel Agencies RespondedSeven Travel Agencies Responded Carlson Wagonlit TravelCarlson Wagonlit Travel Corporate Travel Planners IncCorporate Travel Planners Inc –Subcontractor: Anthony Travel Frosch International TravelFrosch International Travel –Subcontractor: Sun Travel Omega World TravelOmega World Travel Ovation Corporate TravelOvation Corporate Travel Shorts Travel Management, IncShorts Travel Management, Inc The Alamo Travel GroupThe Alamo Travel Group

8. Travel Agency and Car Rental Agency (cont.) The following four agencies were invited to present to Travel Council on October 31 st and November 1 st in AustinThe following four agencies were invited to present to Travel Council on October 31 st and November 1 st in Austin Corporate Travel Planners IncCorporate Travel Planners Inc –Subcontractor: Anthony Travel Omega World TravelOmega World Travel Shorts Travel Management, IncShorts Travel Management, Inc The Alamo Travel GroupThe Alamo Travel Group The following four agencies were invited to present to Travel Council on October 31 st and November 1 st in AustinThe following four agencies were invited to present to Travel Council on October 31 st and November 1 st in Austin Corporate Travel Planners IncCorporate Travel Planners Inc –Subcontractor: Anthony Travel Omega World TravelOmega World Travel Shorts Travel Management, IncShorts Travel Management, Inc The Alamo Travel GroupThe Alamo Travel Group

9. Travel Agency and Car Rental Agency (cont.) Three Car Rental Agencies responded:Three Car Rental Agencies responded: –Avis/Budget Group –Enterprise/National Holdings –Hertz Corporation All car rental agencies were invited to present to Travel CouncilAll car rental agencies were invited to present to Travel Council Three Car Rental Agencies responded:Three Car Rental Agencies responded: –Avis/Budget Group –Enterprise/National Holdings –Hertz Corporation All car rental agencies were invited to present to Travel CouncilAll car rental agencies were invited to present to Travel Council

10. CMO Approval Presentation made to CMOPresentation made to CMO –CMO approved support of preferred supplier for travel and car rental agencies on December 3, 2012 Presentation made to CMOPresentation made to CMO –CMO approved support of preferred supplier for travel and car rental agencies on December 3, 2012

11. Travel Agency and Car Rental Agency Travel Councils vote were as follows:Travel Councils vote were as follows: –Travel Agency Corporate Travel Planners and Anthony TravelCorporate Travel Planners and Anthony Travel –Car Rental Agency 3-way award to car rental agencies3-way award to car rental agencies –Avis/Budget –Enterprise/National –Hertz Travel Councils vote were as follows:Travel Councils vote were as follows: –Travel Agency Corporate Travel Planners and Anthony TravelCorporate Travel Planners and Anthony Travel –Car Rental Agency 3-way award to car rental agencies3-way award to car rental agencies –Avis/Budget –Enterprise/National –Hertz

12. 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 institutions 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 institutions 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

13. 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

14. 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

15. 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

16. 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 will be 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 will be required to use contracts. –Excludes: Athletic TravelAthletic Travel Group (students) TravelGroup (students) Travel

17. Implementation Timeline December 2012December 2012 –Vendors have been notified –Contracts are reviewed –UTSA Travel FMOGs and forms are being revised Mid January 2013Mid January 2013 –Anticipate Contracts to be fully executed December 2012December 2012 –Vendors have been notified –Contracts are reviewed –UTSA Travel FMOGs and forms are being revised Mid January 2013Mid January 2013 –Anticipate Contracts to be fully executed

18. Implementation Timeline February 1, 2013February 1, 2013 –90 day implementation process begins at the institution level April and MayApril and May –Travel Fairs and training will be scheduled for UTSA community February 1, 2013February 1, 2013 –90 day implementation process begins at the institution level April and MayApril and May –Travel Fairs and training will be scheduled for UTSA community

19. Implementation Timeline June 1, 2013June 1, 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 June 1, 2013June 1, 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

20. Disbursements & Travel Services Office Questions?