1. Improving the Travel Experience for YOU! 2/1/2016 1

2. . WE HEARD YOU! 2/1/2016 2

3. No standard means for making reservations Complicated Policies Paper Intensive Process No ability to help travelers in an emergency No way to limit Export Controls risk Limited reporting means we have not maximized our buying power MANAGING TRAVEL AT UVA UNTIL NOW 2/1/2016 3

4. . TRAVEL REDESIGN GOALS Streamline Travel Process Simplify Policies Provide Duty of Care Increased Compliance with Export Controls Robust Reporting Consolidated Spend for Improved Air, Hotel, and Car Rental Pricing 2/1/2016 4

5. Re-designing TRAVEL AND EXPENSE MANAGEMENT for the uva community TravelUVA launched January 4, 2016 ExpenseUVA to be launched in Spring 2016 New Policies TravelUVA: online booking tool customized for UVA; full service travel agent support; traveler alerts and assistance; Export Controls guidance, etc. ExpenseUVA: online expense management tool that will seamlessly integrate with TravelUVA; eliminates paper processing and replaces travel workbook Travel and Expense Services Team 5 2/1/2016

6. . WHAT WE WILL COVER TODAY New Streamlined Policy Travel and Expense Card Peek at online booking tool Booking for self or for another Booking for a guest Paying for air, rail, hotels, & car rentals Benefits to You! 2/1/2016 6

7. POLICY SIMPLIFICATION & NOTIFICATION ONE STREAMLINED POLICY for Travel, Meals, & Entertainment  Eliminate overly burdensome requirements (e.g., no receipts under $75; mileage justifications)  Align state and local fund limits  Simplify approvals New Travel Workbook reflects new policy Policy notification prompts built into online booking tool 2/1/2016 7

8. TRAVEL AND EXPENSE CARD ONE CARD SOLUTION for Travel & Expenses Replaces separate travel and purchasing cards  No more worry about what card to use Corporate Liability Card  UVA pays the bill  No more waiting for Travel Reimbursements 2/1/2016 8

9. STREAMLINED TRAVEL BOOKING Option 1: Online Booking - Concur tool customized to reflect UVA policy and supported by Christopherson Business Travel (CBT)  NO BOOKING FEE  Self service – traveler or their assistant  Real time flight and hotel availability  Traveler profile maintains and applies travel preferences and rewards program information Option 2: Full Service travel agency - CBT  Negotiated booking fee lower than other agencies  Team of travel agents designated for UVA travel http://www.procurement.virginia.edu/pageTravelCBT Urgent after-hours assistance. 2/1/2016 9

10. DUTY OF CARE 24/7 monitoring of world events with mobile traveler alert notifications 2/1/2016 10 Automatic enrollment in United Healthcare Global Assistance travel insurance

11. EXPORT CONTROLS COMPLIANCE Export Controls are federal laws intended to protect U.S. economic and national security interests and to support U.S. foreign policy initiatives Did you know? Travel to sanctioned countries must be approved in advance by UVA’s Export Control Office You must have approval to take UVA-owned equipment and information to certain countries UVA could be subject to large fines and penalties if not compliant Travelers could be held personally liable TravelUVA will guide travelers through the process. 2/1/2016 11

12. ROBUST REPORTING Knowledge Is Power! Visibility into travel spend and habits helps departments save Advance ticket purchase Spending outside of policy Ticket exchanges Unused tickets University-wide savings and benefits Benchmarking reports Traveler compliance Negotiated savings Already negotiated a 2% discount on Delta flights 2/1/2016 12

13. WHAT IS NOT CHANGING? Conference hotel reservations Local Contract Hotel and Car Rental reservations paid with Travel and Expense Card Paying for hotel accommodations when cardholder is not the traveler 2/1/2016 13

14. TRAVELUVA CAN BE USE FOR PERSONAL TRAVEL WHEN: Adding vacation time to a business trip Adding a companion to your trip when booked as a guest 2/1/2016 14

15. Taking a Closer Look at Booking Online Supported by Christopherson Business Travel (CBT) and Powered by Concur 2/1/2016 15 http://www.procurement.virginia.edu/pageTravelCBT

16. LANDING PAGE 2/1/2016 16

17. CONCUR HOME PAGE 2/1/2016 17

18. REQUIRED INFORMATION IN A TRAVELER PROFILE Home address One telephone number Emergency contact information TSA information Gender Date of birth 2/1/2016 18

19. SETTING UP YOUR PROFILE 2/1/2016 19

20. SECURITY MASKING/FREQUENT FLIER 2/1/2016 20

21. 2/1/2016 21

22. 2/1/2016 22

23. ACT AS OTHER USER 2/1/2016 23

24. ACTING AS 2/1/2016 24

25. BOOK FOR A GUEST 2/1/2016 25

26. SEARCH SCREEN 2/1/2016 26

27. EXPORT CONTROL NOTICE 2/1/2016 27

28. DEFAULT SHOP BY SCHEDULE 2/1/2016 28

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30. POLICY ALERT 2/1/2016 30

31. SEAT ASSIGNMENTS 2/1/2016 31

32. HOTELS 2/1/2016 32

33. PER DIEM 2/1/2016 33

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38. TRIP LIBRARY 2/1/2016 38

39. ARRANGER VIEW 2/1/2016 39

40. WHEN You Should USE A FULL–SERVICE Agent Travel to Sanctioned Countries Groups of 10 or more Rail (other than Amtrak) Most budget air carriers Limos/Car Services/Shuttles Motor-coach/Charter Buses 2/1/2016 40

41. FACULTY TESTIMONIAL “I have used the new UVA Travel System and am pleased by the format and structure of the new website. I am also pleased that travel resource staff continue to be available to help me train my staff, help me with specific travel related questions. Most importantly, I was pleased to receive travel alerts in a timely manner as I was at an international meeting in Manchester, England during the Paris crisis. The information was essential to me and provided me with access to resources if I needed them to try to get home several days later.” 2/1/2016 41

42. WHAT TO DO NOW Start using TravelUVA! Complete your traveler profile in TravelUVA Visit www.procurement.virginia.edu forwww.procurement.virginia.edu new streamlined policy, updates, helpful information, and step-by-step user guides under Travel & Expense Share information with your colleagues about TravelUVA and help them set up profiles with travel assistants Apply for a Travel and Expense Card or request removal of restrictions on existing card Watch for updates about ExpenseUVA coming this spring! Let us know your thoughts… 2/1/2016 42

43. OPEN LABS Bring your questions for hands-on learning! 12 spots in each session. Register in IS Employee Self-Service to reserve your space. 2/1/2016 43

44. QUESTIONS? Travel@virginia.edu Lisa AtkinsLisa Atkins, Travel and Expense Administrator Raegan HarouffRaegan Harouff, Travel and Expense Project Coordinator Dolores HildebrandDolores Hildebrand, Assistant Director Carrie McGowanCarrie McGowan, Travel, Expense, and Card Program Manager Helpful information and step-by-step user guides located at www.procurement.virginia.edu under Travel & Expense. www.procurement.virginia.edu 2/1/2016 44