Matt Fajack Executive Director of Financial Affairs Exclusive Travel Partner Analysis and Kent State...

Matt Fajack Executive Director of Financial

Affairs

Exclusive Travel Partner Analysis and

Kent State Travel Policy and Procedure

What Are We Doing?• Harnessing our travel purchasing power

• Efficiently capturing travel data

• Enabling the University and our travel partner to negotiate best pricing and services

• Providing education on travel best practices

• Enforcing policy

Travel Partner Features• On-line, phone or in-person booking

• Customized website

• Lowest fare guarantee

• Global hotel program

• International travel support

• Group meeting support

Travel Partner Features• Visa and passport processing

• Unused, non-refundable ticket tracking

• Corporate points programs

• Extensive management reporting

• Leisure and vacation services

Benefits of Exclusive Travel Agent

• Convenience

• Discounted pricing for air, hotel and rental car (estimated savings of $1.0 million per year)

• Kent campus, on-site personnel

• Compliance with University policies and Ohio Revised Code

Changes to Administrative Policy

• Policies and procedures are still in draft form

• Caveat – All of the following information is subject to change

• Only change to policy is the use of exclusive travel agency

• Other revisions are clarifications

• Procedures developed to support use of travel agent

Policy and Procedure Highlights

• Applies to all sources of funds expended by the university, including sponsored programs.

• Certain departments may have stricter policies.

• Nothing in the policy does or intends to conflict with CBAs.

Definition of Lowest Fare

• Old policy had lowest fare requirement

• New policy defines lowest fare

• Only one connection without increasing travel time by more than two hours

• Alternative flights and alternative airports if travel time does not increase by more than two hours

• Does not apply to flights leaving prior to 6:30 am or arriving after midnight

Definition of Lowest Fare (con’t)

• Federal grants must fly a United States carrier

• The savings must be greater than $200

Frequent Flyer Programs

• Ohio Ethics Commission Advisory Opinion No. 90-010

• Departments can decide how to use miles earned on University funds:

• Accumulate for the department use

• Leave up to the individual traveler

KSU Travel Servicesaka Traveline

• Traveline’s Kent office is located in the Michael Schwartz Center, room 189

• Traveline’s campus phone number is 2-7300

• Central travel card• http://www.traveline.com/travelport-ksu.html

• Profiles• Fast Park

http://www.airportfastpark.com/main/MarketingEnrollInfo.aspx

Split Tickets• “Split tickets”

• If the traveler pays more than 10% of the cost of a trip, they are exempt from the university travel policies and procedures.

• The traveler must use a personal credit card and request reimbursement.

Accounting for Traveline Activity• A monthly journal entry will record expenses

for airline tickets purchased through Traveline.

• Reports will be sent from Procurement / Payments to the designated FRS account manager each month to provide the details of the charges.

• Other travel charges (hotel, car rental, etc…) will be handled through the current expense reimbursement request process.

Other Information

• Group trips

• Conferences

• Travel within continents other than North America

Communications and Training

• Exclusivity is tentatively scheduled to begin September 1, 2006.

• In addition to the overview and detailed training provided at today’s BAS Forum, three other less detailed training sessions are planned in July, August and September.

• Individual or department training is available by request.

Communications and Training

• An article will run in the e-inside Management Update.

• Monthly stories will appear in future issues of the e-inside sent to all KSU employees.

• Looking for other communication venues.

&

A Travel Management Partnership

8434 Mentor Ave. | Suite 102 | Mentor, OH | 44060 | 440.602.8020

Lynn Turnbow Account Manager - Traveline

Traveline and Travelport

8434 Mentor Ave. | Suite 102 | Mentor, OH | 44060 | 440.602.8020

Traveline History• Founded 1962 – Arline Kneen

44 years of growing, reinventing, & consistency • Staffed with average 18 years industry

experience• Local area locations Columbus, Mentor,

Akron/Canton, Willoughby, Youngstown, and Beachwood (formerly Continental Airlines ticket office)

• Ranked in top 50 travel agencies in the country by Business Travel News

What Makes Us Different?• 44 years experience in Corporate Business

Travel• Client retention – average relationship 14 yrs +• One-point of contact with dedicated Account

Management• 70 employees, 80% with ten or more years

tenure with Traveline• Custom designed travel programs based on

your needs – not ours • Analysis of supplier agreements for policy

changes or cost savings• Technology that works with you & for you

The Travel Industry Today

( Subject to change with no advance notice )• Is a non refundable ticket really your lowest

fare?• How many penalty change fees do you pay?• Do you know where your e-tickets are?• How do you get around the rules? • What are the rules ? • When did you last review your travel policy? ( the airlines change theirs all the time)

• Are you keeping track? You don’t have to – We do it for you

• 24 x 7 Flight schedules & real-time flight info

• Travel arrangers can create & manage travel on behalf of multiple travelers

• Guarantees all travel is adherent to the university travel policy

• Airport information & destination features

• Saves $$$

Travelport Self Booking System

Full Service Reservations

Quality Assurance Technology

• SeatFinder – assures best possible seats• FareFinder – continuously searches for

lower fares on booked itinerary• Clearance – Repeatedly attempts to clear

waitlisted flights and fares• E-Status – Verifies usage of electronic

tickets• QualityCheck – verifies travel information

based on personal and university definitions

AGENT 24 After Hours Emergency

Service• “Courteous, Professional,

Knowledgeable, Experienced”• Automated Quality Control• One toll – free number

convenience• Prompt response time

Global Hotel Programme

• Average discount rates up to 20% off the corporate rate

• 7900 hotels in 2100 locations across 146 countries worldwide

• Guaranteed last room availability

• Block Space program

Internet Fare Shopping

with “Optimal Faring”• You’ll never hear “I found a lower fare

online” again! • All fares compared against Internet/Web

based fares, Travelocity, Expedia, & all major airline sites

• Shopping/audit process completed within moments - not minutes

• Internet transactions captured & integrated into management reports

• Saves time & money for the organization

Vacation Travel Services

• Certified Travel Counselors and Destination Specialists in all offices

• Preferred pricing on cruises, tours, & packages• Customized discount vacation programs for

corporate clients • Gift certificates available for all travel products• www.traveline.com

8434 Mentor Ave. | Suite 102 | Mentor, OH | 44060 | 440.602.8020