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