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

Disbursements & Travel Services Office


Travel Updates

December 13, 2012

Travel Updates

December 13, 2012

Mileage Rate ChangeMileage Rate Change

• Effective January 1, 2013– .565 cents per mile

• September 1, 2012 to December 31, 2012– .555 cents per mile

• Effective January 1, 2013– .565 cents per mile

• September 1, 2012 to December 31, 2012– .555 cents per mile

Travel Agency and Car Rental Agency Background

Travel Agency and Car Rental Agency Background

• 82nd 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 service

• 82nd 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 service

UT Systemwide Travel CouncilUT Systemwide Travel Council• Travel Council in collaboration with UT System

Supply Chain Alliance issued the following RFPs in July:– Travel Agency– Car Rental Agency

• Membership– 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 each

• Travel Council in collaboration with UT System Supply Chain Alliance issued the following RFPs in July:– Travel Agency– Car Rental Agency

• Membership– 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 each

Travel Agency and Car Rental AgencyTravel Agency and Car Rental Agency

• Objective 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 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

Travel Agency and Car Rental Agency (cont.)


• UTSA 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 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



• Seven Travel Agencies Responded• Carlson Wagonlit Travel• Corporate Travel Planners Inc

– Subcontractor: Anthony Travel• Frosch International Travel

– Subcontractor: Sun Travel• Omega World Travel• Ovation Corporate Travel• Short’s Travel Management, Inc• The Alamo Travel Group

• Seven Travel Agencies Responded• Carlson Wagonlit Travel• Corporate Travel Planners Inc

– Subcontractor: Anthony Travel• Frosch International Travel

– Subcontractor: Sun Travel• Omega World Travel• Ovation Corporate Travel• Short’s Travel Management, Inc• The Alamo Travel Group



• The following four agencies were invited to present to Travel Council on October 31st and November 1st in Austin

• Corporate Travel Planners Inc– Subcontractor: Anthony Travel

• Omega World Travel• Short’s Travel Management, Inc• The Alamo Travel Group

• The following four agencies were invited to present to Travel Council on October 31st and November 1st in Austin

• Corporate Travel Planners Inc– Subcontractor: Anthony Travel

• Omega World Travel• Short’s Travel Management, Inc• The Alamo Travel Group



• Three Car Rental Agencies responded:– Avis/Budget Group– Enterprise/National Holdings– Hertz Corporation

• All car rental agencies were invited to present to Travel Council

• Three Car Rental Agencies responded:– Avis/Budget Group– Enterprise/National Holdings– Hertz Corporation

• All car rental agencies were invited to present to Travel Council

CMO ApprovalCMO Approval

• Presentation made to CMO– CMO approved support of preferred supplier for

travel and car rental agencies on December 3, 2012

• Presentation made to CMO– CMO approved support of preferred supplier for

travel and car rental agencies on December 3, 2012


• Travel Council’s vote were as follows: – Travel Agency

• Corporate Travel Planners and Anthony Travel– Car Rental Agency

• 3-way award to car rental agencies– Avis/Budget– Enterprise/National– Hertz

• Travel Council’s vote were as follows: – Travel Agency

• Corporate Travel Planners and Anthony Travel– Car Rental Agency

• 3-way award to car rental agencies– Avis/Budget– Enterprise/National– Hertz

Travel Agency BenefitsTravel Agency Benefits• Streamlined contract management

– Uniform service standard requirements– Travel Agency – Management Fee provides a lower overall

cost systemwide

• Enhanced Service Requirements– Experienced agents/Designated account managers– Minimal hold time– Familiar with institution’s 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 management– Uniform service standard requirements– Travel Agency – Management Fee provides a lower overall

cost systemwide

• Enhanced Service Requirements– Experienced agents/Designated account managers– Minimal hold time– Familiar with institution’s 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

Travel Agency BenefitsTravel Agency Benefits

• Auto enrollment in ISOS – All reservations including domestic can be tracked during

emergency situations. – Complies with UT System requirements

• Innovative use of technology– Ability to access the Southwest Airlines SWABIZ tool for

web fares– Concur on-line travel tool

• Auto enrollment in ISOS – All reservations including domestic can be tracked during

emergency situations. – Complies with UT System requirements

• Innovative use of technology– Ability to access the Southwest Airlines SWABIZ tool for

web fares– Concur on-line travel tool

Travel Agency BenefitsTravel Agency Benefits

• Improved Management Reporting– Improved reporting on travel cost– Lost savings and realized savings– Automated notification to travel for unused ticket

• Improved Management Reporting– Improved reporting on travel cost– Lost savings and realized savings– Automated notification to travel for unused ticket

Car Rental Agency BenefitsCar Rental Agency Benefits• Multiple 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 services– Box trucks– Car Share Programs

• Multiple 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 services– Box trucks– Car Share Programs


• Who is affected?– All employees of UT System and The University of Texas

Investment Management Company to include:• Students • Guests• Consultants traveling on behalf of UT System• Patient Travel when in the care of a UT Medical Institution

– Everyone systemwide will be required to use contracts.– Excludes:

• Athletic Travel• Group (students) Travel

• Who is affected?– All employees of UT System and The University of Texas

Investment Management Company to include:• Students • Guests• Consultants traveling on behalf of UT System• Patient Travel when in the care of a UT Medical Institution

– Everyone systemwide will be required to use contracts.– Excludes:

• Athletic Travel• Group (students) Travel

Implementation TimelineImplementation Timeline• December 2012

– Vendors have been notified– Contracts are reviewed– UTSA Travel FMOGs and forms are being revised

• Mid January 2013 – Anticipate Contracts to be fully executed

• December 2012 – Vendors have been notified– Contracts are reviewed– UTSA Travel FMOGs and forms are being revised

• Mid January 2013 – Anticipate Contracts to be fully executed

Implementation TimelineImplementation Timeline

• February 1, 2013– 90 day implementation process begins at the institution

level

• April and May– Travel Fairs and training will be scheduled for UTSA

community

• February 1, 2013– 90 day implementation process begins at the institution

level

• April and May– Travel Fairs and training will be scheduled for UTSA

community

Implementation TimelineImplementation Timeline

• June 1, 2013– All UT Systemwide travel must be purchased thru

• Corporate Travel Planners or• Anthony Travel

– All UT Systemwide car rentals must be purchased thru• Avis/Budget• Enterprise/National• Hertz

• June 1, 2013– All UT Systemwide travel must be purchased thru

• Corporate Travel Planners or• Anthony Travel

– All UT Systemwide car rentals must be purchased thru• Avis/Budget• Enterprise/National• Hertz



Questions?Questions?

Documents

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