Statewide Travel ProgramSupervisors Forum

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Management Memo 14-03Issued March 6, 2014Requires all travel arrangements through

the Statewide Travel Program (STP) using: CALTRAVELSTORE- Contracted Travel Agency Concur Travel- Online Booking Tool

Employees will no longer use:SWABIZEnterpirse.com, call in or counter serviceHotel websites, third party tools or direct call

ins 

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REASONS FOR THE CHANGE 

Duty of Care ObligationGovernors Office interested in being able to

find our travelers in case of an emergency or natural disaster.

Received notification the day after the Malaysia Airline disappearance that none of our state travelers were affected.

LAX shooting, CALtravelstore immediately began assisting in re-routing.

 

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REASONS FOR THE CHANGE 

Data gathering for managed hotel programCurrently capture 2% of booked & 20% spend dataData had to be gathered through the hotels$75 Million in hotel spend with no contracts

Need hotel contracts for:Negotiated savingsLast Room Availability (LRA) in busy markets (SF,

LA, SD)Amenities (parking, wifi, breakfast, early check-in,

etc.) 

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IF YOU HEAR FROM EMPLOYEES 

I can find cheaper rates on my ownCompare like purchases (same time, date a

ticket type)Concur uses the same Global Distribution

System (GDS) as other travel agencies, hotel sites and booking tools

Travel contracts should be used like any other procurement contract

How much did the hourly rate of the employee cost the state trying to beat the contract price

 

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IF YOU HEAR FROM EMPLOYEES 

I can‘t find the hotel I want on Concur or there is no State rateUse the search function with the hotel nameHotel may not offer state rate for specific time

period or may not have a state rate loaded Book on Concur and call hotel with

confirmation number to ask for a rate changeProvide list of frequently used hotels for STP

review/research

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COMING SOON 

• Pre-Trip Approvals• Concur will generate an email to manager in

profile• Manager receives an email• Ability to “deny” the trip • No action means the trip is approved

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From: Concur Travel [mailto:TravelWizardApprovals@concursolutions.com] Sent: Tuesday, August 12, 2014 3:22 PM To: Anthony LaMarca Subject: Travel approval required for traveler : Becky Gallagher Importance: High Traveler:: Becky Gallagher Description:TRIP FROM LOS ANGELES TO SAN FRANCISCO

Note: This trip requires action on your part (approval or rejection) before it is finalized or ticketed.

8/13/2014 9:00:00 PM This trip must be approved by: 08/13/2014 9:00 PM Pacific time (08/13/2014 9:00 PM Pacific time). If it is rejected, it will be automatically cancelled by that time unless resubmitted. It will be automatically cancelled if you do not approve it by that time. Please login to Concur Travel and Expense or follow the instructions below to approve or reject this trip. To approve or reject this trip via e-mail use the reply function in your email program to send it back for approval or rejection (email address is TravelWizardApprovals@concursolutions.com). To approve the trip, put an [A] in the brackets where indicated below or reply with the word 'Approve' as the first word of your reply. To reject the trip, put an [R] in the brackets where indicated below or reply with the word 'Reject' as the first word of your reply.

Approve Trip [ ] ( Enter A to Approve ) Reject Trip [ ] ( Enter R to Reject )

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CALTRAVELSTORE 

• Agents onsite at DGS to assist with:• Complicated travel reservations• Concur difficulties• Changes to travel itineraries• Travel questions

• 1-877-454-8785 to speak with the next available agent• Monday-Friday 8:00 a.m. to 5:00 p.m.• After hours, follow the prompts to speak with

an agent

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Thank You!

Bill Amaral Tasha WilsonBusiness Partnership and Travel Program ManagerTravel Manager (916) 376-3976916-376-3998Bill.amaral@dgs.ca.gov tasha.wilson@dgs.ca.gov

ww.caltravelstore.comwww.dgs.ca.gov/travel