Transcript Enterprise Statewide Travel Program Workshop Presentation

Presented by:
Department of General Services
Statewide Travel and Meeting
Management Program (STAMMP)
Statewide Travel Program Overview
□ Program History
□ Statewide Travel Program
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Airlines
Commercial Car Rental
Travel Agency
Meeting and Conference Unit
Green Lodging Program
Voyager Fuel Program
STAMMP Contact Information
AMEX Payment System
□ (BTA ~ CRBTA ~ Government Card ~ MPA)
Program History
□ STAMMP provides services imperative to the travel operation for the
State of California government employees.
□ This $200 million program includes travel services related to airline,
commercial car rental, travel agency and travel payment system,
which is currently American Express. We have a three-year contract
with American Express with two one-year extension options.
□ Government offices served by the STAMMP include:
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255 State Agencies, Boards & Commissions
35 Correctional Institutions
23 California State Universities
6 University of California Schools
122 California Community Colleges
3 National Laboratories
58 Counties
479 Cities
9,700 K-12 Schools
Benefits of STAMMP
□ Direct contact / Liaison dedicated to you.
□ Cost Savings for the State.
□ One-Stop Shop: we’ve already negotiated the
contracts for you.
□ Training and Education Workshops for our clients.
□ Strong relationships with our vendors and the
tourism & hospitality industry.
□ Special Accounts available for your needs.
□ Benefits for the Traveler.
□ American Express and Enterprise offer insurance
coverage; no annual fee for American Express.
□ We are here for all your travel-related questions.
Airlines
□ Discount airfare contracts executed between
the State of California and the following airlines:
• JetBlue • Southwest • United • Virgin America •
The current contracts are effective July 1, 2008
through June 30, 2009.
□ The State of California has three types of
discount airfares – Internet Fares, unrestricted
(YCAL), capacity-controlled (VCAL.
Airlines continued…
Internet Airfares- Southwest Airlines
□ The internet fares are only available through SWABIZ
(www.swabiz.com), the online business portal of Southwest
Airlines. In order to access Southwest’s internet only fares, each
department must enroll in the SWABIZ program and establish a
government account with American Express.
□ Southwest Airlines will provide an additional 10% discount on
designated flights.
□ Departments that make their reservations directly through
Southwest Airlines SWABIZ portal incur no booking service fees.
□ Southwest Airlines does not charge baggage fees for the first
two checked pieces.
Visit www.SWABIZ.com for an Online Booking Demo.
Airlines continued…
□ YCAL fares are fully-refundable, unrestricted airfares that offer
last seat availability and they are for travel in either direction
of the city pair.
□ VCAL fares are “capacity-controlled” meaning that airlines set
aside a limited number of seats on each flight for the State of
California. These airfares are also fully refundable and they are
for travel in either direction of the city pair. They are less
expensive than the unrestricted YCAL fares. VCAL fares are
typically available when a traveler is able to make travel
arrangements early.
□ The discount YCAL and VCAL fares are only available through
JetBlue, United and Virgin America and can only be booked
through an authorized travel agency of the State of California.
Airlines continued…
The authorized forms of payment for the discounted
airfares are:
□ American Express Business Travel Account utilizing
an authorized State of California travel agency.
□ American Express Business Travel Account for
Southwest Airlines SWABIZ.
□ American Express Government Card that is clearly
marked with “State of California” or city, county, or
university name.
For additional information on airlines, please reference Management
Memo 08-12 or visit our website at www.travel.dgs.ca.gov.
Travel Agency
□ Currently, there are 25 certified travel agencies to
choose from.
□ Each entity must complete a contract with a DGS
certified travel agency from the list.
□ The AMEX BTA is the payment mechanism for using
travel agencies.
□ Visit www.travel.dgs.ca.gov for a list of the certified
travel agencies.
Commercial Car Rental
□ Short Term Rentals
□ The State has contracts with two commercial
rental car vendors for short-term rentals (up to 7
days):
□ Enterprise is the primary vendor; this should be
your first choice.
□ National/Alamo is the secondary vendor; used
only when the primary vendor cannot provide
service.
How to Pay: You must bill charges to your department American
Express Car Rental Business Travel Account (CRBTA) or your
individual American Express Government Card.
Enterprise Rent-A-Car
□ Environmental Platform
□ Emergency Response
□ History as a State of CA Vendor
□ State of CA Program
□ Located at all major airports
□ Special Dept. to handle State accounts
□ Directions for Booking Reservations/
Training/Education
□ CRBTA Accounts
Enterprise Rent-A-Car-Cont.
□ Green Car Rental Branches
□ Enterprise has added 5,000 Hybrids to their worlds
largest fuel efficient Nationwide Fleet
□ Some of the California Green Branches that
includes these hybrids are located in:
□ Los Angeles
□ Orange County
□ San Diego
□ Sacramento
□ Downtown San Francisco
□ Oakland
Long Term Commercial
Car Rentals
□ The Long-term Commercial Car Rental
Contract is an efficient, cost-effective
solution for long-term (30 days or more) car
and truck rental needs.
□ Budget and Avis is the Primary vendor.
□ How to pay: The American Express Business
Travel Account (BTA) is the sole payment
mechanism for use of this contract.
Voyager Fuel Program
□ If you drive a fleet vehicle, you may be eligible to
use a Voyager fleet card to pay for fuel.
□ Each department manages its own fleet card
program.
□ Voyager Fleet Systems Inc. provides a fuel card for
state employees that can be used at over 10,000
retail locations throughout the State of California to
purchase fuel, alternative fuels, fluids and
lubricants.
□ The fleet card provides discounted gas when used.
Green Lodging Program
□ Bring together the lodging industry, state travelers,
and the environment.
□ Assist State employees in making environmentally
friendly lodging choices while traveling on State
business.
□ Together we can divert waste from landfills,
conserve energy and water, and give you cleaner
air to breathe.
□ Hotels fill out a hotel survey to apply for the
program. DGS will perform a site visit and evaluate
the hotel based on their green practices.
American Express Payment System
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Free of Charge to STAMMP participants
Business Travel Account (BTA)
Car Rental Business Travel Account (CRBTA)
Meeting Planners Account (MPA)
Government / Corporate Card
Benefits of AMEX Payment System
Questions on Payment
Questions on Set Up
American Express Payment System
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Identifies the State traveler on official Government business for airline,
lodging and car rental discounts.
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The American Express Government Card is a required form of
payment for California’s negotiated airline fares and car rentals
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The Card reduces the size of cash advances by covering 97% of
typical travel expenses
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Customer Assistance Care 24 hours a day, 7 days a week - worldwide.
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$350,000 door-to-door Business Travel Accident Insurance covering
Cardmembers from the start of the trip (home or office), 24/7, until
return.
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The Card captures State purchase power for vendor negotiations of
airfare, lodging, and car rental.
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Business traveler website: identifies airlines, car rental, and hotels
offering discounts and upgrades when paid with the State Government
American Express Card. www.travel.dgs.ca.gov and
www.catravelsmart.com
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No Annual Fee to qualified STAMMP applicants
American Express is going Green!
□ On-Line BTA Statements! March 2009.
□ Delivered to your desktop; .pdf format
□ More information, quicker; email alerts
□ Environmentally Friendly
□ There is a New Look!
□ airline, rail, hotel, car rental and travel agency
are broken out by spending category
□ 13 month history included
American Express Payment System
Does my STAMMP Partnership save money using the Business Travel
Account?
YES!
§ Consolidate State spending power for negotiated rates
§ Only recognized payment for Y-CAL/VCAL
ülast seat availability
üfully refundable or exchangeable
§ SWABIZ and Internet rates, Lowest Airfare
§ Consolidate control and spend
üEfficient reconciliation statements
üBest practice cost center management
üSingle payment, once a month
American Express Payment System
§ The Business Travel Account is the key to hard and soft dollar
savings
§ Utilizing the State’s negotiated rates
§ Consolidate control and spend
ü Efficient audit and reconciliation
ü Travel Agency Electronic Reconciliation
ü Online Statements released March 2009
ü Best practice cost center management
ü Single payment, once a month
American Express Payment System
THE CAR RENTAL BTA
§ Automatic access to the STAMMP Car Rental Program
§ Must be used by Contracted Vendors – Enterprise, Alamo, National
§ Consolidate Booking and Billing Procedures with your travel
agency and car rental vendor
§ Improved State travel recognition and service quality
§ Insure negotiated Rates, “fee-free” insurance automatically
§ Detailed documentation – Level 3 data
Ö Cost Center information
Ö Detailed Traveler Trip information
Ö Automated audit and reconciliation
American Express Payment System
Meeting Planners Account
Billing Solution
§ A Systematic approach to leverage State spend with Hotel, Meeting and
Event partners
§ No cost to implement or administer the Meeting Planner Acct.
Replaces Purchase Orders, Direct Bills, Multiple bills
Consolidates meeting payment into 1 invoice.
Provides a complete payment history
§ Consolidated Spend Enhances Negotiations for Future Meetings
§ American Express reporting by meeting, city, vendor, year over year for
budgeting and negotiation
§ Streamlines reconciliation / processing time
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Eliminates partial payments
Payment in full upon receipt of correct invoice/folio
Post audit payment
State of California Government
American Express Card
American Express Payment System
Contact Information:
Doug Browne Area of Expertise:
AMEX Payment System
[email protected]
Shawn Campbell Area of Expertise:
AMEX Meeting, Conference, Event Payment Solutions
[email protected]
American Express Payment System
 Questions???
Payment
Set-up
What is @Work?
Contact Information
Statewide Travel Program
Donna Carey, CGMP Manager
□ Bahia Abdallah, Travel Specialist
□ Kelly May, Travel Specialist
□ Lori Wasson, Travel Specialist
□ Tasha Wilson, Travel Specialist
Areas of Expertise
Bahia Abdallah
• Commercial Car Rental Contract
• Statewide Emergency Services
• Local Government Liaison
(city and county)
• Video Conferencing
• AMEX Payment System
Lori Wasson
• SWABIZ
• Airline Contracts
• State Agency/Boards/
Commissions/Courts Liaison
• AMEX Payment System
Kelly May
• CA Green Lodging Program
• Universities of CA Liaison
• CA State Universities Liaison
• Community College Liaison
• AMEX Payment System
Tasha Wilson
• Travel Agency/RFQ
• K-12 Liaison
• AMEX Payment System
Contact Information
Statewide Travel & Meeting Management Program
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Greg Sandin, Business Partnership Manager: (916) 376-3997
Donna Carey, CGMP, Statewide Travel Manager: (916) 376-3998
Pamala Corona, CMP, CGMP, Statewide Meeting Manager: (916) 376-3994
Statewide Travel Specialists
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Bahia Abdallah: (916) 376-3990
Kelly May: (916) 376-3991
Lori Wasson: (916) 376-3992
Tasha Wilson (916) 376-3976
Meeting Management Specialists
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Brenda Difuntorum: (916) 376-3993
Sandi Hartsock: (916) 376-3995
Lauren Richardson: (916) 376-3977
Susan Sater: (916) 376-3996
Thank You!
Questions?