Transcript Document
7/17/2015 Travel Policy Changes Summary • Senate Bill 5 (82nd Legislature) exempts Higher Ed • UT System and Travel Council Issues RFP – System wide travel services • Travel Agencies • Airline • Car Rental • Goals – Streamline contract management – Improve institution and system-wide travel reporting – Minimize cost – Improve overall service – Innovative use of technology Travel Agency Changes • Single Agency Contract System-wide – Use of contract vendors mandated with limited exceptions – Management fee structure • Travel Agencies-Co-Award – Corporate Travel Planners (CTP) • Full Service Agent via phone – Anthony Travel (ATI) • Full Service Agent via phone • Concur – Online booking tool • Exemptions- study abroad and athletic travel – Note if study abroad is funded by the University, the travel should be booked with a contracted agency. Airline Contracts • System negotiated airline contracts – Discounted rates • American Airlines • United Airlines • Southwest Airlines • JetBlue Airlines • Use of these specific airlines is NOT required – Use travel agencies to procure discounted rates – Southwest web fares are available • Guidelines for airfare purchase – Lowest Cost – Fully Refundable for non-employees Car Rental Agencies • Effective May 13, 2013 new car rental agency contracts: – Avis/Budget Group – Enterprise/National Holdings – Hertz Corporation • Car rental reservations – Book using travel agency-CTP or Anthony • Direct Bill- will be available – Book using car agency links via UTEP portal • All current statuses will be matched – Avis Preferred – Hertz Gold – National Emerald Club Booking Your Travel • Travel Authorization – Electronic RTA Number for Employees • TV1205xxxx – APS - Authorized for Personal Service • APS + ten digit BIS account number the flight will be charged • Example: APS1902xxxxxx – PE – Letter of Authorization for Prospective Employee • PE + ten digit BIS account number the flight will be charged • Example: PE1402xxxxxx – LTR – Letter of Authorization for Students • LTR+ ten digit BIS account number the flight will be charged • Example: LTR2602xxxxxx • Funding – Account Number (10-digit BIS account number) NOTE: Funding will be required to make reservations Booking Your Travel • All Travel is mandated to be booked with either agency. • On-line purchases will be prohibited – Expedia, Travelocity, Priceline, etc. – The University’s Business SWABIZ site • A Ghost Card will be used for all airline transactions – Departments will no longer be issued Central Billed Cards (CBA) • Policy Exceptions for airline purchases – Travel paid by an outside entity – Emergency situations • Ex: Severe weather conditions Coming Soon Concur • What is Concur? – One-Stop-Shop • Available through Anthony Travel – On-line booking tool • Airfare • Car Rental • Hotel • All Contracted Prices will be available • Available 24/7 • Travel Authorization Number & Funding Account will be required • Smart phone app – Itinerary – Flight changes UT System Contracted Travel Agency Contact Information • Anthony Travel Inc. (ATI) – Office Hours • 8:00 AM – 6:30 CST – Full Service Reservations • 1-800-684-2044 – After Hours & Weekend Emergency Service • 1-800-342-9008 • VIT Code: S4RRG • Corporate Traveler Planners – Office Hours • 8:00 AM – 6:30 CST – Full Service Reservations • 1-866-366-1142 – After Hours & Weekend Emergency Service • 1-800-441-6512 • VIT Code: S2P2A Important Dates • New Contract Effective – May 13, 2013 • Sun Travel Contract terminated – May 12, 2013 continue business as usual • Travel Agencies are mandated • Travel Services will issue a “Ghost Card” to agencies • Car rental direct bill will be offered through Travel Agencies UTEP Travel Service Team Contact Information • Tessy Rappé – Director/Associate Comptroller – (915) 747-7865 – [email protected] • Abraham Valenzuela – Accountant – (915) 747-7665 – [email protected] • Annette Aguilar Hinojos – Accounts Payable Assistant Manager – (915) 747-6121 – [email protected] • Nellie Ramirez – Accounting SpecialistCampus Travel – (915) 747-7879 – [email protected] • Adriana Vasquez – Accountant – 915-747-5525 – [email protected] • Carolina Gonzalez – Account Clerk II-Grant Travel – (915-747-6009 – [email protected] [email protected]