A presentation prepared for. Marshall University. Presented by: Claire Meyers

Transcription

1 A presentation prepared for Marshall University Presented by: Claire Meyers

2 Introductions

3 About Flight Centre Travel Group Started with one shop early 1980s $16 billion business consisting of 30+ brands Company-owned operations in 12 countries Corporate travel management network spans 95+ countries 15,000+ employees globally & 2,500 stores

4 FCM Campus Overview $9 billion turnover 500+ offices staff worldwide 90+ countries

5 Our Awards World Travel Awards World s Leading Travel Management Company, 2011, 2012, 2013, 2014, 2015, 2016

6 Range of Services Air Visas Account management Expense 24/7 Traveller Solutions Leisure services Cars Hotels Reporting Groups Duty of care VIP services Consulting Rail Transfers OBTs MI Secure ClientBank Energy

7 Our Service Model Air Car All bookings made through your dedicated team regardless of medium Hotel Rail $ Invoicing Other

8 Service on Call Our presence 24/7 Assist In-House

9 Booking Process Initial Setup: Login to portal: Update profile and preferences Booking Travel FCM Campus New York Toll-Free: address: Office hours for FCM Campus New York: M-F 8:00am 8:00 pm ET Emergency Travel Center open outside business hours and on weekends

10 MU Travel Office Zena Brown Travel Coordinator Old Main 308 Our office will continue processing travel requests and settlements. The new travel website is Cassandra Mills Travel Coordinator

11 New Online Travel Request Form This form is available at This will be used for State travel at this juncture. MURC and Athletic travel will continue with their current processes.

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14 Approval Process Approver

15 Approval Process Traveler Pending Approval

16 Approval Process Traveler Trip Approved

17 FCM FREE Mobile App, Sam! FCM Mobile App Your personal travel assistant Real Time status updates for current travel, holds all FCM itineraries, and destination info Use App for Informational purposes before calling ETC (save service fee) Lyft integration for cars on-the-go Change flight and booking requests possible via the app

18 How do I request a waiver? If you have a special request or if you think that you can get less expensive prices without using a contract, please request a waiver. Send an to travel@marshall.edu stating why you want a waiver, along with any pertinent information, such as airline comparisons. We will respond to your request via , generally within 48 business hours. Please note that we may request additional information. Reminder: Only the Travel Office can approve waivers. Your supervisor, vice president, or other departments on campus may support your request but do not have the authority to grant them.

19 Registration Fees You must obtain an Original Itemized Receipt to be reimbursed or to reconcile your Purchase Card Statement. The receipt must include the attendee s name, even if paid by someone else. You can be reimbursed for the following fees or charges: Conferences, Meetings, Seminars, Workshops. You cannot receive an allowance for any lodging or food that is included in the Registration Fee. When you pay your registration fee, please make sure that you are not also paying for membership. Marshall University only pays for memberships at an institutional level and must be paid through our Office of Accounts Payable. To speed up your reimbursement, please include a copy of your agenda or schedule to show what was included.

20 Driver Training The West Virginia Board of Risk and Insurance Management requires that all employees who drive a state vehicle or drive their personal vehicle and are reimbursed by the University complete a safe driver training course. To meet this requirement, the Marshall University Environmental Health and Safety Department has developed an updated on-line safe driver training module. This training will take approximately 30 minutes to complete. Any questions regarding the status of your training should be addressed to Tracy Smith at tsmith@marshall.edu

21 Transportation Personal Vehicle May be used only when mileage reimbursement is less than $75 per day for the first and last day of travel (Note: You will not be reimbursed more than $75/day). $75 limit on mileage applies to in-state and out-of-state travel ***Include MapQuest or Google Maps printout with settlement Do not claim mileage and gasoline reimbursement Only one round trip mileage to/from airport is reimbursable Weekday travel departure/return from traveler s work headquarters Weekend travel departure/return from traveler s home address Courtesy mileage is non-reimbursable (i.e., relative or friend drives you to the airport in their personal auto) Mileage should be entered in whole numbers (round up or down) Example: miles should be entered as 10 miles miles should be entered as 11 miles

22 Transportation Rental Vehicle Current Contracted Vendors: Hertz ID #68278 Enterprise ID #XZ687MU (PIN: MAR) Reminders: Only the state employee renting the vehicle may operate the vehicle. Do NOT add non-employees as additional drivers. The Travel Office or your purchase card must be used when renting a vehicle. If this is not possible, you may request a waiver in advance by ing travel@marshall.edu. If mileage reimbursement exceeds $75 per day, you may choose to use a rental vehicle. When travelers choose to drive rather than fly, an airfare comparison from Campus Travel based on the lowest available fare is required. Itemized gasoline receipts are always required (vendor name, date of purchase, number of gallons, unit price per gallon and total amount paid). Receipts are available for 6 months on Enterprise s website need last name/dl # (must be certified as original receipt by traveler). Enterprise will honor contract pricing if reservation is made 24 hours in advance and a standard size vehicle is not available. You may request an employee discount for personal rentals.

23 Meal Reimbursement Daily calculation based on GSA Rates First/Last Day of Travel 75% Individual Reduction for Meals if Provided: Breakfast 20% Lunch 20% Dinner 60% Meals for one-day travel will not be reimbursed. There must be an overnight stay to receive a meal reimbursement. Itemized receipts are required for Student and Guardian Travel Some departments also require itemized receipts for meals

24 Use of Purchase Card Pay for Travel Expenses through the Travel Office or by Purchase Card whenever possible. It is preferred that the Travel Office pay for flights, car rentals, registrations, and hotel reservations on the travel office p-cards up to the amount approved for the traveler. If you are paying for a travel expense on your own p-card the amount you can pay is subject to your Purchase Card s Single Transaction and Total Transaction Limit.

25 Do not use your State Purchase Card for: Travel-related expenses for non-employees, such as guest speakers or consultants Meals or Alcoholic Beverages Lodging Amenities (such as room service, spa, in-room movies) Travel Protection Airfare Insurance Car Rental Insurance Personal Accidental Insurance (PAI), Supplemental Liability Protection (SLP), Collision Damage Waiver (CDW), Loss Damage Waiver (LDW) **This is only a partial list. For further information, please review the P-card manual at

26 Don t forget the settlement Travel that is processed through the Travel Office will have the settlement completed by our Travel Coordinators when receipts are received. Please bring your itemized receipts to the Travel Office within 10 business days of your return. Encumbrances must be completed by the Department

27 Employee Reimbursement Form Event Related Materials that should be submitted on an Employee Reimbursement Form are as follows: Printing Shipping Books DVDs Promotional supplies Table rental

28 Non-reimbursable Expenses: Alcoholic Beverages Maid Service Gratuity Auctions Meals for Single Day Travel Baggage Storage Medicine Car Rental Insurance PAI, SLP, CDW, LDW Membership Dues Car Wash Room Service, spa services, etc. Entertainment Expenses Parking Tickets Daily/Nightly Cruises Refrigerator Rental Early boarding fees Tours Interest on Personal Credit Cards Laundry Service (for travel less than 7 days) Travel for Guest Speakers or Consultants **This is only a partial list. For more information, please visit

29 Miscellaneous Expenses Your allowable reimbursement for Other or Miscellaneous Expenses is the actual expense. Examples of Reimbursable Other Expenses: Baggage handling and gratuities for public transportation or conveniences such as taxis, limousine, porter services at airports, airport/rail curbside check-in, bell person services, baggage fees, tolls, garage and parking fees (including gratuities). Note about Parking: If valet and self-parking are both available, then the reimbursable amount is the amount for self-parking. Please provide documentation from the vendor showing the price difference if valet parking is chosen. Official Business Communication Expenses Local Calls (may include a surcharge) Internet Service

30 Travel for Guest Speakers and Consultants Travel for guest speakers and consultants must be included in their fee and paid through an invoice with a BOG48 Agreement found at 013/09/BOG48form2.pdf **This is a form that is signed by Purchasing. The speaker/consultant is responsible for making their own reservations, as well as paying those expenses.

31 Personal Travel Benefits

32 Travel Associates Concierge Exclusive to FCM Campus customers Access to corporate fares and hotel deals for their own personal vacations Virtuoso benefits for higher end travel Access to your profiles No booking fees on package vacations

33 $100 Welcome Voucher

34 Still have questions or need more information? Additional information is available on our website at (Beginning November 13 th ) Questions? us at travel@marshall.edu Or call the following individuals: Travel Office Miriah Young Cassandra Mills Zena Brown Account Payable Travel Juanita Parsons Sherry Osburn Pam Early Purchase Card Teresa Meddings Melody Freeman Vendor Registration Kim Fry

35 Q & A Thank You