Travel Management Program UW Madison Division Coordinators

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1 Travel Management Program UW Madison Division Coordinators Grainger Hall April 11, 2013

2 Discussion Outline I. Why is travel management a topic for campus II. What are the benefits III. Industry information IV.On-line booking Information 2

3 Spending & Activity in E Reimbursement by School for 2012 Expenses $4,000,000 Travelers 3,000 $3,500,000 2,500 $3,000,000 $2,500,000 2,000 $2,000,000 1,500 $1,500,000 1,000 $1,000,000 $500, $0 0 3

4 Funding in E Reimbursement by Type for 2012 % of Total Funding 37.50% 35.00% 32.50% 30.00% 27.50% 25.00% 22.50% 20.00% 17.50% 15.00% 12.50% 10.00% 7.50% 5.00% 2.50% 0.00% Note in 2012 there was a further $9 million in travel spend using procurement card 4

5 UW System Granted Travel Flexibilities by Statute S (56), Wis. Stats, Effective July 1, 2013, the board shall establish travel policies for system employees and a schedule for the reimbursement of system employees for travel expenses. 5

6 Travel Management & Operations Committee (TMOC) Purpose Develop UW-System-wide business travel program, representing individual institution needs with recommendations which meet UWS travel and expense management program goals. Co-Chairs Terri Gill, UWS Travel Manager Vonnie Buske, UW-Whitewater Members Dan Langer, UW-Madison Jeanne Rotter, UW-Madison Mehdi Rezai, UW-Madison Yvonne Quamme, UW-Madison Scott Menke, UW-Parkside Pam Kissinger, UW-Milwaukee Diana Wollman, UW-Colleges Michelle Highley, UW-Oshkosh Sara Pritzl, UW-Oshkosh Bo DeDeker, UW-Stevens Point Jean Sukow, UW-Stevens Point 6

7 Travel Executive Committee Purpose Develop and approve long range goals and strategies, approve major process changes, and provide additional resources and funding as required. Chair Debbie Durcan, UWS Members Paul Deluca, UW-Madison Darrell Bazzell, UW-Madison Kelly Franz, UW-Green Bay Mittie Nimocks, UW-Platteville Dan Malacara, UW-Extension Joan Thomas, UW-Stout Joann Wilson, UW-Platteville 7

8 UW-Madison Travel Advisory Committee Purpose Provide advice and feedback regarding UW-Madison travel needs. Members Christy Horstmeyer, L&S Elliott Sober, L&S Darlene Wood, SMPH Lisa Griesel, SMPH Bill Koepcke, Engineering Lynn Gross, Engineering Mandi Kilcoyne, Engineering Erin Silva, CALS Alfonso Del Rio, CALS Michael Duvernois, Grad School Nicholas Tincher, Grad School Autumn Hayes, Education Marylou Ringquist, Education Odette Ahn, Business Russ Coff, Business Randy Dunham, Business Jyoti Watters, Vet Med Kristi Thorson, Vet Med Karen Steinle, Pharmacy Tim McCarthy, International Jessica Boche, International 8

9 UW Travel Management Program - Primary Focus Accommodate traveler needs, comfort, security and duty of care Channel bookings to single source on-line system Lower travel costs Use consolidated savings to offset increases in lodging and meal rates Select through RFP new contractual partner effective July 1,

10 Some Activities To Date UWS Survey > 50% travel for conferences 70% of trips are 1-4 days 45% in-state and a further 40% domestic US 70% of flights Delta and United Hilton, Marriott and Hyatt three most popular hotels Dissatisfactions: 1. Meal, mileage and lodging rates 2. On-line booking tool (Concur) Concur Enhancements Air discount agreements with American, Delta and United Enhancements for direct flight options Simplified default times (morning, afternoon, evening) Discount hotel program rates added to the system Customized training notes and training videos 10

11 Some Activities To Date (Continued) Campus Communication Sites L&S Chairs Meeting (12/10/12) L & S Money Managers Meeting (1/17/2013) Med School Basic Science Administrators (1/30/2013) University Committee (2/18/13) SMPH Clinical Administrators (2/26/13) VCFA Administrative Council (2/28/13) SMPH Fiscal Forum (3/5/2013) School of Education (4/18/2013) School of Business (4/24/13) SMPH Department of Medicine (5/14/13) College of Agriculture and Life Sciences (5/21/13) Graduate School (6/3/13) 11

12 Travel Merchants Perspective Merchant Expectations: Establishment of a formal travel policy Support by institutional leadership Identified preferred suppliers and market share commitments Identified approved/not approved expenses Outline payment procedures Management through a consolidated travel booking channel (on-line tool) with high adoption (75% corporate sector, 50% higher education*) *Source: Wisconsin Business Travel Assn. by R.D. Brown Company & Society of Collegiate Travel & Expense Managers Merchant Able to Offer: Loyalty incentives / upgrades Point of sale discounts up to 25% Additional future travel points 12

13 Air supply chain distribution Suppliers Air Lodging, Vehicle, Rail Global Distribution Systems (GDSs) Live data, 24/7 Amadeus, Apollo, Sabre, Worldspan Commercial Airlines/Rail Delta, United, American, etc. & Amtrak Corporate Self- Booking Tools Concur, Get There, Travelport, etc. Traditional Travel Agencies Fox, Chambers, Cable Car, etc. Corporate Online Sites Egencia, Orbitz for Business, etc. Search other sites/ cache Direct Connect Carriers Southwest, AirTran, Jet Blue, Spirit, Air Canada Commercial Sites Expedia, Kayak, Travelocity, Hotels.com, etc. 13

14 User Comments..Answered I can find cheaper airfare on my own Filling out a profile is tedious I don t want to pay a service fee for what I can get for free elsewhere I can t find the flight I saw elsewhere or don t like the flight options offered How does using Concur or FWT save my department/budget money? Self-service booking can t be used if non-employee is traveling with an employee (e.g. family members) I m a frequent traveler (more than 50% of the year); when flights change I want to talk to someone who can reschedule me efficiently 14

15 Institutional Benefits of On-Line Booking Tool Leverage data consolidation and reporting Provide more efficient service to travelers when plans change Know where travelers are for emergencies Leverage volume for increased discounts with merchants (air, lodging, vehicle rentals) Track unused tickets and apply toward future trips Automate customer feedback process Others: Waived first bag fees (average of $50 per trip) Waived change fees (average $150 per change) Increased accuracy of travel data Better compliance with IRS rules on employer-paid business travel 15

16 Activity Booked Through Fox World Travel (FWT) Dollars $900,000 $800,000 $700,000 $600,000 $500,000 $400,000 $300,000 $200,000 $100,000 $ through 2013 July through February Concur On-line Booking Activity Tickets 2,000 1,800 1,600 1,400 1,200 1, Dollars Booked Through FWT Tickets Booked Through FWT 16

17 New Proposed Policy and Procedure Booking Outside the Tool The University will not centrally pre-pay (p-card etc.) or pre-reimburse airfare that is purchased through non-contract internet sources, including airline websites. Institutions that choose to prepay or pre-reimburse air reservations made through non-contracted travel agencies, when allowed, must have a formal process in place to track partial payments and unused ticket values, ensuring that they are applied to future University travel. Proposed Airfare Policy

18 Thank you! Questions Welcomed 18

Travel Best Practices

Travel Best Practices Best Practices All travelers should use the Pcard for their travel related expenses. This reduces out of pocket expenses, rush processing requests and has better tracking capabilities.