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Travel at UCSF: The State Airfare Program and Travel and Entertainment Card

Travel at UCSF: The State Airfare Program and Travel and Entertainment Card. UCSF Academic Senate. The State Airfare Program. Who it is for: Employees traveling on University business. The State Airfare Program. What it is:

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Travel at UCSF: The State Airfare Program and Travel and Entertainment Card

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  1. Travel at UCSF: The State Airfare Program and Travel and Entertainment Card UCSF Academic Senate

  2. The State Airfare Program • Who it is for: • Employees traveling on University business

  3. The State Airfare Program • What it is: • Favorable rates and terms on airfares (YCAL fares) between frequently traveled cities within and outside California • Rates published at www.ofa.dgs.ca.gov/Travel+Programs/AirFare.htm

  4. How Favorable are the Rates? • In-State Example: • Oakland to San Diego, same day travel • State Airfare Program, Southwest Airlines • $89.00 (One-way, unrestricted, excludes tax) • Southwest Airlines web site • $129.00 (One-way, unrestricted, includes tax) • Out of State Example • San Francisco to Boston, mid-week fare, RT • State Airfare Program, United Airlines • $596.00 (Unrestricted, excludes tax) • United Airlines web site • $683.00 (non-refundable, $100 change fee, includes tax) • Examples assumed 7 Day advance Booking, researched 2/14/06

  5. Why Use the Program? • Favorable Pricing, especially for one-way travel • No out-of-pocket expense to traveler • Tickets are fully refundable and exchangeable at no additional cost • No advance purchase required—book anytime, even day of travel, at the published rate • No minimum stay required • Traveler may earn Frequent Flyer Miles • $200K Business Accident Insurance at no additional cost • Baggage Insurance included

  6. How to Enroll Your Department in the Program • Complete State Airfare Sub Account Enrollment Form (one time—if your department is not yet in the program: • http://acctg/accounts_payable/ap_main_menu/airfare.htm

  7. How to Purchase Tickets • Complete State Airfare Purchase Agreement Form with authorized signature • Fax Completed for to UCSF Controller’s Office AP/Travel Service Desk: Fax no. 415 476-6168 • Complete the UCSF Reservation from at Fell Travel’s website http://www.felltravel.com/ucsf.html • Fell Travel will email confirmation to you and your travel coordinator <24 hrs. • Fell Travel faxes State Airfare Purchase Agreement form to AP/Travel Service Desk which verifies authorization. • Fell Travel emails e-ticket to traveling employee and travel coordinator

  8. What has Changed? • Fell Travel replaced Campus Travel as Vendor, effective July 2005 • Reservations may be made through Fell Travel’s Web Site

  9. Continue to complete the State Airfare Purchase Agreement Form • Use existing departmental Sub-BTA account • Flexibility—if you prefer to use Non-State Airfares, you may continue to book through Campus Travel

  10. How Well Utilized is the Program? • Details of Airfare Purchases not captured, but on a “spend” basis: • Quarter 4, 2005, UCSF • Total In-state Airfare spend: $169,000 • Approximately 20% of spend within State Airfare Program • 166 (RT) flights • 130 individuals, most with one flight

  11. How we Promote the State Airfare Program • State of California Fleet Website • Accounts Payable Website • E-Mail Announcement of Program Changes 7/1/2005

  12. How does the program coordinate with other Travel Procurement options? • Employees are encouraged to apply for and use the UCSF US Bank Travel and Entertainment (corporate) credit card. • Expenses may be reimbursed for UCSF business related travel expenses: • Hotels, meals, ground transportation • Flights other than State Airfare program

  13. How do I get a Travel and Entertainment (T&E) Card? • Use on line application form • Submit completed form to Accounts Payable, Travel and Entertainment Desk, 1855 Folsom St, Box 0812, SF, CA 94141-0812

  14. Why Use the T&E Card • Compliant with UCOP Policy G-28 (Policies & Regulations regarding travel) www.ucop.edu/ucophome/policies/acctman/ • UCSF receives incentives for use • T&E card tracks the “spend” history for input into strategic sourcing and negotiations • Flights, hotel, car rental • Automatic Flight Insurance • Ability to track employees in emergencies • Baggage Insurance • Employee does not tie up own credit limits, submits expenses to pay bill.

  15. What’s Coming Up in Travel? • Travel Expenses are Large • $15 Million per Annum at UCSF • T/E card provides over 33,000 lines of spend data, enabling improved analysis • OP formed UC’s second Strategic Sourcing Initiative for Travel • First meeting February 6, 2006 • Over $252 Million UC-Wide spend “Largest unmanaged travel program in the Country”

  16. Your Questions and Input

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