1 / 13

UT System Travel Services Update: Implementation Timeline & Important Information

Stay informed about the implementation timeline updates for UT System travel services, including contracts with travel agencies and car rental companies. Learn about the approved exceptions, airline contracts, hotel reservations, and affected individuals.

kolya
Télécharger la présentation

UT System Travel Services Update: Implementation Timeline & Important Information

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. Disbursements & Travel Services Office Travel Updates February 19, 2013

  2. Implementation Timeline Update • Travel Agency Contracts • Signed contracts were received February 11, 2013 • 90 day implementation still on schedule • Institutional Participation Agreements and Local Scope of Work – in progress

  3. Implementation Timeline Update • Travel Agency Meetings • AVP/Controller’s Office will meet with Travel Agency representatives within the next two weeks • Car Rental Contracts • Approval to proceed was received today. • Meetings will be scheduled with the car rental agency representatives • Information Sessions and Training • March - June

  4. Implementation Timeline Update • May 13, 2013 • AllUT Systemwide travel must be purchased thru • Corporate Travel Planners or • Anthony Travel • All UT Systemwide car rentals must be purchased thru • Avis/Budget • Enterprise/National • Hertz

  5. UTSA Travel Agencies • Corporate Travel Agency • Most UTSA travel reservations in 2012 were completed with Corporate Travel Planners • UTSA travel agency since January 2009 • Anthony Travel • UTSA travel agency since January 2009

  6. UT System Approved Exceptions • Travel cost are paid by outside entity • Emergency situations (flood, hurricane, etc)

  7. UT System Approved Exceptions • UT Agency is unable to provide an airfare within $100 lower fare from an alternate travel provider • Requirements • Travel arranger must gain advance approval from Assistant Controller • Travel arranger must provide approver (in advance of purchase) written documented proof of lower fare. At a minimum, information should include same flights, on the same day with the same restrictions/booking class Note: Travel arranger (refers to traveler and those who make travel reservations for others)

  8. UT System Airline Contracts • American Airlines • 2% to 40% discount based on the fare paid and destination • Applicable to partner airlines: Japan, British Airways, Iberia and Alaska Airlines • United Airlines • 2% discount on any fare/destination

  9. UT System Airline Contracts • Southwest Airlines • 2% to 5% discount applied to all tickets purchased within 7 days • Jet Blue • 1% to 10% discount on all non-stop JetBlue flights based on fare paid and destination Note: In order to receive the contracted rates a CLIBA card must be used to purchase airfare:

  10. Hotel Reservations • Travelers may continue to refer to the State Comptroller contract hotels • Travelers may choose to make hotel reservations using the travel agencies or other methods • GSA lodging rates still apply

  11. Car Rental Agencies • Contracts are signed and effective Feb. 15, 2013 • Transition must be completed within 90 days • Authorized car rental agencies are: • Avis/Budget • Enterprise National Holdings • Hertz • UTSA travelers are required to use one of the approved car rental agencies listed.

  12. Travel Agency and Car Rental Agency • Who is affected? • All employees of UT System and The University of Texas Investment Management Company to include: • Students • Guests • Consultants traveling on behalf of UT System • Patient Travel when in the care of a UT Medical Institution • Everyone systemwide is required to use contracts • Excludes: • Athletic Travel • Group (students) Travel

  13. Disbursements & Travel Services Office Questions?

More Related