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Travel Policy Changes

Travel Policy Changes. Travel Policy Changes Summary. Senate Bill 5 (82 nd Legislature) exempts Higher Ed UT System and Travel Council Issues RFP System wide travel services Travel Agencies Airline Car Rental Goals Streamline contract management

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Travel Policy Changes

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  1. Travel Policy Changes

  2. Travel Policy ChangesSummary • 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

  3. 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.

  4. 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

  5. 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

  6. 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

  7. 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

  8. Coming SoonConcur • 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 Available through Anthony Travel

  9. UT System Contracted Travel Agency Contact Information 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 • 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

  10. Important Dates • New Contract Effective • May 13, 2013 • Sun Travel Contract terminated • May 12, 2013continue 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

  11. UTEP Travel Service TeamContact Information Abraham Valenzuela Accountant (915) 747-7665 avalenzuela4@utep.edu Nellie Ramirez Accounting Specialist-Campus Travel (915) 747-7879 mramirez@utep.edu Carolina Gonzalez Account Clerk II-Grant Travel (915-747-6009 cggonzalez2@utep.edu • Tessy Rappé • Director/Associate Comptroller • (915) 747-7865 • trappe@utep.edu • Annette Aguilar Hinojos • Accounts Payable Assistant Manager • (915) 747-6121 • amaguilar6@utep.edu • Adriana Vasquez • Accountant • 915-747-5525 • agaray2@utep.edu travel@utep.edu

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