Commonwealth Travel
Why are we here?
 New travel policy
 New travel agent
 New online booking tool
Commonwealth Travel
Should be easier!
…and should save the commonwealth money…
Commonwealth Travel
Quirks of the old system…
…multiple management directives,
multiple contracts, systems that didn’t
talk to each other, databases that didn’t
meet our business needs….
Commonwealth Travel
Benefits of the new system…
…a single policy, agent/online
arrangements in the same place,
agencies get more info, better online
tools, negotiated rates…
Commonwealth Travel
Our new travel partner…
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ADTRAV Travel Management
30+ years, gov’t travel experience
One of the largest agencies in US
Agent and online help
Trained specifically for PA travel policies
Commonwealth Travel
1. Who does what
2. Review the policy
3. Some key reminders
4. Check out the online system
Commonwealth Travel
Your Agency
 Reconciles agency air & lodging card use
 Contacts travel office to authorize use of
lodging card
 Provides accounting codes
 Augments statewide policies with agencyspecific procedures
Commonwealth Travel
Office of Travel Operations
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Sets statewide travel booking policy
Provides travel training/information
Helps with group travel
Approves use of lodging cards
Manages preferred vendors
Supervises travel management company
Commonwealth Travel
ADTRAV
 Provides live travel agents for
international/complex travel, agency
lodging card bookings and travelers with
disabilities
 Provides 24/7 traveler assistance
 Manages online booking system
 Runs booking system help desk
 Provides reports
Commonwealth Travel
Commonwealth Payroll Operations
 Sets statewide reimbursement policy
 Receives, reviews, approves expense
reports for payment
 Manages cash advances
 Conducts travel expense audits
Commonwealth Travel
General
 Book online – www.travel.state.pa.us
 International, complex, lodging card,
travelers with disabilities call ADTRAV at
1.866.530.8899
 Non-compliant bookings subject to audit
Commonwealth Travel
Air
 Must pay with agency air card
 Coach only
 Must consider 2 hours before/after and
single-connection flights that save $200+
 Must consider alternate airports that save
$300+
 If you cancel, must use ticket for next
applicable trip
Commonwealth Travel
Car Rental & Ground
 Use a fleet vehicle if you can
 Use preferred vendors: currently
Enterprise and National
 Use shuttles and public transit, if less
expensive
 Book Amtrak directly
 Personal mileage at GSA rate
Commonwealth Travel
Lodging
 Allowed when 50+ miles from home and
headquarters
 Must use preferred hotel, if available
 If not available, cannot exceed GSA rate
 Conferences: if higher than GSA rate,
must seek lower (can be at same hotel)
 Stays over 60 days must be preapproved
Commonwealth Travel
Subsistence
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Can only claim actual expenses
Overnight status: up to $36/day
Must deduct if meal is provided
Less than 24 hrs: $4.50 for every 3 hrs
High-cost areas follow GSA (-incidental)
Commonwealth Travel
Payment
 Airfare to agency air cards
 Infrequent travelers to agency lodging
cards
 4x or more/year = PNC card
 No more than 2 cash advances per year,
need 10 day advance, $500 minimum
Commonwealth Travel
Reimbursements
 Smaller of actual expense/maximum
allowed
 Submit expense report within 60 days
 Must submit receipts of $35+ but all are
auditable for up to a year
 Third-party reimbursement agreements
must be provided/documented
Commonwealth Travel
All credits, promotions, certificates
or other considerations earned during
commonwealth business travel must be
used for commonwealth business travel.
Commonwealth Travel
Before we look at the online
booking system in detail,
there are some big-ticket
reminders worth writing down!
We’ll provide more detail when we demo the system…
but you need to pay close attention to these topics.
Commonwealth Travel
Important!
The only exceptions to online booking are for:
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international travel
complex travel
agency lodging card reservations
travelers with disabilities
Commonwealth Travel
Important!
 The first time you log in, your:
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username is your 6-digit employee ID
number
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password is “adtrav” followed by the
last 4 digits of your social security
number
Commonwealth Travel
Important!
 Plan to take 5 minutes the first time you
use the system to update your profile.
Most information will transfer from the
SAP system.
 Secure flight federal mandate: your name
in the system and the name on your
gov’t issued identification MUST MATCH
EXACTLY!
Commonwealth Travel
Important!
 Only you can give rights to another
person to arrange travel on your behalf.
Commonwealth Travel
Important!
If you booked a hotel in the old
system for travel after July 1:
 your reservation will transfer to the new
system; you will receive a new
confirmation number; must present your
corporate card at check in, if appropriate
Commonwealth Travel
Important!
If you booked a flight in the old
system for travel after July 1:
 your reservation will remain in the old
system; confirm details with airline 24
hours prior to travel; if you need changes
or help, call the travel office at
717.265.8509
Commonwealth Travel
Important!
 There will be changes in the expense
reimbursement screens in employee self
service. Most are cosmetic.
 In mileage, you’ll now have to go to the
“detail” screen.
 To print, right click and select “print.”
Commonwealth Travel
Let’s look at the online
booking system…
Commonwealth Travel
Remember
www.state.pa.us
book commonwealth travel online
866.530.8899
ADTRAV Travel Management
complex travel, changes, lodging card reservations and help
717.265.8409
Commonwealth Office of Travel Operations
travel booking policy, group travel
800.824.0626
Bureau of Commonwealth Payroll Operations
expense policy, reports, audits and reporting assistance
Commonwealth Travel
Questions?