6/28/2016
Improving the Travel Experience
for YOU!
1
.
WE HEARD YOU!
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WHAT WE HEARD
• No standard means for
making reservations
• Complicated Policies
• Paper Intensive Process
• No ability to help travelers
in an emergency
• No way to limit Export
Controls risk
• Limited reporting means
we have not maximized
our buying power
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TRAVEL REDESIGN GOALS
• Streamline Travel Process
• Simplify Policies
• Provide Duty of Care
• Increased Compliance with Export Controls
• Robust Reporting
.
• Consolidated Spend for Improved Air, Hotel,
and Car Rental Pricing
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RE-DESIGNING TRAVEL AND EXPENSE
MANAGEMENT FOR THE UVA COMMUNITY
TravelUVA
launched
January 4,
2016
ExpenseUVA
New
Policies
to be launched
in July 2016
Travel and Expense Services Team
TravelUVA: online booking tool
customized for UVA; full service travel
agent support; traveler alerts and
assistance; Export Controls guidance, etc.
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ExpenseUVA: online expense
management tool that will seamlessly
integrate with TravelUVA;
eliminates paper processing and replaces
travel workbook
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WHAT WE WILL COVER TODAY
• New Streamlined Policy
• Travel and Expense Card
• Peek at online booking tool
• Booking for self or for another
• Booking for a guest
• Paying for air, rail, hotels, & car rentals
.
• Benefits to You!
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POLICY SIMPLIFICATION & NOTIFICATION
• ONE STREAMLINED POLICY for Travel, Meals, & Entertainment
Eliminate overly burdensome requirements
(e.g., no receipts under $75; mileage justifications)
Align state and local fund limits
Simplify approvals
• New Travel Workbook reflects new policy
• Policy notification prompts built into online booking tool
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TRAVEL AND EXPENSE CARD
ONE CARD SOLUTION for Travel & Expenses
• Replaces separate travel and purchasing cards
No more worry about what card to use
• Corporate Liability Card
UVA pays the bill
No more waiting for Travel Reimbursements
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STREAMLINED TRAVEL BOOKING
Option 1: Online Booking - Concur tool customized to reflect UVA
policy and supported by Christopherson Business Travel (CBT)
NO BOOKING FEE
Self service – traveler or their assistant
Real time flight and hotel availability
Traveler profile maintains and applies travel preferences and
rewards program information
Option 2: Full Service travel agency - CBT
 Negotiated booking fee lower than other agencies
 Team of travel agents designated for UVA travel
http://www.procurement.virginia.edu/pageTravelCBT
Urgent after-hours assistance.
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DUTY OF CARE
1. 24/7 monitoring of world events with mobile traveler alert
notifications
2. Automatic enrollment in United Healthcare Global
Assistance travel program for all employees
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EXPORT CONTROLS COMPLIANCE
Export Controls are federal laws intended to protect U.S.
economic and national security interests and to support U.S.
foreign policy initiatives
Did you know?
•
Travel to sanctioned countries must be approved in
advance by UVA’s Export Control Office
You must have approval to take UVA-owned equipment
and information to certain countries
UVA could be subject to large fines and penalties if not
compliant
Travelers could be held personally liable
•
•
•
TravelUVA will guide travelers through the process.
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ROBUST REPORTING
Knowledge Is Power!
Visibility into travel spend and habits helps departments save
• Advance ticket purchase
• Spending outside of policy
• Ticket exchanges
• Unused tickets
University-wide savings and benefits
• Benchmarking reports
• Traveler compliance
• Negotiated savings
TravelUVA Already Provides a 2% Discount on Delta Flights and
CBT only Hotel Discounts!
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WHAT IS NOT CHANGING?
• Conference hotel reservations
• Local Contract Hotel and Car Rental reservations
paid with Travel and Expense Card
• Paying for hotel accommodations when cardholder
is not the traveler
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TRAVELUVA CAN BE USE FOR
PERSONAL TRAVEL WHEN:
• Adding vacation time to a business trip
• Adding a companion to your trip when
booked as a guest
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Taking a Closer Look
at Booking Online
Supported by Christopherson Business Travel (CBT)
and Powered by Concur
http://www.procurement.virginia.edu/pageTravelCBT
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LANDING PAGE
Automatic
notification to
travelers
within 100
miles of a
disaster or
warning , with
ability to
communicate
directly with
UVA
Emergency
staff.
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CONCUR HOME PAGE
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SETTING UP YOUR PROFILE
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REQUIRED INFORMATION IN
A TRAVELER PROFILE
• Home address
• One telephone number
• Emergency contact information
• TSA information
• Gender
• Date of birth
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SECURITY
MASKING/FREQUENT FLIER
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ACT AS OTHER USER
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ACTING AS
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BOOK FOR A GUEST
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SEARCH SCREEN
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EXPORT CONTROL NOTICE
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DEFAULT SHOP BY
SCHEDULE
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POLICY ALERT
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SEAT ASSIGNMENTS
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HOTELS
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PER DIEM
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Cannot
reserve a
nonrefundable
hotel stay
on-line.
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TRIP LIBRARY
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ARRANGER VIEW
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WHEN YOU SHOULD USE
A FULL–SERVICE AGENT
• Travel to Sanctioned Countries
• Groups of 10 or more
• Rail (other than Amtrak)
• Budget Air Carriers
• Limos/Car Services/Shuttles
• Motor-coach/Charter Buses
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FACULTY TESTIMONIAL
“I have used the new UVA Travel System and am pleased by
the format and structure of the new website. I am also pleased
that travel resource staff continue to be available to help me
train my staff, help me with specific travel related questions.
Most importantly, I was pleased to receive travel alerts in a
timely manner as I was at an international meeting in
Manchester, England during the Paris crisis. The information
was essential to me and provided me with access to resources
if I needed them to try to get home several days later.”
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WHAT TO DO NOW
• Start using TravelUVA!
• Complete your traveler profile in TravelUVA
• Attend a lab for hands on experience
• Visit www.procurement.virginia.edu for
• new streamlined policy, updates, helpful information,
links to labs, and step-by-step user guides under Travel
& Expense
• Share information with your colleagues about TravelUVA
and help them set up profiles with travel assistants
• Watch for updates about ExpenseUVA coming this spring!
• Let us know your thoughts…
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QUESTIONS?
Travel@virginia.edu
Lisa Atkins, Travel and Expense Administrator
Raegan Harouff, Travel and Expense Project Coordinator
Dolores Hildebrand, Assistant Director
Carrie McGowan, Travel, Expense, and Card Program Manager
Helpful information and step-by-step user guides located at
www.procurement.virginia.edu under Travel & Expense.
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