INTRODUCTION TO GOVERNMENT
TRAVEL & SGTP
Linda Colovos, CGTP | Global Director, Government Sales,
Carlson Rezidor Hotel Group
GROUND RULES
• Turn off cell phones/electronic devices
• Interactive session
• Don’t be shy
• Ask questions
MISSION STATEMENT
The Society is dedicated to collaboration between
Government Travel Managers and Travel Industry
Suppliers to facilitate the combined needs of both
groups as the travel environment evolves. It creates an
environment that allows for collaboration within the
travel community and focuses on current travel
solutions that are being implemented and further
developed.
THRU
• Vision
• Collaboration
• Education
*www.sgtp.org
• User friendly
• Members Only Section
– Password protected
– Membership list with profiles
– Resources and Links
– State Travel Manager Alliance
– Government Acronyms & Definitions
– RFP’s and much more!
*sponsored by Best Western International, Inc.
AGENDA
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Expectations
SGTP .. ‘working’ the conference
Government Decision Makers
Official Programs – Air, Car, Hotel
Government References
CGTP Course
Questions
EXPECTATIONS
• HIT/HOT List
• Realistic Goals
• Follow-Up
“WORK” SGTP!
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Review Registration Information
Attend Workshops & Sessions
Participate in SGTP TradeXchange
Network at the Receptions
Learn From Keynote Speakers
Ask Questions
GENERAL SERVICES ADMINISTRATION
• Procurement arm for the civilian side of the Federal Government
• Sets government-wide policy
• Sponsors FEDROOMS as the only official government-wide hotel
program
• Responsible for ETS (Electronic Travel System) & vendors:
• GovTrip
NORTHRUP GRUMMAN
• FedTraveler.com
HP (FORMERLY EDS)
• E2 Solutions
CWT
• ETS2 15 year/$1.3B contract awarded to Concur
• On March 27 Federal Claims Court ordered GSA to conduct reevaluation of CWTSato proposal
• Working on joint projects with Department of Defense (DOD)
PER DIEMS
CONUS (CONTINENTAL UNITED STATES)
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Set by the General Services Administration
Use Smith Travel Research Data
Follows Federal Fiscal Year: Effective 10/1 - 9/30
Allows up to 5 rate seasons (2014 GBTA RFP format to accommodate)
DOES NOT INCLUDE TAX
Base rate reviewed every 3 years (next review for rates eff. 10/1/13)
Review process to challenge Per Diem
Per diem applies in county in which mission is actually performed
DOMESTIC PER DIEM WEB SITE
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MAKE CERTAIN LOOKING AT CORRECT YEAR
RATE DETERMINED BY CITY, COUNTY
UTILIZE ‘MAX LODGING’ RATE FIGURE
IF CITY NOR COUNTY LISTED, USE ‘OTHER’ RATE WHICH EQUALS THE
MINIMUM RATE
FEMA & ADA COMPLIANCE
– Federal Emergency Management Act (DHS)
http://www.usfa.dhs.gov/applications/hotel/
– American’s With Disabilities Act –
• New ADA guidelines effective March 2012
• Effected ways hotels market & book accessible rooms
• http://www.ada.gov/
SAM (System for Award Management)
• Consolidating 8 Federal Procurement Systems & Catalog of
Federal Domestic Assistance (CFDA).
• “Houses” Central Contractor Registration (CCR)
• “Houses” Online Representations and Certifications
Application (ORCA)
D & B D-U-N-S NUMBER
• Unique nine-digit identification number
• Proprietary means of identifying business entities on a
location-specific basis
• The D-U-N-S NUMBER was incorporated into the Federal
Acquisition Regulation (FAR) in April 1998 as the Federal
Government’s contractor identification code for all
procurement-related activities.
• There is no charge for a D-U-N-S number, if you are acquiring
one to register for the Central Contractor Registration.
• D & B Number Link
CCR ( CENTRAL CONTRACTOR REGISTRATION)
• Fall of 2003 registration requirement
• No choice. No options. $5,000+ you must register
• Renew your number annually
• Must have a Dunn & Bradstreet number!
• www.sam.gov
• Contracts have been lost because a hotel was not already
registered or did not keep up the renewal!
ORCA
(Online Representations & Certifications Application)
• e-Government initiative
• designed by Integrated Acquisition Environment (IAE)
• replaces the paper based Representations and Certifications
(Reps and Certs) process
• www.sam.gov
TOP GOVERNMENT FEDERAL AGENCIES
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80% of Spend comes from 10 Government Agencies
Department of Defense (DOD)
Homeland Security
Department of Justice
Veteran Administration
Health and Human Services
Agriculture
State Department
Treasury
Transportation
Interior
80% of federal employees live outside the Beltway!
DEPARTMENT OF DEFENSE
• DTMO (Defense Travel Management Office) – Decision making
office for DOD
• Endorsed Hotel Programs
– Navy Elite
– Lodging Success Program (LSP) - Army
– FEDROOMS
• ON-LINE BOOKING TOOL
– DTS – Defense Travel System
– Contractor – Northrop Grumman
GSA Schedule 599-2 Approved Travel Agencies
ADTRAV CORPORATION
ALAMO TRAVEL GROUP LP, THE
AMERICAN EXPRESS TRAVEL RELATED
SERVICES COMPANY, INC.
ARCADE TRAVEL, INC
AL
TX
OMEGA WORLD TRAVEL, INC.
PRESTIGE TRAVEL, INC.
VA
NV
NY
MI
RHEIN CORPORATION
RIVER CITY GROUP, INC
FL
OR
CRUISE VENTURES, INC.
VA
PA
CW GOVERNMENT TRAVEL, INC.
DULUTH TRAVEL, INC.
VA
GA
RODGERS TRAVEL, INC.
SCHEDULED AIRLINES TRAFFIC OFFICES,
INC.
SEMONT TRAVEL INC.
EDUCATIONAL SERVICES, INC
MD
SUN TRAVEL INC
TX
EL SOL TRAVEL, INC.
GLOBAL, INC.
AZ
ID
THE TRAVEL COMPANY OF MONTANA INC
TRANSCOR, INC.
MT
FL
HOLIDAY TRAVEL INTERNATIONAL, INC
PA
TRAVEL CONCEPTS, INC
VA
INTEGRATED SOLUTIONS & SERVICES, INC.
TN
TRAVEL HORIZONS, INC.
DC
J BEASLEY & ASSOCIATES, INC
KNOWLEDGE CONNECTIONS, INC.
FL
VA
TRAVEL MANAGEMENT PARTNERS, INC.
TRAVEL PLUS INC
NC
IL
KULLER TRAVEL COMPANY
LAWTON'S TRAVEL SERVICE, INC.
LORRAINE TRAVEL LLC
NJ
VA
FL
TRAVEL SOLUTIONS GROUP INC.
USTRAVEL ALASKA, LLC.
VTS TRAVEL ENTERPRISES INC
MD
AK
NJ
MANASSAS TRAVEL INC
UT
WRIGHT TRAVEL AGENCY, INC, THE
TN
NATIONAL TRAVEL SERVICE, INC.
WV
VA
MT
AIRLINE CITY PAIR PROGRAM
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Operated by the GSA
30 years old
No restrictions;
Last seat availability;
No change or cancellation fees;
No blackout periods; and,
Savings to travelers of up to 73 percent off unrestricted
commercial fares.
CAR RENTAL PROGRAM
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Operated by DTMO since October 2007
US Government Rental Car Agreement Number 4 effective 2011
Government travelers on official business
Competitive rates
Unlimited Miles (most rentals)
Reduced age restriction – renters 18+ years
Additional drivers free
LDW (Liability Damage Waiver) & liability
$5 per day Government Administrative Rate Supplement (GARS)
paid to car rental companies to off-set cost of additional benefits
Official HOTEL PROGRAMS
• MEPS (Military Entrance Processing Service) - City specific
• Lodging Success – City Specific
• Navy Elite – City specific, managed by CWTSatoTravel for U.S.
Navy
• Emergency Lodging Services (Corporate Lodging Consultants)
• FedRooms
FEDROOMS
• Official government-wide lodging program
• First Consideration..not mandated yet..FedRooms First
• Rate at or below Per Diem ..requires rate parity
• 2.75% funding fee on room nights utilized
• FEMA approved hotels (U.S. & U.S. possessions/territories)
• 4PM cancel policy domestic; 24 hour international
• Book via www.fedrooms.com, 800 Numbers, Hotel direct,
TMC’S, GDS
SmartPay SmartTax Initiative
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Launched June 19, 2012
11 States currently waive State taxes for individually billed/paid federal
government credit cards: Alaska, Delaware, Florida, Kansas,
Massachusetts, Missouri, New York, Oregon, Pennsylvania, Texas,
Wisconsin
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Website: https://smartpay.gsa.gov/about-gsa-smartpay/taxinformation/state-response-letter
SmartTax Vendor Guides
SmartTax Quick Reference for Vendors
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MILITARY MARKET
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Approximately 700 active military bases/installations worldwide
Over 1.5M active duty; 1.4M reserves
Over 60 Military Processing Centers in the U.S.
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Work the Bases:
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Contact the MWR / ITT /ITR Offices on base
Graduations - every 8 – 10 weeks
Leisure Travel
Always visit the PAO (Public Affairs Office) on military bases
Work Reunions (great sites http://www.military.com/ and http://www.reunionfriendly.com/)
Sponsor a sports event
Visit the Contract Officer (CO)
Join Rotary
Participate in the base travel shows
Relocation office for housing or base ‘overflow’
MILITARY LEISURE VOUCHER PROGRAM
– Discounted, prepaid reservation admissions and
lodging
– Active Duty, Active Reserve and National Guard,
Retired Military, DOD Civilian employees, and
Family Members
– Ms. Jean Neal jean.m.neal3.naf@mail.mil
STATE & LOCAL GOVERNMENTS
• City, State, County entities
– Court systems
– State Funded Universities
– Local stated funded schools
– State Funded Medical Centers
– Indian Reservations
– Utility Companies
– State prisons
– Medial Boards
– State Parks and Recreation
• 25 States have established Travel Coordinator
• 34 States have a centralized and designated travel agency in place
• State Travel Manager Alliance: www.stma.us
COST REIMBURSABLE CONTRACTORS
– Corporation contracted by the federal government
– Seeking per diem rates
– Lockheed Martin, Northrop Grumman, Boeing,
Raytheon, General Dynamics, L-3 Communications,
BAE Systems, and many others
– www.govexec.com - top contractors
GOVERNMENT REFERENCES
• “The United States Government Manual 2012”
U.S. Government Printing Office
• “Military Installations Worldwide Guide”
Military Times Media Group # 800-368-5718
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“Government Executive”
www.govevents.com
Where Government Gathers
CGTP
CERTIFIED GOVERNMENT TRAVEL PROFESSIONAL
• Launched 2007
• Defines the ABC’s of the government market
• Networking opportunities
• Certified designation
• Contact Rick Singer
• Process of being updated
QUESTIONS
April 2013