Disbursements & Travel
Services Office
Travel Updates
December 13, 2012
Mileage Rate Change
• Effective January 1, 2013
– .565 cents per mile
• September 1, 2012 to December 31, 2012
– .555 cents per mile
Travel Agency and
Car Rental Agency Background
• 82nd Legislature, Senate Bill 5
– SB 5 lifted the requirement that institutions of higher
education are required to participate in the state travel
program.
– UT System and UT Systemwide Travel Council agreed to
issue certain request for proposal (RFP) for Systemwide
Travel Management Services
• The goal to minimize cost, while improving overall service
UT Systemwide Travel Council
• Travel Council in collaboration with UT System
Supply Chain Alliance issued the following RFPs
in July:
– Travel Agency
– Car Rental Agency
• Membership
– Membership consists of a representative from every
institution who is responsible for the institutions travel
programs
– Each member/institution is authorized one vote
• UT System and MD Anderson are authorized two votes each
Travel Agency and
Car Rental Agency
• Objective of the RFP
– Explore whether to transition to an alternative arrangement in
which UT System Administration and UT System institutions
contract with a single preferred supplier to be the
exclusive provider for all business travel management
services to UT System
– Management Fee structure in lieu of per transaction fee
Travel Agency and
Car Rental Agency (cont.)
• UTSA currently represents
– 2.42% of all UT Systemwide travel or $896,000
– 1600 domestic transactions and 200 international
transactions
– Data is based on FY 2011 travel purchases made thru the
UTSA contracted travel agencies
Travel Agency and
Car Rental Agency (cont.)
• Seven Travel Agencies Responded
• Carlson Wagonlit Travel
• Corporate Travel Planners Inc
– Subcontractor: Anthony Travel
• Frosch International Travel
– Subcontractor: Sun Travel
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Omega World Travel
Ovation Corporate Travel
Short’s Travel Management, Inc
The Alamo Travel Group
Travel Agency and
Car Rental Agency (cont.)
• The following four agencies were invited to present to
Travel Council on October 31st and November 1st in
Austin
• Corporate Travel Planners Inc
– Subcontractor: Anthony Travel
• Omega World Travel
• Short’s Travel Management, Inc
• The Alamo Travel Group
Travel Agency and
Car Rental Agency (cont.)
• Three Car Rental Agencies responded:
– Avis/Budget Group
– Enterprise/National Holdings
– Hertz Corporation
• All car rental agencies were invited to present to
Travel Council
CMO Approval
• Presentation made to CMO
– CMO approved support of preferred supplier for
travel and car rental agencies on December 3, 2012
Travel Agency and
Car Rental Agency
• Travel Council’s vote were as follows:
– Travel Agency
• Corporate Travel Planners and Anthony Travel
– Car Rental Agency
• 3-way award to car rental agencies
– Avis/Budget
– Enterprise/National
– Hertz
Travel Agency Benefits
• Streamlined contract management
– Uniform service standard requirements
– Travel Agency – Management Fee provides a lower overall
cost systemwide
• Enhanced Service Requirements
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Experienced agents/Designated account managers
Minimal hold time
Familiar with institution’s travel policy
Agents have the ability to view all airlines schedules and fares
Agencies have airline executive desk status for assistance with
waivers and fare matching
Travel Agency Benefits
• Auto enrollment in ISOS
– All reservations including domestic can be tracked during
emergency situations.
– Complies with UT System requirements
• Innovative use of technology
– Ability to access the Southwest Airlines SWABIZ tool for
web fares
– Concur on-line travel tool
Travel Agency Benefits
• Improved Management Reporting
– Improved reporting on travel cost
– Lost savings and realized savings
– Automated notification to travel for unused ticket
Car Rental Agency Benefits
• Multiple options on rental company, car type and
rental locations
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Each agency has express service option
Frequent rental rewards
Discounts on international rentals
Free car upgrades and choose your own car options
• Additional services
– Box trucks
– Car Share Programs
Travel Agency and
Car Rental Agency
• Who is affected?
– All employees of UT System and The University of Texas
Investment Management Company to include:
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Students
Guests
Consultants traveling on behalf of UT System
Patient Travel when in the care of a UT Medical Institution
– Everyone systemwide will be required to use contracts.
– Excludes:
• Athletic Travel
• Group (students) Travel
Implementation Timeline
• December 2012
– Vendors have been notified
– Contracts are reviewed
– UTSA Travel FMOGs and forms are being revised
• Mid January 2013
– Anticipate Contracts to be fully executed
Implementation Timeline
• February 1, 2013
– 90 day implementation process begins at the institution
level
• April and May
– Travel Fairs and training will be scheduled for UTSA
community
Implementation Timeline
• June 1, 2013
– All UT 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
Disbursements & Travel
Services Office
Questions?