Matt Fajack Executive Director of Financial

Affairs

Exclusive Travel Partner Analysis and

Kent State Travel Policy and Procedure

What Are We Doing?• Harnessing our travel purchasing power

• Efficiently capturing travel data

• Enabling the University and our travel partner to negotiate best pricing and services

• Providing education on travel best practices

• Enforcing policy

Travel Partner Features• On-line, phone or in-person booking

• Customized website

• Lowest fare guarantee

• Global hotel program

• International travel support

• Group meeting support

Travel Partner Features• Visa and passport processing

• Unused, non-refundable ticket tracking

• Corporate points programs

• Extensive management reporting

• Leisure and vacation services

Benefits of Exclusive Travel Agent

• Convenience

• Discounted pricing for air, hotel and rental car (estimated savings of $1.0 million per year)

• Kent campus, on-site personnel

• Compliance with University policies and Ohio Revised Code

Changes to Administrative Policy

• Policies and procedures are still in draft form

• Caveat – All of the following information is subject to change

• Only change to policy is the use of exclusive travel agency

• Other revisions are clarifications

• Procedures developed to support use of travel agent

Policy and Procedure Highlights

• Applies to all sources of funds expended by the university, including sponsored programs.

• Certain departments may have stricter policies.

• Nothing in the policy does or intends to conflict with CBAs.

Definition of Lowest Fare

• Old policy had lowest fare requirement

• New policy defines lowest fare

• Only one connection without increasing travel time by more than two hours

• Alternative flights and alternative airports if travel time does not increase by more than two hours

• Does not apply to flights leaving prior to 6:30 am or arriving after midnight

Definition of Lowest Fare (con’t)

• Federal grants must fly a United States carrier

• The savings must be greater than $200

Frequent Flyer Programs

• Ohio Ethics Commission Advisory Opinion No. 90-010

• Departments can decide how to use miles earned on University funds:

• Accumulate for the department use

• Leave up to the individual traveler

KSU Travel Servicesaka Traveline

• Traveline’s Kent office is located in the Michael Schwartz Center, room 189

• Traveline’s campus phone number is 2-7300

• Central travel card• http://www.traveline.com/travelport-ksu.html

• Profiles• Fast Park

http://www.airportfastpark.com/main/MarketingEnrollInfo.aspx

Split Tickets• “Split tickets”

• If the traveler pays more than 10% of the cost of a trip, they are exempt from the university travel policies and procedures.

• The traveler must use a personal credit card and request reimbursement.

Accounting for Traveline Activity• A monthly journal entry will record expenses

for airline tickets purchased through Traveline.

• Reports will be sent from Procurement / Payments to the designated FRS account manager each month to provide the details of the charges.

• Other travel charges (hotel, car rental, etc…) will be handled through the current expense reimbursement request process.

Other Information

• Group trips

• Conferences

• Travel within continents other than North America

Communications and Training

• Exclusivity is tentatively scheduled to begin September 1, 2006.

• In addition to the overview and detailed training provided at today’s BAS Forum, three other less detailed training sessions are planned in July, August and September.

• Individual or department training is available by request.

Communications and Training

• An article will run in the e-inside Management Update.

• Monthly stories will appear in future issues of the e-inside sent to all KSU employees.

• Looking for other communication venues.

&

A Travel Management Partnership

8434 Mentor Ave. | Suite 102 | Mentor, OH | 44060 | 440.602.8020

Lynn Turnbow Account Manager - Traveline

Traveline and Travelport

8434 Mentor Ave. | Suite 102 | Mentor, OH | 44060 | 440.602.8020

Traveline History• Founded 1962 – Arline Kneen

44 years of growing, reinventing, & consistency • Staffed with average 18 years industry

experience• Local area locations Columbus, Mentor,

Akron/Canton, Willoughby, Youngstown, and Beachwood (formerly Continental Airlines ticket office)

• Ranked in top 50 travel agencies in the country by Business Travel News

What Makes Us Different?• 44 years experience in Corporate Business

Travel• Client retention – average relationship 14 yrs +• One-point of contact with dedicated Account

Management• 70 employees, 80% with ten or more years

tenure with Traveline• Custom designed travel programs based on

your needs – not ours • Analysis of supplier agreements for policy

changes or cost savings• Technology that works with you & for you

The Travel Industry Today

( Subject to change with no advance notice )• Is a non refundable ticket really your lowest

fare?• How many penalty change fees do you pay?• Do you know where your e-tickets are?• How do you get around the rules? • What are the rules ? • When did you last review your travel policy? ( the airlines change theirs all the time)

• Are you keeping track? You don’t have to – We do it for you

• 24 x 7 Flight schedules & real-time flight info

• Travel arrangers can create & manage travel on behalf of multiple travelers

• Guarantees all travel is adherent to the university travel policy

• Airport information & destination features

• Saves $$$

Travelport Self Booking System

Full Service Reservations

Quality Assurance Technology

• SeatFinder – assures best possible seats• FareFinder – continuously searches for

lower fares on booked itinerary• Clearance – Repeatedly attempts to clear

waitlisted flights and fares• E-Status – Verifies usage of electronic

tickets• QualityCheck – verifies travel information

based on personal and university definitions

AGENT 24 After Hours Emergency

Service• “Courteous, Professional,

Knowledgeable, Experienced”• Automated Quality Control• One toll – free number

convenience• Prompt response time

Global Hotel Programme

• Average discount rates up to 20% off the corporate rate

• 7900 hotels in 2100 locations across 146 countries worldwide

• Guaranteed last room availability

• Block Space program

Internet Fare Shopping

with “Optimal Faring”• You’ll never hear “I found a lower fare

online” again! • All fares compared against Internet/Web

based fares, Travelocity, Expedia, & all major airline sites

• Shopping/audit process completed within moments - not minutes

• Internet transactions captured & integrated into management reports

• Saves time & money for the organization

Vacation Travel Services

• Certified Travel Counselors and Destination Specialists in all offices

• Preferred pricing on cruises, tours, & packages• Customized discount vacation programs for

corporate clients • Gift certificates available for all travel products• www.traveline.com

8434 Mentor Ave. | Suite 102 | Mentor, OH | 44060 | 440.602.8020