Improving the Travel Experience for YOU! 2/1/2016 1 . WE HEARD YOU! 2/1/2016 2 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 MANAGING TRAVEL AT UVA UNTIL NOW 2/1/2016 3 . 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 2/1/2016 4 Re-designing TRAVEL AND EXPENSE MANAGEMENT for the uva community TravelUVA launched January 4, 2016 ExpenseUVA to be launched in Spring 2016 New Policies TravelUVA: online booking tool customized for UVA; full service travel agent support; traveler alerts and assistance; Export Controls guidance, etc. ExpenseUVA: online expense management tool that will seamlessly integrate with TravelUVA; eliminates paper processing and replaces travel workbook Travel and Expense Services Team 5 2/1/2016 . 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! 2/1/2016 6 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 2/1/2016 7 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 2/1/2016 8 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 travelUrgent after-hours assistance. 2/1/2016 9 DUTY OF CARE 24/7 monitoring of world events with mobile traveler alert notifications 2/1/ Automatic enrollment in United Healthcare Global Assistance travel insurance 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 UVAs 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. 2/1/ 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 Already negotiated a 2% discount on Delta flights 2/1/ 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 2/1/ 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 2/1/ Taking a Closer Look at Booking Online Supported by Christopherson Business Travel (CBT) and Powered by Concur 2/1/ LANDING PAGE 2/1/ CONCUR HOME PAGE 2/1/ REQUIRED INFORMATION IN A TRAVELER PROFILE Home address One telephone number Emergency contact information TSA information Gender Date of birth 2/1/ SETTING UP YOUR PROFILE 2/1/ SECURITY MASKING/FREQUENT FLIER 2/1/ 2/1/ 2/1/ ACT AS OTHER USER 2/1/ ACTING AS 2/1/ BOOK FOR A GUEST 2/1/ SEARCH SCREEN 2/1/ EXPORT CONTROL NOTICE 2/1/ DEFAULT SHOP BY SCHEDULE 2/1/ 2/1/ POLICY ALERT 2/1/ SEAT ASSIGNMENTS 2/1/ HOTELS 2/1/ PER DIEM 2/1/ 2/1/ 2/1/ 2/1/ 2/1/ TRIP LIBRARY 2/1/ ARRANGER VIEW 2/1/ WHEN You Should USE A FULLSERVICE Agent Travel to Sanctioned Countries Groups of 10 or more Rail (other than Amtrak) Most budget air carriers Limos/Car Services/Shuttles Motor-coach/Charter Buses 2/1/ 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. 2/1/ WHAT TO DO NOW Start using TravelUVA! Complete your traveler profile in TravelUVA Visitforwww.procurement.virginia.edu new streamlined policy, updates, helpful information, 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 Apply for a Travel and Expense Card or request removal of restrictions on existing card Watch for updates about ExpenseUVA coming this spring! Let us know your thoughts 2/1/ OPEN LABS Bring your questions for hands-on learning! 12 spots in each session. Register in IS Employee Self-Service to reserve your space. 2/1/ QUESTIONS? Lisa AtkinsLisa Atkins, Travel and Expense Administrator Raegan HarouffRaegan Harouff, Travel and Expense Project Coordinator Dolores HildebrandDolores Hildebrand, Assistant Director Carrie McGowanCarrie McGowan, Travel, Expense, and Card Program Manager Helpful information and step-by-step user guides located atunder Travel & Expense.2/1/