Managed Travel Program Financial Management Meeting
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1 Managed Travel Program Financial Management Meeting Welcome Center 21 N. Park Street December 11, 2012
2 Discussion Outline I. Why is travel management a topic for campus II. Who has been designated to lead the effort III. Information gathered IV. Work in process V. What are the benefits 2
3 FY12 UW-Madison Travel Data Expenses E-Reimbursement FY12 Expenses & Travelers Travelers $4,000,000 3,000 $3,500,000 2,500 $3,000,000 $2,500,000 2,000 $2,000,000 1,500 $1,500,000 1,000 $1,000,000 $500, $0 0 3
4 UW System Granted Travel Flexibilities by Statute S (56), Wis. Stats, Effective July 1, 2013, the board shall establish travel policies for system employees and a schedule for the reimbursement of system employees for travel expenses. 4
5 Travel Management & Operations Committee (TMOC) Purpose Develop UW-System-wide business travel program, representing individual institution needs with recommendations which meet UWS travel and expense management program goals. Co-Chairs Terri Gill, UWS Travel Manager Vonnie Buske, UW-Whitewater Members Dan Langer, UW-Madison Jeanne Rotter, UW-Madison Mehdi Rezai, UW-Madison Yvonne Quamme, UW-Madison Scott Menke, UW-Parkside Pam Kissinger, UW-Milwaukee Diana Wollman, UW-Colleges Sara Pritzl, UW-Oshkosh Bo DeDeker, UW-Stevens Point Jean Sukow, UW-Stevens Point 5
6 Travel Executive Committee Purpose Develop and approve long range goals and strategies, approve major process changes, and provide additional resources and funding as required. Chair Debbie Durcan, UWS Members Paul Deluca, UW-Madison Darrell Bazzell, UW-Madison Kelly Franz, UW-Green Bay Mittie Nimocks, UW-Platteville Dan Malacara, UW-Extension Joan Thomas, UW-Stout Joann Wilson, UW-Platteville 6
7 UW-Madison Travel Advisory Committee Purpose Provide advice and feedback regarding UW-Madison travel needs. Members Christi Horstmeyer, L&S Elliott Sober, L&S Miron Livny, L&S Darlene Wood, SMPH Lisa Griesel, SMPH Bill Koepcke, Engineering Lynn Gross, Engineering Mandi Kilcoyne, Engineering Erin Silva, CALS Alfonso Del Rio, CALS Michael Duvernois, Grad School Nicholas Tincher, Grad School Autumn Hayes, Education Marylou Ringquist, Education Odette Ahn, Business Russ Coff, Business Randy Dunham, Business Jyoti Watters, Vet Med Kristi Thorson, Vet Med Karen Steinle, Pharmacy Tim McCarthy, International Jessica Boche, International 7
8 Some Activities To Date UWS Survey >50% travel for conferences 70% of trips are 1-4 days 45% in-state and a further 40% domestic US 70% of flights Delta and United Hilton, Marriott and Hyatt three most popular hotels Dissatisfactions: 1. Meal, mileage and lodging rates 2. On-line booking tool (Concur) Concur Enhancements Air discount agreements with American, Delta and United Enhancements for direct flight options Simplified default times (morning, afternoon, evening) Discount hotel program rates added to the system Customized training notes and training videos 8
9 UW Managed Travel Program - Primary Focus Accommodate traveler needs, comfort, security and duty of care Channel bookings to single source on-line system Lower travel costs Use consolidated savings to offset increases in lodging and meal rates Select through RFP new contractual partner effective July 1,
10 Travel Merchants Perspective Merchant Expectations: Establishment of a formal travel policy Support by institutional leadership Identified preferred suppliers and market share commitments Identified approved/not approved expenses Outline payment procedures Management through a consolidated travel booking channel (on-line tool) with high adoption (75% corporate sector, 50% higher education*) *Source: Wisconsin Business Travel Assn. by R.D. Brown Company & Society of Collegiate Travel & Expense Managers Merchant Able to Offer: Loyalty incentives / upgrades Point of sale discounts up to 25% Additional future travel points 10
11 Institutional Benefits of On-Line Booking Tool Leverage data consolidation and reporting Provide more efficient service to travelers when plans change Know where travelers are for emergencies Leverage volume for increased discounts with merchants (air, lodging, vehicle rentals) Track unused tickets and apply toward future trips Automate customer feedback process Others: Waived first bag fees (average of $50 per trip) Waived change fees (average $150 per change) Increased accuracy of travel data Better compliance with IRS rules on employer-paid business travel 11
12 Questions / Comments? 12
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