TravelPresentation20 05TravelCoordinatorM eeting

Slide1: 

New York State Centralized Travel Program 2005 Travel Coordinator Meeting – July 19, 2005 Presenter: Todd Wadzinski New York State Office Of General Services

But travel is fun, right?: 

But travel is fun, right? While many see travel as fun and exotic….. New York State sees travel as work!

Agenda: 

Agenda Office of General Services Carlson Wagonlit/Albany Travel American Airlines --Lunch-- Enterprise Rent-A-Car Office of State Comptroller Amtrak

Air Travel Services Contract: 

Air Travel Services Contract 530 domestic and international city pairs under current contract. Contract expires February 28, 2006. Cost savings of 15% - 80% over normal full fare ticket prices. NYS saves approximately $17 million/year

Current Contractors: 

Current Contractors Air Tran Airways American Airlines America West Airlines CommutAir (Continental Connection) Continental Airlines Delta Airlines JetBlue Airways Midwest Airlines United Airlines US Airways

Some Examples……….: 

Some Examples………. Albany to Buffalo: list price $658; NYS price $125 Albany to Los Angeles: list price $1585; NYS price $257 Buffalo to Orlando: list price $1069; NYS price $140 New York City to Boston: list price $624; NYS price $85 New York City to London: list price $1420; NYS price $399 New York City to Tokyo: list price $4035; NYS price $255 NYC to Washington, DC: list price $584; NYS price $120 (all prices listed are one-way)

Service Highlights: 

Service Highlights 100% refundable tickets Fully changeable tickets Last seat availability No advance purchase or Saturday night stay requirements.

Service Highlights: 

Service Highlights Domestic city pairs have at least 2 flights per day. Frequent flyer miles and other travel incentives will accrue for individuals. Most city pairs have no more than one layover and major metropolitan areas have non-stop flights.

Who can use this contract?: 

Who can use this contract? All State Agencies NYS Executive Branch NYS Assembly NYS Senate NYS Judicial System SUNY NYS Authorities & Boards Previously Approved Entities (found in contract)

NYS Air Travel Policy: 

NYS Air Travel Policy Governor’s Office made this contract mandatory for all Executive State Agencies on May 23, 2003.

So what does this mean?: 

So what does this mean? All Executive State Agencies are mandated to use this contract. All airline tickets must be purchased using the State Travel Card/Central Travel Account (CTA). All ticketing must be booked through an authorized State travel agent contractor.

Exceptions to travel policy: 

Exceptions to travel policy If an Emergency If non contract fare saves more than $200 over the contract price. Exceptions require prior approval of Agency Finance Officer. Must notify Statewide Travel Coordinator Statewide Travel Coordinator is notified by travel agent if fare is over $1000.

Method of Payment: 

Method of Payment Corporate Citibank Travel Card Central Travel Account/CTA – Citibank Personal credit cards, checks or cash CANNOT be used.

Reservations…….: 

Reservations……. Must use Contract Travel Agent -- reports are essential -- they know the policy -- they know NYS business Cannot obtain fares on internet or by calling the airline directly “Matched” fares cannot be used.

Travel Agent Services Contract: 

Travel Agent Services Contract Provides “One-stop shopping” for all business travel needs. Make reservations for air, hotel, bus, train, rental car, all with one transaction fee. Current contract expires January 15, 2006.

Why use a travel agency?: 

Why use a travel agency? Mandatory for all Executive State Agencies Contract travel agents are familiar with OGS contracts and State travel policy No fee for exchanging/reissuing tickets 24 hour Emergency Service Center Security/Tracking travelers Reporting

Current Contractors: 

Current Contractors Carlson Wagonlit/Albany Travel (Statewide) Stovroff and Taylor Travel (Statewide) Advantage Travel (Regional) Austin Travel (Regional) Grinnell Travel Agency (Regional) Plaza Travel (Regional) The Travel Team (Regional) BTI the Travel Consultants (Regional) Lakeside Travel/Rich Worldwide Travel (Regional)

Contract Transaction Fees: 

Contract Transaction Fees Airline ticket: $15 to $28 Train/Bus ticket: $5 to $25 No fee for hotels/rental cars

Ticket Delivery : 

Ticket Delivery Most tickets are now processed “electronically” – email will be sent to traveler Some airlines may charge for a paper ticket when an “e-ticket” is available. Paper tickets -- No charge for first class mail -- All other delivery methods are at the user agency’s expense

Who can use the Travel Agent Services contract?: 

Who can use the Travel Agent Services contract? All State Agencies All Political Subdivisions

Passenger Vehicle Rental: 

Passenger Vehicle Rental Contract is awaiting approval by OSC Enterprise Rent-A-Car is contractor for all in-state and out-of-state rentals Available to all State and non-state agencies Contract expires May 8, 2010

Rental Insurance: 

Rental Insurance New contract does NOT provide CDW/LDW insurance. Citibank Visa should be used for all rentals since it provides full insurance coverage. If Citibank Visa cannot be used the renter should purchase CDW/LDW insurance. Reimbursement varies by agency.

Slide23: 

Economy Compact Mid-size Full-size Premium/Luxury Mini-van Sport Utility Vehicle (SUV) Pickup truck What types of vehicles are offered?

Pricing…….: 

Pricing……. Vehicle Class Albany Daily Rate Economy Sedan $26.99 Compact Sedan $28.99 Mid-size Sedan $32.99 Full-size Sedan $35.99 Premium $47.99 Mini-van/SUV $51.99 Pickup truck $38.99

Why should I comply?: 

Why should I comply? Competitive rates Unlimited mileage Early vehicle pick-up (most locations) One way rental available (rates vary by location) Drop box for after hours returns (most locations) Customer pick-up and drop-off (most locations)

Personal Vehicle Parking: 

Personal Vehicle Parking One vehicle per rental (not available at airport locations) No charge As an alternative….. Remote vehicle delivery/pickup No charge

Reservations: 

Reservations Call 1-800-RENT-A-CAR or local Enterprise office Give reservation agent ID# NA24NYS Go to www.enterprise.com Use corporate account NA24NYS and PIN: STA Use the contracted travel agent

Payment Methods: 

Payment Methods Corporate Travel Card (Preferred Method) Central Travel Account (CTA) Personal Credit Card Cash Purchase Order (travelers should verify there are no extra fees charged)

Lodging: 

Lodging White Plains – Korman Communities Buffalo – Hart Hotels (6 properties) Washington, DC – Club Quarters New York City – Holiday Inn Wall Street, Holiday Inn Downtown, Club Quarters, Korman Communites.

Lodging: 

Lodging Filed Price Agreements NOT contracts Pricing below current Per Diem rates Special government amenities included To view specific properties: www.ogs.state.ny.us/travel/contractlodging.html

Amtrak: 

Amtrak Discount rates available to State employees traveling for business purposes. Bulk ticketing available directly through Amtrak or a contracted travel agent State government rates can be booked by calling 800-USA-RAIL, at the Amtrak ticket window, or by using a contracted travel agent.

Amtrak rates – one way: 

Amtrak rates – one way Albany/Schenectady to NYC (Penn Station): Off peak: $39 Peak: $45 Albany to Buffalo: Off peak: $45 Peak: $54 NYC (Penn Station) to Washington, DC: Metroliner: Off peak: $115 Peak: $123 Acela Express: Off peak: $132 Peak: $141 NYC (Penn Station) to Boston: Regional Off peak: $62 Peak: $77 (Peak rates apply Fri & Sun between 9am – 6:59pm)

Need more information?: 

Need more information? www.ogs.state.ny.us/travel Todd Wadzinski Statewide Travel Coordinator 518-402-5005 todd.wadzinski@ogs.state.ny.us

QUESTIONS: 

QUESTIONS