Federal Acquisition Service U.S. General Services Administration GSAs Center for Travel Management...

Federal Acquisition Service

U.S. General Services Administration

GSA’s Center for Travel ManagementIntegrated Travel Programs GSA’s Center for Travel ManagementIntegrated Travel Programs

ITMC Meeting July 22, 2009ITMC Meeting July 22, 2009

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Agenda Overview of GSA’s Integrated Travel Programs

E-Gov Travel Service (ETS)

Travel Services Solution (TSS)

City Pair Air Program

GSA Lodging®

Travel Training

Management Information Service (MIS)

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What are integrated travel programs? GSA offers an integrated approach for customer agencies to manage their

travel Programs support Federal Travel Regulation (FTR) compliance Air, lodging and car programs are accessed online through the E-

Gov Travel Service and offline through government contracted travel management centers (TMCs)

Provides shared, government-wide solutions that help customers manage their travel efficiently and effectively while accomplishing their mission

E-Gov Travel Service (ETS) Travel Services Solution (TSS) schedule City Pair Air Program GSA Lodging® Travel Training Management Information Service (MIS)

Includes customer service and acquisition support

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E-Gov Travel Service (ETS)

ETS provides a travel management service that includes: On-line Booking Engine Authorization Voucher processing Travel Management Center support

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Travel Management Centers (TMC)

Federal Travel Regulation (FTR) requires Executive Branch agencies to use ETS’ TAVS and OBE but allows for a choice of TMCs

Federal Agency can choose a TMC by:

• Utilizing ETS vendor’s travel agent

• Selecting TMC off Travel Services Solution (TSS) schedule 599

• Contracting direct

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ETS Contracts Awarded to Three Vendors

CWGT – E2 Solutions www.cwgt.com

EDS – FedTraveler.com www.fedtraveler.com

NGMS – GovTrip www.govtrip.com

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ETS Deployment as of May 2009

Trends 80 plus civilian agencies have awarded their ETS

task orders 54 agencies are fully deployed Over 2,877,000 vouchers processed to date

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Current benefits being demonstrated

Travelers are being reimbursed in days instead of weeks

Financial interfaces are providing near real time accounting

Agencies are consolidating systems and saving millions in maintenance costs

Online reservations are reducing agencies’ travel costs

Security, policy and utilization of other travel programs is enhanced

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ETS embeds

Existing Policy

• Federal Travel Regulation (FTR)

• Per Diem

Programs

• City Pairs - Air

• FedRooms® - Lodging

• U.S. Government Rental Car Program – Defense Travel Management Office (DTMO)

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Travel Services Solution Schedule 599

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Travel Services Solution (TSS) TSS is a comprehensive contracting vehicle that encompasses

a variety of commercial travel services

Provides agencies flexibility to meet specific requirements such as small business utilization

599 1 Travel Consulting Services 599 2 Travel Agency Services 599 3 Lodging Negotiations and Management Services 599 4 Air Charter Services – Owner operated 599 5 Air Charter Services – Brokers

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City Pairs Air Program

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City Pair Program FY 09

12 Contract Carriers

Over 5,500 domestic and international City Pairs

Airfares average 61-83% below lowest unrestricted commercial rates

Over $5 billion in potential annual savings to the Government in FY 09

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Benefits No advance purchase required No stay restrictions No airline change /cancellation fees Tickets are fully refundable Last seat available Dual fares (YCA, _CA) No blackout periods Fares are priced on 1-way routes Non-stop service 92% of the time where offered Best Value Determination

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Dual Fares

Two contract fares: YCA and _CA The Best Value discounted YCA

The more highly discounted _CA

– Only difference: capacity-controlled

– Dual Fares in over 2300 markets

– Book early, save more

Use of the _CA flights saves billions

YCA

CA

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Required Forms of Payment

SmartPay® 2 Travel Card • Centrally billed • Individually billed

Government Transportation Request (GTR) for International travel only

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GSA Lodging® Programs

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Variety of lodging programs to support customers and agencies

Emergency Lodging– For lodging when a disaster and/or

emergency strike Corporate Housing (30+ nights)

– Turn-key fully furnished apartments FedRooms® - Transient (TDY) 1-29

night stays– Individual, may use SmartPay®2 card

GSA Lodging®

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FedRooms® Value

What’s in it for me, the traveler?

How do you know for sure you are getting rates at or below per diem?

What’s in it for your organization/agency?

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FedRooms® has your Brand!*

*FedRooms® has over 8,000 participating hotels, all brands may not be listed

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Program reflects traveler needs and desires Near business locations Meets quality standards consistent with corporate mission Attracts hotels travelers want to use Hotels have incentive to offer amenities travelers value – free internet,

breakfast Travelers earn ‘rewards’ points Discounts available for personal/leisure/family travel Discounts available to contractors

Travel services (TMCs and ETS) keep travelers within policy – no surprise denied claims (e.g. over per diem cap)

Program offers full circle feedback mechanism to improve traveler satisfaction and corporate goals

Traveler Benefit - Achieve Traveler Satisfaction

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How do I know with certainty that the hotel rate is at or below per diem?

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Hotel owned and managed GOVERNMENT RATE (GOV) Not managed by the government Not necessarily below per diem Not necessarily FEMA compliant Possible hidden fees Cancellation fees Early check-out fees

The FEDROOMS® RATE Managed by the government Always at or below per diem Always FEMA compliant No unadvertised fees Cancel by 4pm day of arrival No early check-out fees

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FedRooms® rate floats with the BAR but never above per diem

Hotel location will reduce rental car and taxi costs

Negotiate amenities such as free internet or breakfast

Avoid charges such as early check-out fee

FedRooms® rate applies to meetings

Agency Benefit - Cost Avoidance

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Negotiate rate better than commonly available – ‘Best Available Rate’ (BAR) Corporate rates are often below per diem and BAR Most government travelers spend to the maximum

allowable per diem Move business from Hotel A …to Hotel B

…and get hotels where you need them Negotiate supplementary chain agreements typically as

a percent off BAR

Agency Benefit – Reduce Lodging Spend

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GSA

Travel Training

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Travel Training - Background

U.S. General Services Administration (GSA) Travel Training has been delivering professional development and training for over 27 years Extensive knowledge Comprehensive courses Current and relevant Accessible and flexible

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Travel Training - Benefits Enhance knowledge of:

Travel and relocation entitlements Travel and transportation services

Increase understanding of E-Gov Travel Service: Embedded policy compliance Electronic authorization and voucher approvals

Maximize use of: City Pair Program (air) FedRooms® (hotels) Travel Management Centers (TMC)

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Classes include

Temporary Duty Travel: FTR Temporary Duty Travel: DoD JTR Vol 2 Temporary Duty Travel: DoD JFTR V1 Advanced Temporary Duty Travel: FTR Advanced Temporary Duty Travel: JTR V2 Approving Officials Responsibility: FTR Approving Officials Responsibility: JTR Vol 2 Conference Planning Travel Basics Relocation Allowances: FTR Relocation Allowances: JTR Vol 2 Relocation Income Tax Allowances Shipping Household Goods and Transportation Management Services Solutions

www.gsa.gov/traveltraining

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NEW for FY 2009

FTR online, Web based training Innovative Convenient 24/7 access No travel expense Saves time Flexible Self paced Ensures consistency and compliance

www.gsa.gov/traveltraining

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GSAManagement Information

Service (MIS)

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MIS Service Provided to Customers Government-wide, web-based travel management

information service. Aggregated travel data from TMCs, SmartPay, and

ETS providers. Desktop capability to generate a suite of world-class

travel management reports. The service supports regulatory requirements and

FTR compliance. Technology refreshment adds drill down and report

capability. Successfully completed certification and accreditation

process

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Customer Value OGP:

First Class Travel Report TRIP Report for TDY Monitor policy compliance Develop new policy

Agencies: Improve FTR compliance Meet regulatory reporting requirements Respond to congressional or other data calls Transparency and financial control of travel spend Ad hoc reporting

GSA Center For Travel Management: Improve strategic sourcing for government-wide travel

programs, e.g., City Pair, FedRooms, etc.

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MIS Training for Customers

GSA will host training sessions in July and August MIS 101: how to use the service

– Log in and review report suite– How do I navigate through the reports?

MIS 202: how to maximize the service – What reports will help me measure policy

compliance?– How can I better manage travel spend?

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Recap One GSA Travel is an integrated approach to manage travel

ETS fully aligns policy and programs

ETS is an end-to-end solution

City Pair, FedRooms® and Rental Cars can all be accessed through ETS

City Pair provides flexibility and high value

FedRooms® rate is not the Government rate and provides policy compliant hotels with rates at or below per diem in over 7,000 locations

MIS; the management information service to better manage travel

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Questions

For additional information visit:www.gsa.gov/travel

Federal Acquisition Service U.S. General Services Administration GSAs Center for Travel Management...

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