Slide 1 FastFacts Feature Presentation May 20, 2015 To dial in, use this phone number and...

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Slide 1 FastFacts Feature Presentation May 20, 2015 To dial in, use this phone number and participant code… Phone number: 888-651- 5908 Participant code: 182500 To participate via VoIP… You must have a sound card You must have headphones or computer speakers © 2015 The Johns Hopkins University. All rights reserved.

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Page 1: Slide 1 FastFacts Feature Presentation May 20, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 1

FastFactsFeature Presentation

May 20, 2015

To dial in, use this phone number and participant code…

Phone number: 888-651-5908 Participant code: 182500

To participate via VoIP…

You must have a sound card

You must have headphones or computer speakers

© 2015 The Johns Hopkins University. All rights reserved.

Page 2: Slide 1 FastFacts Feature Presentation May 20, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 2

Today’s TopicWe’ll be taking a look at…

Johns Hopkins Travel Program Overview

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Slide 3

Today’s PresentersAmy PageJohns HopkinsDirector, Travel and Expense [email protected]

Mark ChisamoreJohns HopkinsProject [email protected]

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Slide 4

Session Segments

PresentationIn this session, Amy Page and Mark Chisamore will introduce you to the Johns Hopkins Travel Program and Travel Portal, teach you how to create a traveler profile in Concur, and explain how to book travel with World Travel, Inc.During Amy and Mark’s presentation, your phone will be muted.

Q&AAfter the presentation, we’ll hold a Q&A session.We’ll open up the phone lines, and you’ll be able to ask questions directly.Amy and Mark will answer as many of your questions as time allows

Page 5: Slide 1 FastFacts Feature Presentation May 20, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 5

Contact Us

If you would like to submit a question during the presentation or if you’re having technical difficulties, you can email us at: [email protected]

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Slide 6

Survey

SurveyAt the end of this FastFacts session, we’ll ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.Thank you in advance for your participation.

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Slide 7

How To View Full Screen

Click Here

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Slide 8

Agenda

Today’s presentation will allow:

• Introduce the Johns Hopkins Travel Program• Provide an overview of World Travel, Inc. and its services• Identify where to access the Johns Travel Portal and Concur • Highlight the Johns Hopkins Travel Portal and its resources• Demonstrate how to complete your Traveler Profile within

Concur• Demonstrate how to create a travel itinerary in Concur • Identify the support contacts for troubleshooting issues

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Slide 9

The Travel Program was designated to promote three primary benefits for the University and Health System. They include:

Travel Program: What it will look like

Increased Cost Savings

• Integrated online booking tool with pre-loaded, Johns Hopkins rates

• WTI support to leverage spend and negotiate discounts with hotels, airlines, rental cars, and other travel suppliers to deliver the best discounts for Johns Hopkins

Enhanced Customer Service

• Single travel portal with direct access to online booking tool, policies and training

• World Travel, Inc. agent-supported itinerary changes (i.e., avoid long lines at airports)

• 24/7/365 customer and emergency support to improve travel experience

Improved Safety Support

• Centralized itineraries to improve Duty of Care

• Automatic integration with the Johns Hopkins Travel Registry and iSOS to notify travelers in the event of an emergency (anywhere in the world)

Page 10: Slide 1 FastFacts Feature Presentation May 20, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 10

Overview of World Travel, Inc. and Concur

We are pleased to announce two new components to the Johns Hopkins Travel Program: World Travel, Inc. and Concur

World Travel, Inc. Overview Concur Overview

World Travel, Inc. (WTI), based in Exton, PA, is a new travel agency for the university (not to be confused with World Travel Services).

The Johns Hopkins Travel Committee selected WTI as its primary travel management company for several reasons, including:

•Annual booked travel: over $1 Billion

•Average agent tenure: 11 years

•Operating Hours: 24/7/365 service (all insourced)

•Academic Client References: UPenn, American University and Villanova University

Concur is the online booking tool that WTI licenses to book travel. Concur, which it is not owned by WTI, is the user interface for corporate bookings.

Concur is a tool leveraged by many academic institutions and will provide Johns Hopkins travelers with a number of benefits, including:

•Lower transaction fees and lower ticket prices

•Web fare and multi-GDS integration

•Complete configuration and training

•Complete quality control and reporting

Page 11: Slide 1 FastFacts Feature Presentation May 20, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 11

World Travel, Inc. Fee Structure

Like all other travel agencies, World Travel, Inc. charges a nominal transaction fee per booking. The Johns Hopkins Travel Program has helped to secure some of the best rates in the industry.

Booking Type Vendor Categories Transaction Fee

OnlineAir / Rail reservations (including ancillary services)

$8

Online Hotel / Car reservation only $5

Online, Agent AssistedAir / Rail reservation (including ancillary services)

$20

Full Service Air / Rail reservations (including ancillary services)

$35

Full Service Hotel / Car reservation only $5

Frequently Asked Questions:Q: Is there any fee to research fares online in Concur or over the phone with a WTI agent? A: No, there is no fee to research fares in the Concur tool or over the phone with a WTI agent. Transaction fees are only incurred at the time of booking (hotel / car) or ticketing (air / rail).

Q: Are transaction fees the same for both domestic and international reservations?A: Yes, the fees for both domestic and international reservations are identical.

Q: Is there any additional fee to change a reservation once it has been booked (i.e., multiple charges)?A: No, you will not incur any additional service fee to change an existing reservation, although the carrier may charge you a change fee. The exception, however, is for agent-assisted online reservations where an upcharge of up to $12 may apply.

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Slide 12

Preferred Suppliers List

In order to optimize our travel spend, the Johns Hopkins travel program has leveraged is consolidated buying power in the travel sector and negotiated cost-effective contracts with big suppliers.

Johns Hopkins Preferred Suppliers

Please utilize Johns Hopkins preferred suppliers whenever possible to enable us to continue to negotiate rates for the Johns Hopkins

community

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Slide 13

By moving our travel spend to one agency, we can leverage World Travel, Inc.’s experience increasing program value through savings.

Program Savings Potential with WTI

Travel Consultation

WTI agents are extremely knowledgeable and experienced agents who provide consultation for complex, global itineraries•Unlimited access to consult with WTI agents (at not cost)•Leverage the International rate desk to find you better and more efficient routes for global travel

Fare Savings

WTI has demonstrated repeatedly its ability to save money for its clients.•Average fare savings of $69 per ticket (Concur-booked tickets compared to online prices)•Average program savings of Top 10 WTI clients: $106,559 per WTI client*

Time SavingsYou will be able to leverage Concur and WTI resources to research and plan travel•Unlimited access to research fares in Concur (at not cost)•Offload guest, group or conference travel booking to WTI agents

These mechanisms will support the Johns Hopkins Travel Program by increasing cost savings and enhancing the customer service you

receive.

Page 14: Slide 1 FastFacts Feature Presentation May 20, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 14

Your Savings Potential with WTI

We are pleased to announce two new components to the Johns Hopkins Travel Program: World Travel, Inc. and Concur

Scenario 1: Train Baltimore to New York

Scenario 2: Car Rental in Dallas

Scenario 1: You have a midweek trip up to New York to meet with a few donors and elect to take Acela.

•AMTRAK web price: $428

•Concur price: $343

•WTI Booking Fee: $8

•Estimated Savings: $77

Scenario 2: You are spending the week in Dallas and need a rental car to make some visits around the city.

•Kayak price: $49.00 per day (w/o insurance)

•Concur price: $33.69 per day (w/ insurance)

•WTI Booking Fee: $5

•Estimated Savings: ~$16 per day

Page 15: Slide 1 FastFacts Feature Presentation May 20, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 15

Value-Added Services

World Travel, Inc. offers an array of value-added services to meet its client needs.

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Slide 16

Low Fare Guarantee

Prior to booking, if you find a lower airfare available for your identical itinerary, World Travel, Inc. will match the lower airfare or provide a refund of double the difference.

Prior to booking, if you find a lower airfare available for your identical itinerary, World Travel, Inc. will match the lower airfare or provide a refund of double the difference.

This is a traveler-driven process. To submit a refund claim, please visit the Johns Hopkins Travel Portal.

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Slide 17

Live Travel Portal and Concur Demo

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Slide 18

Need Help? If you have additional questions, now or later, please contact one of the individuals below for support.

For more information, please contact us at [email protected] or visit the Johns Hopkins Travel Portal.

Topic JH Contacts Email Phone

Travel PortalJHU Purchasing [email protected] (443) 997-1000

Travel Policy

Reimbursement JH Accounts Payable [email protected] (443) 997-6688

Other IT Issues JH IT Help Desk n/a(410) 955-HELP(410) 516-HELP

Other Travel Topics Mark Chisamore [email protected] n/a

Topic WTI Contacts Email Phone

Booking Travel Adrienne Burton (Lead Agent) [email protected] (888) 433-2556(484) 348-6310

Concur Concur Online Support Team [email protected] (800) 221-4730

Mobile Support Mobile Support Team [email protected] n/a

Groups and Meetings Johns Hopkins Agents [email protected] (888) 433-2556(484) 348-6310

Page 19: Slide 1 FastFacts Feature Presentation May 20, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 19

WTI Dedicated Team

Contact Title Email Phone

Adrienne Burton Johns Hopkins Team Lead

[email protected] (888) 433-2556(484) 348-6310

Tim Briggs Johns Hopkins Agent

Terrie Posta Johns Hopkins Agent

Melissa Holsopple Johns Hopkins Agent

After Hours Agent Support World Travel [email protected]

(888) 433-2556

Donna Rufo Account Manager [email protected] (484) 348-6694

World Travel, Inc. has a robust and experienced team dedicated to support Johns Hopkins travelers.

Page 20: Slide 1 FastFacts Feature Presentation May 20, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 20

We’re going to open the phone lines now!

There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line.

We’ll be answering questions in the order that we receive them.

We’ll also be answering the questions that were emailed to us during the presentation.

If there’s a question that we can’t answer, we’ll do some research after this session, and then email the answer to all participants.

Q&A

Page 21: Slide 1 FastFacts Feature Presentation May 20, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 21

Thank You!

Thank you for participating!We would love to hear from you.

Are there certain topics that you would like us to cover in future FastFacts sessions?Would you like to be a FastFacts presenter?Please email us at: [email protected]

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Slide 22

Survey

Before we close, please take the time to complete a short survey.Your feedback will help us as we plan future FastFacts sessions.Click this link to access the survey… http://connect.johnshopkins.edu/fastfactssurvey/

Thanks again!


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