CA DEPARTMENT OF GENERAL SERVICES

STATEWIDE TRAVEL PROGRAM

Agenda • Statewide Travel Program (STP) Overview ▫ STP History ▫ STP Benefits ▫ STP Users ▫ STP Vendor Contracts

• Concur (Online Booking Tool) Highlights • STP Set-Up Process • Contact Information • Questions and Answers

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STP History • The Statewide Travel Program (STP) provides services

imperative to the travel operation for the State of California government employees. The $100+ million program, includes travel services related to airline, commercial car rental, travel agency and travel payment system (Citibank).

• The STP negotiates four (4) major contracts: airline, commercial car rental, travel payment system, and travel management services. These contracts allow us to consolidate our data relative to the following: domestic and international airline data for city-pair negotiation, commercial car rental data, and lodging data for the development of a managed lodging program.

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STP Benefits • Enable travelers to obtain the most cost-effective travel services

through a real time, user friendly booking tool that is customizable to meet specific policies and preferences of individual agencies.

• Centrally bill travel expenses with a single payment system, Citibank. • Consolidate all travel volume for benchmark reporting, transparency,

efficiency, and to leverage the travel industry for reduced rates. • Provide agencies with necessary travel oversight tools such as optional

pre-trip approval processes. • Help agencies meet their “Duty of Care” responsibilities by providing

the means to locate travelers within minutes in case of emergencies. • Saves accounting staff by providing detailed cost center and billing

information through the iBank reporting system which facilitates transaction account reconciliation.

• There is no minimum travel spend required to participate in the Statewide Travel Program.

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Sample List of STP Users

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• Del Norte County • Humboldt County • Los Angeles County • Merced County • Riverside County • Sacramento County • San Luis Obispo County • San Mateo County • Santa Clara County • Sonoma County • Tulare County • Yolo County • City of Bellflower • City of Fresno • City of Los Angeles • City of San Francisco • City of Stockton

• Butte-Glenn CCD • Community College Chancellor’s • Gavilan College • Los Rios CCD • Mt. San Jacinto College • San Joaquin Delta College • UC Berkeley SSL • West Hills CCD • CSU= Channel Islands, Chico,

Fresno, Humboldt State, Los Angeles, Monterey Bay, & Chancellor’s Office

• Sacramento Area Council of Governments (SACOG)

• Southern California Association of Governments (SCAG)

• Orange County Sanitation • Port of Los Angeles

• Centinela Valley Union HSD • Corona-Norco USD • Del Norte COE • High Tech High • Humboldt COE • Kern COE • Lindsay USD • Lynnwood USD • Montebello USD • San Diego COE • Ventura USD • Los Angeles DWP • Los Angeles Metro • Metropolitan Water District • Redwood Coast Energy • Institute for Regenerative Med • Dairy Council of California

STP User Testimonial County of CA: State Airfare & Travel Service Fee Comparison

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Number of Transactions

Total Airfare Cost

Total Transaction Fees County Pays

County Existing Travel Contractors

6,964 $2,907,015 $186,655

State Contracts 6,964 $1,518,152 $67,551 *

Savings % $1,388,863 = 48%

$119,104 = 64%

*For comparison purpose, an average fee of $7.50 for online and $13 for consultant assistance was used.

Cost Savings and Efficiencies • Prior to adoption of the STP, the average transaction fees ranged from $15 to $38, not

including additional charges for changes. • STP transaction fees are per reservation and range from $5 to $12, significantly lower

than the transaction fees paid by the County. • Cost analysis did not include the Southwest Airlines discount; it was based solely on

the contracted city-pair contracts and travel agency transaction fees.

Preferred Carrier Groups • Domestic Preferred Carrier ▫ Southwest Airlines 6% discount on all fully refundable domestic fares and a 3%

discount on all non-refundable domestic fares Discounts available only to STP participants and users of Citibank Long time travel partner to the State of California Over 600 daily departures; over 300 daily intra-CA flights No Bag Fees, Change Fees, or Fuel Surcharges!

• International Preferred Carrier ▫ Delta Airlines 8% discount on all fully refundable international fares and a 2%

discount on all non-refundable international fares Discounts are available as part of Joint Venture agreement Joint Venture participants (Delta, Alitalia, Virgin Atlantic, KLM,

Air France)

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Contracted City-Pair Airfares • Contracted airfares are effective July 1, 2017 – June 30, 2018. • The contracted airfares are only available through:

1) the state’s sole authorized travel agency, CalTravelStore 2) the online booking tool, Concur

• These contracts are awarded based on Individual City-Pairs. • The airfares include intra-California, out-of-state and

international. • Two types of City-Pair airfares: YCAL & Restricted (Capacity

Controlled). • You must use the travel payment system (Citibank) to purchase

the contracted airfares.

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Car Rental Contract

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• Awarded to Enterprise Holdings, Inc. ▫ Contract Term: Effective March 1, 2016 to February 28, 2018 ▫ Short Term Rentals (less than 30 days) must be booked through

CalTravelStore or Concur ▫ Long Term Rentals (30 days or more)

• Car Rental Contract Benefits include: ▫ Counter bypass service ▫ $300,000 in insurance coverage per occurrence for bodily injury and

property damage combined ▫ Market fuel rates at all California and Domestic locations ▫ Free one-way rentals ▫ No late, no-show or cancellation charges ▫ Unlimited mileage if the vehicle is returned to the renting location ▫ Rental age lowered to 21 ▫ Mileage reimbursement calculator tool ▫ Personal use rentals

Short Term Car Rental Rates Vehicle Class Daily Weekly

Compact $33.00 $132.00 Mid-Size / Intermediate $33.00 $132.00

Full-Size $35.00 $140.00 Four Wheel Drive / SUV $56.00 $224.00

Mini Van $56.00 $224.00 Hybrid Electric Vehicle (EV) $42.00 $168.00

Plug-In Hybrid EV / Zero Emission Vehicle

$42.00 $168.00

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For Long-Term Rental Rates, contact the STP for more information.

Travel Payment System Contract • Citibank is the authorized form of payment to pay, reconcile and report travel and travel-related services.

• The contract term is November 1, 2016 through October 31, 2019.

• Account types offered include:

▫ Central Travel Account (CTA)* – Centrally-billed “ghost card” account for payment of airline, rail, car rental and travel agency fees through the state’s contracted Travel Management Services provider.

▫ Meeting/Corporate Travel Card (MTG) – Centrally-billed charge card for payment of consolidated lodging, meeting and conference hotel charges, and related meeting/conference charges (i.e., audio visual equipment rental), and other travel-related charges (i.e., meals, per-diem, parking, etc).

▫ Individual Government Travel Card (IGT) – Individually-billed/liability charge card for payment of business-related travel expenses (i.e., lodging, parking, meals and incidentals).

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*CTA is required in order to participate in the STP.

Travel Payment System Contract continued • Benefits of the Citibank Travel Payment System ▫ MasterCard product with unprecedented global acceptance ▫ Annual prompt payment incentive available for

participating entities – Full statement amount paid within 30 days or less

▫ Online account management tool (CitiManager) with account statement access 24-hours after cycle cut date

▫ $350,000 door-to-door Business Travel Accident Insurance ▫ CitiManager system training and support ▫ COMING SOON: Virtual Card Number (VCN) accounts Optional direct bill product, used for hotel room and tax Available for use in late 2017 after pilot program has

been completed

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Citibank Reconciled Statement

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Travel Management Services Contract • The TMS Contract with TravelStore, Inc. provides a full-service travel

agency, CalTravelStore, with the convenience of an online booking tool, Concur, for all domestic & international travel reservations.

• CalTravelStore is the only authorized travel agency with access to the state contracted rates and fares.

• Benefits of the Contract include: ▫ One-stop travel through CalTravelStore (on-site at DGS) and Concur ▫ Cost savings through negotiated rates, fares and lodging discounts ▫ Centralized travel management and travel policy enforcement -

customizable pre-trip planning process that enables managers to approve, reject and request changes.

▫ Management of unused airline ticket credits ▫ Emergency travel accommodations with after-hours service ▫ Centralized billing and real-time report management tools (via iBank) CO2 Emissions, Traveler 24/7 Report, and much more

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Travel Management Service Fees (effective April 5, 2015 through April 4, 2018) Service/Description Online

Transaction Fee Agent Assisted Transaction Fee

Air/Rail/Car/Hotel* Reservation $ 7 $ 12 Hotel and/or Car Only Reservation $ 5 $ 12 After Hours (Per Call) Business Hours: 8 am – 5 pm N/A $ 16

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*Flat fee for booking any combination of domestic or international air, rail, car, and hotel.

• Travelers can make changes to Southwest reservations (pre-trip), car

reservations and hotel reservations online in Concur at no additional cost. • No online transaction fees for changes, voids, cancellations, or exchanges;

however, if an online transaction requires agent intervention for post-ticketing changes, the original online transaction fee will be adjusted to an agent assisted transaction fee, not a total of both fees.

Concur Travel • Employees can book domestic and international

flights, reserve rental cars and make hotel and rail reservations - all from their smartphones or desktop browser.

• Real-time booking process is easy-to-use, efficient and effective.

• Travel content is delivered based on defined travel policies (can apply pre-trip approval process) and individual traveler preferences.

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Exclusive website:

www.caltravelstore.com

Concur and iBank links

Multiple navigation links for services

Toll-free and local phone telephone numbers to CalTravelStore during business hours and after-hours

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Twelve dedicated

travel agents on-site to assist in booking reservations

Hyperlink to email a specific agent

After-hours, emergency assistance, when needed

Direct contact to manager of CalTravelStore

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Three Travel Managers

and Six Travel Program Specialists, available to provide exceptional customer service during business hours

STP has a main

telephone number and a general email box for immediate assistance

Program information available at:

www.dgs.ca.gov/travel

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One-stop shop, online

booking tool Customized Concur site

for your agency/entity Concur functionality is

similar to Expedia or Travelocity

Sign in using company

email address and self-assigned password

Each person accessing Concur for the purposes of making travel arrangements for themselves or another, will need a Concur profile

Secure site, no “I’m a new user or sign-me-up” access

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Easy to follow Trip Search

Dashboard for ease of

trip reservation and management

Profile Settings (next to head/shoulder) to make reservations for other travelers

Company Notes for travel policy information or important reminders

My Trips to alert you

to upcoming travel

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4-5 sections of the Profile are required, other fields are optional – you can require other sections to be completed

REQUIRED fields in

Profile will need to be completed before booking the first trip

Capture the legal name of the traveler that will be printed on airline tickets (important to verify!)

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State of CA contracted rates and fares loaded in the system

Travel preferences collected for ease of booking process

Connect frequent traveler reward programs with bookings

Track unused ticket

credits with pop-up reminders for Southwest

Assign assistants and

travel arrangers to perform travel functions on behalf of the traveler

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Trip Search booking for air, car and hotel in one search or individually, as needed

Airline multi-city search

(trip search with different departing and returning airports)

Real-time matrix in the

search process to give snapshot of flights available

Additional search options to customize trip accommodations, i.e. hotel name, return car to different location, etc.

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Matrix with available real-time flights that include state contracted rates/fares

Direct connect access

to all Southwest fares, showing a side-by-side comparison to find the lowest fare available

Ability to add travel

policy with hard stops or soft stops

Additional options to

customize search, non-refundable fares vs. fully refundable fares, search by flight/train number or by schedule

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Customize policy reminders, website links or company notes at the top of the page

Matrix with Enterprise Car Rental contract rates loaded

Easy to use, quick

selection of vehicle by clicking on blue price button point

Location details

provided such as address, phone number and operating hours

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State government rates loaded through the Global Distribution System (GDS) , Sabre

Hotels recognize booking in Concur as a government traveler

Some hotels will only

give the state government rate if a STP participant

Additional search

options available, search by hotel name, amenities, location, etc.

For Room Block rates, use the current process to making reservations

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Customized options for capturing accounting data for reconciliation after trip is finalized

Five fields with a

maximum of thirty-five characters can be captured and pulled into a report pertinent to the trip booked in Concur/CalTravelStore

Option to making this a

REQUIRED entry is available

Option to add approval

process with routing to manager or mailbox for approval

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One travel itinerary for all trip segments, each with confirmation numbers

Additional options

available after reservation is completed/ticketed

Add additional

segments to the itinerary

Create a Template Clone a Trip Share a Trip Make Changes/

Cancellations

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STP Set Up Process • Complete the Citibank Intake Form, Participating Agreement [STD

213], and Payment Instructions for Rebates Form ▫ Include two years of financial statements to initiate credit evaluation

(a link to the financials is preferred, in a PDF format) ▫ Citibank completes the credit approval and KYC process* *New accounts could be contacted by Citibank to assist in completing the Anti-Money Laundering (AML)/ Know Your Customer (KYC) requirements during the approval process. This is a confidential intake process between Citibank and your entity, but providing you notification for information purposes only. The processing of these two steps could take 4-6 weeks.

• Complete a Department Fact Sheet (DFS) for setup of your

CalTravelStore account & customized Concur online booking tool site. ▫ Southwest Company ID will be established to receive the discount ▫ Enterprise Direct Bill account number will be established ▫ Training will be provided for end users (travelers &/or travel

coordinators)

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Visit our Citibank page for participation information & forms

STP Contact Information

Kelly Bouchard, Travel Specialist kelly.bouchard@dgs.ca.gov

(916) 376-3991

DGS Statewide Travel Program www.dgs.ca.gov/travel

www.caltravelstore.com

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