Adding Value to ISU TravelPresented by:

Jodi Renze, Purchasing Agent

IntroductionsIntroductions

NameNameDepartmentDepartmentWhat is your role in booking What is your role in booking

travel/meetings?travel/meetings?What is one thing you want to learn What is one thing you want to learn

more about today?more about today?

Travel Policy BasicsTravel Policy Basics Iowa State University’s Travel Policies are based Iowa State University’s Travel Policies are based

primarily on Board or Regents and State of Iowa primarily on Board or Regents and State of Iowa requirements for business travelrequirements for business travel

Travel expenses for ISU Faculty and Staff are Travel expenses for ISU Faculty and Staff are personally reimbursablepersonally reimbursable

Meaning transportation and expenses are paid by the traveler, then Meaning transportation and expenses are paid by the traveler, then reimbursed when travel is concluded. Expenses must meet travel policy reimbursed when travel is concluded. Expenses must meet travel policy requirements.requirements.

Travel expenses for groups (or non ISU employees), Travel expenses for groups (or non ISU employees), where ISU pays expenses directly or reimburses where ISU pays expenses directly or reimburses expenses for the group or individual must follow the expenses for the group or individual must follow the University’s procurement policiesUniversity’s procurement policies

Determine both allowability of expenses and issuance of paymentsDetermine both allowability of expenses and issuance of payments Ensure safety and well being of group participantsEnsure safety and well being of group participants

Programs which are partially or wholly funded with Programs which are partially or wholly funded with Federal grant funds must comply with federal policiesFederal grant funds must comply with federal policies

Before the TripBefore the Trip Get Authorization prior to TravelingGet Authorization prior to Traveling

Travel Status Insurance CoverageTravel Status Insurance Coverage Funding ApprovalFunding Approval

Business vs. Personal TravelBusiness vs. Personal Travel Get documentation of the cost difference between a Get documentation of the cost difference between a

business-only trip and a business/personal tripbusiness-only trip and a business/personal trip Cost difference of flightsCost difference of flights Hotel room (add’l cost for double occupancy)Hotel room (add’l cost for double occupancy) You are responsible to pay the difference if it’s moreYou are responsible to pay the difference if it’s more Include the entire length of your trip on the authorization Include the entire length of your trip on the authorization

form, and state which days are business, and which are form, and state which days are business, and which are personalpersonal

Required to take leave for personal travel daysRequired to take leave for personal travel days

Expenses are based on actual up to theExpenses are based on actual up to the

Daily MaximumsDaily Maximums

In-State MaximumIn-State Maximum Breakfast - $6Breakfast - $6 Lunch - $9Lunch - $9 Dinner $16Dinner $16Gratuities may be includedGratuities may be includedAlcohol is excludedAlcohol is excluded

Must be in travel status during these Must be in travel status during these times to claim each meal:times to claim each meal:

- Breakfast: 7:30 AM thru 8:00 AMBreakfast: 7:30 AM thru 8:00 AM- Lunch: Noon through 1:00 PMLunch: Noon through 1:00 PM- Dinner: 5:30 PM thru 6:30 PMDinner: 5:30 PM thru 6:30 PM

If you don’t spend it, If you don’t spend it, don’t claim it!don’t claim it!

Out-of-State MaximumOut-of-State Maximum Breakfast - $8Breakfast - $8 Lunch - $12Lunch - $12 Dinner - $20Dinner - $20Gratuities may be includedGratuities may be includedAlcohol is excludedAlcohol is excluded

Air Travel PoliciesAir Travel Policies

ISU has contracts for travel services with two travel ISU has contracts for travel services with two travel agencies. ISU travelers can order air tickets from any of agencies. ISU travelers can order air tickets from any of the contracted agencies. No comparative quotes the contracted agencies. No comparative quotes between the agencies are required.between the agencies are required.

Each of the contracted agencies will accept a faxed copy Each of the contracted agencies will accept a faxed copy of the Air Ticket Requisition (ATR) form as payment, and of the Air Ticket Requisition (ATR) form as payment, and departments will be billed intramurally. Tickets ordered departments will be billed intramurally. Tickets ordered from Travel & Transport can be delivered by courier to from Travel & Transport can be delivered by courier to campus locations, although most tickets are now E-campus locations, although most tickets are now E-tickets sent via e-mail.tickets sent via e-mail.

Phone: 515-292-8182 or Phone: 515-292-8182 or 800-747-8182 800-747-8182

Fax: 515-292-8952 Fax: 515-292-8952 ResX Booking Site: ResX Booking Site:

http://www.tandt.com/ts/ishttp://www.tandt.com/ts/isuu

(Reference guides available)(Reference guides available)

Service FeesService Fees - $28.50 per - $28.50 per transaction (ATR) fee will transaction (ATR) fee will be charged (multiple be charged (multiple tickets are covered by this tickets are covered by this fee). If the ATR is changed fee). If the ATR is changed in a way that results in a in a way that results in a new ticket being issued new ticket being issued another $28.50 fee will another $28.50 fee will apply.apply.

InsuranceInsurance: $100,000: $100,000

Travel Agency ProsTravel Agency Pros

Include insuranceInclude insurance 24-hour personal assistance24-hour personal assistance Crisis ManagementCrisis Management Monitor for preferred seats and lower airfare Monitor for preferred seats and lower airfare

until departureuntil departure Manage non-refundable tickets, unused tickets, Manage non-refundable tickets, unused tickets,

voiding and refundingvoiding and refunding Assistance with group travelAssistance with group travel Complete knowledge of your traveler’s location Complete knowledge of your traveler’s location

at all timesat all times Assistance with international documentationAssistance with international documentation

Airline ContractsAirline Contracts

NorthwestNorthwest Published fares greater than $599Published fares greater than $599

Domestic – 10% discountDomestic – 10% discount

Published fares between $299 and $599Published fares between $299 and $599 Domestic – 5% discountDomestic – 5% discount Transpacific – 2% discountTranspacific – 2% discount Transatlantic – 2% discountTransatlantic – 2% discount

All other faresAll other fares 2% discount2% discount

Continental AirlinesContinental Airlines 2% discount on all fares2% discount on all fares

Tickets have to be purchased through one of our contracted Tickets have to be purchased through one of our contracted travel agencies with an ATR to be eligible for the discounttravel agencies with an ATR to be eligible for the discount

Online BookingOnline Booking

Effective July 1, 2002, travelers are allowed to use their Effective July 1, 2002, travelers are allowed to use their personal credit cards or Corporate American Express Cards personal credit cards or Corporate American Express Cards to purchase tickets from Internet sites. Please review the to purchase tickets from Internet sites. Please review the Travelers' ResponsibilitiesTravelers' Responsibilities and and Unallowable ExpensesUnallowable Expenses sections before purchasing tickets from a source other than sections before purchasing tickets from a source other than ISU's contracted travel agencies. ISU's contracted travel agencies.

Reimbursements are not made until AFTER travel has taken Reimbursements are not made until AFTER travel has taken place place

When using a travel agency other than the contracted When using a travel agency other than the contracted agencies, travelers and departments should use caution to agencies, travelers and departments should use caution to determine that the agent or consolidator is reliable. Since determine that the agent or consolidator is reliable. Since advance payment is required for the purchase of airline advance payment is required for the purchase of airline tickets, the financial reliability of the agent is important in tickets, the financial reliability of the agent is important in order to ensure that the purchased tickets are deliveredorder to ensure that the purchased tickets are delivered

Car RentalsCar Rentals Ask yourself if renting a car is necessaryAsk yourself if renting a car is necessary

Are free shuttles available?Are free shuttles available? Will a taxi cost less?Will a taxi cost less?

Don’t purchase “Add-ons”Don’t purchase “Add-ons” InsuranceInsurance

Risk-management insurance cardsRisk-management insurance cards Navigation system equipped carsNavigation system equipped cars Pre-paid fuel optionsPre-paid fuel options Roadside AssistanceRoadside Assistance Carbon contributionsCarbon contributions

Pay $1.25 and company will match contributionsPay $1.25 and company will match contributions

Rental Car ContractsRental Car Contracts

DSM Airport RatesDSM Airport Rates One-way rates are as low as One-way rates are as low as

$29.28 (inc. tax) for $29.28 (inc. tax) for IntermediateIntermediate

Enterprise will pick up and drop Enterprise will pick up and drop off at your houseoff at your house

Other transportation Other transportation companies charge $75-$85 for companies charge $75-$85 for one-way transfer to DSM one-way transfer to DSM airportairport

Nationwide RatesNationwide Rateswww.enterprise.comwww.enterprise.com ISU Corporate Contract Number: NA62C10ISU Corporate Contract Number: NA62C10Code: IOWCode: IOW

www.nationalcar.com www.nationalcar.com ISU Contract ID# 5760478ISU Contract ID# 5760478

Sign up for the Emerald Club Sign up for the Emerald Club through the ISU specialized through the ISU specialized link and $50 sign-up fee is link and $50 sign-up fee is waivedwaived

Members can make Members can make reservation for midsize, skip reservation for midsize, skip going to counter, pick any car going to counter, pick any car available for the midsize priceavailable for the midsize price

Rental Car ContractsRental Car Contracts

ISU rental car contracts include appropriate insurance when ISU rental car contracts include appropriate insurance when used for businessused for business Collision, Loss, and LiabilityCollision, Loss, and Liability

All car rentals need to be paid out of pocket and reimbursed All car rentals need to be paid out of pocket and reimbursed

Car rental contracts can be used for personal trips, Car rental contracts can be used for personal trips, however, insurance is not providedhowever, insurance is not provided

Airport ParkingAirport Parking

Discount at Keck ParkingDiscount at Keck Parking Have to tell them you are with Iowa Have to tell them you are with Iowa

StateState $.75/day discount - $4.75$.75/day discount - $4.75 Normal pricing is $5.50/dayNormal pricing is $5.50/day

Charter Bus ContractCharter Bus Contract

Primary ContractPrimary ContractMidwest CoachesMidwest Coaches

1501 E Lincoln Way1501 E Lincoln WayAmes, IA 50010Ames, IA 50010

PH: 515-232-7270PH: 515-232-7270

- Travel throughout 48 states- Travel throughout 48 states - Call them to get a quote- Call them to get a quote - Call Jodi Renze for a release - Call Jodi Renze for a release

numbernumber

Secondary ContractSecondary ContractCIT ChartersCIT Charters

2701 Ford Street2701 Ford StreetAmes, Iowa 50010Ames, Iowa 50010

(515) 233-0286 Ames(515) 233-0286 Ames(515) 309-3924 Des Moines(515) 309-3924 Des Moines

(877) 866-3687 Toll Free(877) 866-3687 Toll Free(515) 233-9171 Fax(515) 233-9171 Fax

- - Use only if Midwest is not Use only if Midwest is not

availableavailable - Call to get a quote- Call to get a quote - Do web. Requisition for - Do web. Requisition for

paymentpayment

As an alternative to using personal credit cards or P-cards for As an alternative to using personal credit cards or P-cards for charging business travel expenses, ISU implemented the charging business travel expenses, ISU implemented the American Express Corporate Card program.American Express Corporate Card program.

The AMEX cards differ from P-Cards as follows:The AMEX cards differ from P-Cards as follows:

AMEX bills are sent to the card holders home addressAMEX bills are sent to the card holders home address

There are no pre-set spending limits on this cardThere are no pre-set spending limits on this card

Expenses charged to the AMEX card are submitted to your department for Expenses charged to the AMEX card are submitted to your department for reimbursement. Unallowable expenses are the personal responsibility of the reimbursement. Unallowable expenses are the personal responsibility of the card holdercard holder

AMEX cards have a 60-day payment grace periodAMEX cards have a 60-day payment grace period

AMEX account activity can be viewed real time (within 24 hrs of a charge) and AMEX account activity can be viewed real time (within 24 hrs of a charge) and paid by departments in cases where faculty or staff engage in extended travelpaid by departments in cases where faculty or staff engage in extended travel

To apply visit this website:To apply visit this website:http://www.controller.iastate.edu/controller/amec.htm http://www.controller.iastate.edu/controller/amec.htm

Corporate American Express Corporate American Express CardCard

Hotel ContractingHotel Contracting

Sourcing HotelsSourcing Hotels

Bidding RequirementsBidding Requirements– Any meeting/conference over $10,000 must have Any meeting/conference over $10,000 must have

evidence of competitionevidence of competition– Get written quotes from at least three hotels and ask for Get written quotes from at least three hotels and ask for

their best offer up fronttheir best offer up front– If lowest price is not selected, need a justification on If lowest price is not selected, need a justification on

why vendor was selectedwhy vendor was selected

Convention & Visitors BureausConvention & Visitors Bureaus– Great resourceGreat resource– Can provide you with free materialsCan provide you with free materials

Negotiating Hotel ContractsNegotiating Hotel Contracts

If there are legal termsIf there are legal terms– Purchasing needs to reviewPurchasing needs to review

Ask for concessions:Ask for concessions:– 1:20 as opposed to 1:50 comp. ratio1:20 as opposed to 1:50 comp. ratio– 50% discount for meeting planner room50% discount for meeting planner room– Discounts on audio visualDiscounts on audio visual– Guaranteed or discounted menu pricingGuaranteed or discounted menu pricing– Complimentary house phone lines or phone hook upComplimentary house phone lines or phone hook up– Complimentary meeting space (should always be comp. with Complimentary meeting space (should always be comp. with

F&B in the room)F&B in the room)– Always ask for government or corporate rates or ask for a Always ask for government or corporate rates or ask for a

lower rate than what your were offeredlower rate than what your were offered

Sheraton West Des Moines ContractSheraton West Des Moines Contract

Individual TravelIndividual Travel– Government rate of $80 Government rate of $80

guaranteed up to 75% hotel guaranteed up to 75% hotel occupancyoccupancy

– Free hotel shuttle to airport Free hotel shuttle to airport and within 3 mile radiusand within 3 mile radius

Group TravelGroup Travel– Government rate of $80 if Government rate of $80 if

availableavailable– $129 maximum rate $129 maximum rate

guaranteed (except during guaranteed (except during blackout periods such as city blackout periods such as city wide events)wide events)

– 1:40 comp. room ratio1:40 comp. room ratio– Menu pricing guaranteed for Menu pricing guaranteed for

6 months from date of 6 months from date of signaturesignature

– Pre-negotiated hotel terms & Pre-negotiated hotel terms & conditionsconditions

– No bidding requiredNo bidding required

Hotel ContractsHotel Contracts

Renaissance Savery HotelRenaissance Savery Hotel– Maximum rate of $139Maximum rate of $139

AmericInn HotelsAmericInn Hotels– Ames - $75 rateAmes - $75 rate– Ankeny - $74 rateAnkeny - $74 rate– Iowa Falls - $55Iowa Falls - $55– Coralville - $69.95Coralville - $69.95

Signing Hotel ContractsSigning Hotel Contracts

All contracts must be signed by purchasingAll contracts must be signed by purchasing Departments do not have authorization to commit the university. Departments do not have authorization to commit the university.

If you sign, even though you don’t have authorization, the If you sign, even though you don’t have authorization, the

Uniform Commercial Code says a contract is in place if the Uniform Commercial Code says a contract is in place if the vendor believes you have signature authority and proceed as if vendor believes you have signature authority and proceed as if a contract is in place.a contract is in place.

If the vendor knows you don’t have signature authority, the If the vendor knows you don’t have signature authority, the contract can still be valid because the UCC uses past contract can still be valid because the UCC uses past precedent. precedent.

YOU could be held PERSONALLY liable for the cancellation or YOU could be held PERSONALLY liable for the cancellation or attrition charges, or any lost savings that could have been attrition charges, or any lost savings that could have been realized.realized.

Future relationships with the hotel may be harmedFuture relationships with the hotel may be harmed

University Conference Services

University Conference Services

What do we do?

• Provide Full Conference and Event Management for groups of 50 -30,000

• Groups range from Cheer Camps, Science Fairs and Sporting Events to International Conferences and Expos

• Facilitate events both on and off campus

University Conference Services

Conference and Event History

• 1st Ever National Special Olympics • Odyssey of the Mind World Finals • National Collegiate Honors Conference • Big 12 Black Student Leadership Conference • Iowa County Engineers Annual Conference• Call to Action Summit• Growing the Bio Economy Annual Conference• Society of Women Engineers Region H Meeting• Iowa Shrine Bowl • Scholars and Leaders Recognition Ceremony• Biennial Conference for Chemical Educators

University Conference Services

University Conference Services

•Proposal/Bid Assistance•Budget Development and Management•Site selection & contract negotiation •Concept Development •Facility and Event Logistics•Speaker Management•Sponsor and Fundraising Management•Program Marketing •Transportation Services•On-line and on-site Registration services

Our services include:

Why Host a Conference?

University Conference Services

•Advance initiatives within the discipline/movement •Showcase Iowa State University and its resources and programs•Work with student leadership on developing further leadership skills •Heighten awareness for the issues/strengths of your program•Attract leadership/students/partnerships from other Institutions • Demonstrate institutional leadership within your association

University Conference Services

and

Ames Convention and Visitors Bureau

A Cooperative partnership to assist you with all of your

Conferencing and Outreach Needs

University Conference Services

Any Questions?

University Conference Services

Determining Elementsof Risk

Services which may subject group participants to risk of personal injury must be reviewed by the Office of Risk Management prior to contracting for the service.

Some examples of Services which may involve an enhanced risk to participants are:

Chartered aircraft or balloon trips

Chartered private or commercial boat trips

Commercial bus trips in rural areas of third world countries

Safari or camping trips in rainforests, jungles, deserts or savannas.

Events which provide participants alcoholic beverages paid for by ISU.

Traveling OverseasTraveling Overseas

• Taking Equipment OverseasTaking Equipment Overseas– US law places restrictions on export of certain equipment. US law places restrictions on export of certain equipment.

Prior to acquiring equipment for overseas projects, or prior to Prior to acquiring equipment for overseas projects, or prior to taking equipment in our inventory it is important to check taking equipment in our inventory it is important to check with Purchasing to assure no violation of export control laws with Purchasing to assure no violation of export control laws will occur.will occur.

• Register with the US Dept. of StateRegister with the US Dept. of State– https://travelregistration.state.gov/ibrs/ui/ https://travelregistration.state.gov/ibrs/ui/ – So you can be contacted in case of a family emergency or if So you can be contacted in case of a family emergency or if

there is a crisis in the place you are visiting (9/11, political there is a crisis in the place you are visiting (9/11, political unrest, etc.)unrest, etc.)

• Check for U.S. State Department Travel WarningsCheck for U.S. State Department Travel Warnings

Using Federal Funds

Fly America Act• You must use a US Flag Carrier on all flights

– American, Delta, US Air, Continental, Northwest, United, etc.

• Code Sharing is allowed – flight must have US flag carrier’s designator code and flight number– Example: UA 544 operated by Lufthansa

• Some exceptions apply if using a US carrier would:– Extend your time in travel status by 24 hours or more– Requires a traveler to wait 6 hours or more to make a connecting

flight– Require at least 2 or more aircraft changes than a foreign carrier

Exceptions need to be confirmed by a travel agent (can’t do online)

Federal Per Diem Rates

Hotel and food per diems must not exceed the federal guidelines

If guidelines can not be met, must come up with alternative funding (non-federal) to pay for the

difference

Federal Per Diem rates can be found at:

– http://www.gsa.gov/Portal/gsa/ep/contentView.do?programId=9704&channelId=-15943&ooid=16365&contentId=17943&pageTypeId=8203&contentType=GSA_BASIC&programPage=%2Fep%2Fprogram%2FgsaBasic.jsp&P=MTT

Western Hemisphere Travel Initiative

AIR TRAVELPassports are now required for all U.S. citizens traveling to or from any international

destination via air, with the exception of Puerto Rico and the U.S. Virgin Islands

LAND AND SEA TRAVELFrom January 31, 2008 to Summer 2008, U.S. citizens traveling to or from the

Bahamas, Bermuda, Canada, the Caribbean or Mexico must present a government-issued photo ID with proof of citizenship (such as a birth certificate).

BEGINNING AS EARLY AS SUMMER 2008, PASSPORTS WILL BE REQUIRED FOR ALL U.S. CITIZENS TRAVELING TO OR FROM THE UNITED STATES VIA LAND,

SEA, AND AIR – REGARDLESS OF THE DESTINATION.

New Airline Regulations

• Airline passengers in the United States may no longer carry loose lithium batteries in checked luggage over concerns of battery fires

• The U.S. Department of Transportation's Pipeline and Hazardous Materials Safety Administration said the legislation allows passengers to carry up to two extended-life rechargeable batteries in carry-on luggage provided they are kept in plastic storage bags

• Passengers may continue to check bags containing devices with lithium batteries already installed, such as laptop computers and portable DVD players

• Lithium batteries can overheat and ignite under certain conditions

New Airline Regulations

Most all airlines are implementing a new checked baggage policy

• If you:– Have a nonrefundable economy domestic ticket– Do not have Premier status in the Mileage Plus

program– Do not have Silver status or above in the Star Alliance

You will now be charged $25 for your 2nd piece of checked luggage

ResourcesResources

Controller’s WebsiteController’s Website– http://www.controller.iastate.edu/ http://www.controller.iastate.edu/

Purchasing WebsitePurchasing Website– http://www.public.iastate.edu/~purchasing/ http://www.public.iastate.edu/~purchasing/

Federal Per Diem RatesFederal Per Diem Rates– http://www.gsa.gov/Portal/gsa/ep/home.do?tabId=0 http://www.gsa.gov/Portal/gsa/ep/home.do?tabId=0

Res XRes X– http://www.tandt.com/ts/isuhttp://www.tandt.com/ts/isu – Company Name: ISUCompany Name: ISU– Login Name: Your full email addressLogin Name: Your full email address– Leave blank for your first loginLeave blank for your first login

Hotel SourcingHotel Sourcing– www.mpoint.com www.mpoint.com

Questions?Questions?