July 22, 2015

Travel Program Implementation

Town Hall Meeting

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Today’s Objectives

• Introduce the Johns Hopkins Travel Program

• Provide an overview of World Travel, Inc. and its services

• Identify how to access the Johns Travel Portal and the Concur online booking tool

• Review 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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Johns Hopkins Travel Program: Why Are We Here?

TMC Selection Process Why World Travel, Inc. (WTI)?

After an extremely detailed search process, the Johns Hopkins Travel Committee selected World Travel,

Inc. as the preferred Travel Management Company (TMC) for Johns Hopkins Institutions.

The Johns Hopkins Travel Committee led a highly

consultative, data-driven process to select a

preferred Travel Management Company (TMC). This

data-gathering process included the following

activities, among others:

• Gathered 90+ questions/requirements from

travelers about their needs

• Issued a Request for Proposal (RFP) to 10 TMCs

• Reviewed 8 RFP bids from TMCs

• Evaluated oral presentations from 6 TMCs

• Coordinated reference calls for further

background research

• Conducted pricing negotiations with potential

TMC vendors

Ultimately, The Johns Hopkins Travel Committee

recommended WTI for several reasons, including:

• Scale and capacity to accommodate travelers

• Sense of responsiveness to JHI requirements

and customization needs across divisions

• Travel industry knowledge and experience

• Strong customer service (24/7/365 response)

• Technical capacity (e.g., travel portal

customization, training capabilities)

• Duty of care prioritization and abilities

• International knowledge, experience, and training

• Strong references from organizations such as

UPenn and the International Relief &

Development

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Johns Hopkins Travel Program: What It Will Look Like…

Increased

Cost Savings

• Integrated online booking tool with pre-loaded, negotiated rates on Johns Hopkins travel portal

• Low fare guarantees if lower fares are found (for identical itineraries only)

• TMC support to leverage spend and negotiate discounts with hotels, airlines, rental cars, and other

travel suppliers to deliver the best discounts for JHI

Enhanced

Customer

Service

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

• TMC agent supported-itinerary changes (i.e., avoid long lines at airports and let the TMC agents

amend your flight, hotel, and ground transportation reservations)

• 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)

The Travel Program was designated to promote three primary benefits for the University and Health

System: 1) Enhanced Customer Service, 2) Improved Safety Support, and 3) Increased Cost Savings.

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New to the John Hopkins Travel Program: World Travel, Inc. and Concur

World Travel, Inc. Overview Concur Overview

We are pleased to announce two new components to the Johns Hopkins Travel Program:

World Travel, Inc. (the new travel management company) and Concur (the online booking tool)

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 $1.0 billion

• Average agent tenure: 11 years of experience

• 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

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Johns Hopkins Travel Program: Service 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

Online Air / Rail reservations (including ancillary services) $8

Online Hotel / Car reservation only $5

Online, Agent Assisted Air / 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: How will the booking fee be applied to my travel reservation?

A: The booking fee will be applied to the primary credit card used at the time of booking / ticketing travel and will appear as a

separate charge on your invoice and credit card statement.

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 online agent-assisted reservations where an upcharge of up to $12 may apply.

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Johns Hopkins Travel Program: 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.

Please utilize Johns Hopkins preferred suppliers whenever possible to enable us to

continue to negotiate rates for the Johns Hopkins community

Johns Hopkins Preferred Suppliers

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Up to 35%

Discount varies based on cabin, destination, and fare class booked

15% - 45%

Up to 25%

10% - 30%

Up to 35%

7% “Wanna Get Away”*

12% Business Select or Anytime Fares

Applicable to all segments into/out of Washington area airports (BWI/DCA/IAD)

Discount on Wanna Get Away fares applies for bookings within 10 days of travel

5% - 20%Acela trains in Northeast Corridor (Washington to Boston)

Example: 20% discount between Baltimore – New York

Airlines and Rail

7% Across all Starwood properties

5% Off best available rates; all Hilton properties

Hotels

VariousVaries based on destination; all insurances included on Domestic rentals

Leisure code available for personal rentals on JH Travel Portal

$6.65/day At BWI (Nursery Road) / Use Code 0326207

Car Rentals / Parking

Johns Hopkins Travel Program: Current Preferred Suppliers Discounts

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Your Savings Potential with World Travel, Inc.

Preferred supplier discounts are only available with World Travel, Inc. but provide savings potential that

far exceed the transaction fees incurred. Here are two scenarios that show your savings potential:

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. You

look for train fares online leaving Tuesday morning:

• 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.

You look for rental cars online at DFW:

• Kayak web 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

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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*

You will be able to leverage Concur and WTI resources to research and plan travel

• Unlimited access to research fares in Concur (at not cost)

• Delegate guest, group or conference travel booking to WTI agents

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

Program Savings Potential with World Travel, Inc.

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

program value through sustained mechanisms for fare savings, time savings and travel consultation.

* Note: Savings based on World Travel, Inc. Case Study of Top 10 clients (airfare spend between $10MM and $25MM annually)

Fare Savings

Time Savings

Travel

Consultation

These mechanisms will support the Johns Hopkins Travel Program by increasing

cost savings and enhancing the customer service you receive for travel.

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What This Means To You

A major snowstorm in

Chicago; delays and

cancellation throughout

system – traveler is

delayed and needs to

rebook; FAST!

• Traveler calls admin – “get me on a new

flight, rebook by hotels and car rentals!”

• Admin – scrambles to go to multiple

vendor sites and rearrange travel plans –

all the while updating traveler on the

options…

What if… Old Way…

• One phone call - traveler calls WTI’s

JHU Dedicated agent team, 24/7/365

Now…

A new faculty search

starts; need to bring 6

candidates in from all over

to Baltimore over the next 3

weeks…

• Admin gathers traveler details,

preferences, books flights, hotels,

ground transportation, etc., etc.

• One phone call – admin calls WTI’s JHU

Dedicated agent team, 24/7/365

A PI is headed out on a

multi-stop, international

trip. Asks admin to

research the options…

• Admin – scrambles to go to multiple

vendor sites and research travel plans

for traveler, then completes booking and

compiles the itinerary manually…

• One phone call - traveler calls WTI’s

JHU Dedicated agent team, 24/7/365

This program is here to save our travelers and those who support them time and

money while providing higher levels of service.

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Value Added Services

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

Experienced travel consultants (~11 years average experience)

24-hour reservation center

International rate desk

E-Ticket recovery No additional agency

fees for refunds or voids

Integration with Johns Hopkins International

Travel Registry

Same day + 24-hour voiding

capability in the USA

FlightStats WorldQC

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The 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.

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

Hopkins Travel Portal.

Live Demonstration of the Johns

Hopkins Travel Portal and the

Concur Online Booking Tool

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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 jhtravel@jhu.edu or visit the Johns Hopkins Travel Portal.

Topic JH Contacts Email Phone

Travel Portal

JHU Purchasing jhtravel@jhu.edu (443) 997-1000

Travel Policy

Reimbursement JH Accounts Payable apssc@jhmi.edu (443) 997-6688

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

(410) 516-HELP

Other Travel Topics Mark Chisamore jhtravel@jhu.edu n/a

Topic WTI Contacts Email Phone

Booking Travel Adrienne Burton (Lead Agent) jhutravel@worldtravelinc.com(888) 433-2556

(484) 348-6310

Concur Concur Online Support Team onlinehelp@worldtravelinc.com (800) 221-4730

Mobile Support Mobile Support Team mobile@worldtravelinc.com n/a

Groups and Meetings Johns Hopkins Agents jhutravel@worldtravelinc.com(888) 433-2556

(484) 348-6310

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WTI Designated Team

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

Contact Title Email Phone

Adrienne Burton Johns Hopkins Team Lead

jhutravel@worldtravelinc.com(888) 433-2556

(484) 348-6310

Tim Briggs Johns Hopkins Agent

Terrie Posta Johns Hopkins Agent

Melissa Holsopple Johns Hopkins Agent

After Hours Agent

SupportWorld Travel Agent afterhours@worldtravelinc.com (888) 433-2556

Donna Rufo Account Manager drufo@worldtravelinc.com (484) 348-6694

Questions?