Travel Management Services

The vendor required to provide travel management services for include:
•    An individual and pool of consistent and dedicated travel service agents assigned to the university account during normal business hours, 8:00 am to 5:00 pm, Monday through Friday. 
•    These agents shall be the first line travel arrangers for the program. 
•    Direct phone numbers and email addresses for these agents shall be provided, to the universities’ point(s) of contact.
•    A backup or overflow assistance system in the event the assigned agent(s) are unable to perform duties as assigned or there is a high volume of ongoing activity with the contractor.
•    Twenty-four/seven/three-hundred sixty-five (24/7/365) access to a toll-free phone number for university travelers.
•    Comprehensive, state-of-the-art, user-friendly on-line booking tool for the purposes of making car reservations, to include mobile access capabilities.
•    The online reservation portal and on-call agent must be capable of receiving and validating a unique institution-issued approval number for all travel, including, but not limited to, official visits, recruiting, team travel, and other employee travel to ensure travel is approved prior to booking.
•    A system for utilization of paperless ticketing. 
•    These documents must be accessible to additional recipients when appropriate and must have the ability to forward to additional travelers.
•    Ability to track and report unused tickets. 
•    Quantifiable, documented cost-savings on transaction fees without sacrificing customer service or the efficiency of traveler’s time.
•    University athletic administration must have the capability to track university travelers and be notified in real-time in the event of a travel crisis involving university travelers.
•    Comprehensive on-line monthly reporting, with direct access for university personnel.
•    A designated and knowledgeable account manager that is both capable and able to meet the needs of the university’s account. 
•    Integration with the university’s financial and travel management software Ellucian
•    Provide significant improvements in travel service, airline ticket costs, group travel, travel communications, duty of care, data analysis and value for its travelers, planners and financial managers.