Travel Management Services

The Vendor is required to provide travel management to support efficient, compliant, and cost-effective travel services for faculty, staff, and other authorized travelers.
- Requirements
1. Transportation services
• Domestic and international airline and rail ticketing services at the lowest available fare consistent with the traveler’s requested schedule, origin, and destination.
• Charter services (air or bus) are requested, the contractor shall solicit proposals from a minimum of three (3) qualified vendors, when available, and negotiate the most favorable pricing and service terms on behalf of agency
• All transportation shall comply with applicable state travel regulations.
• Any travel credits, discounts, or complimentary services received as a result of university-funded travel shall accrue to agency.
2. Lodging services
• Arrange hotel or comparable lodging accommodations for individual and group travelers, utilizing the lowest available rates, including government, educational, or corporate discounts.
• Property is not requested, lodging should be conveniently located relative to the traveler’s destination.
• Agency reserves the right to make direct lodging arrangements when deemed appropriate.
3. Vehicle rental services
• Arrange rental vehicles as requested, securing the lowest available rate.
• Confirmed rates and rental details must be included in the traveler’s itinerary at the time of booking.
4. International travel services
• All aspects of international travel, including reservations and ticketing for air, rail, bus, or sea transportation, as well as lodging and ground transportation.
• Guidance and assistance related to passports, visas, entry requirements, and health-related travel documentation.
5. Traveler itineraries
• Carrier(s)
• Flight, train, or other transportation numbers
• Departure and arrival times for all segments
• Ground transportation options at the destination
• Meal information, if applicable
• Lodging details, including name, address, phone number, and rates
• Vehicle rental details, including provider, location, contact information, and rates
6. Schedule changes, cancellations, and disruptions
• Make reasonable efforts to proactively notify travelers of delays, cancellations, or service disruptions.
• Assist in securing alternate travel arrangements in the event of carrier disruptions.