Travel Management Services

The Vendor is required to provide Travel Management Company (TMC) to provide comprehensive domestic and international travel services supporting its academic health system, including hospitals, outpatient clinics, research operations, faculty, residents, fellows, staff, and students.
- The selected TMC must support the complex needs of a major academic medical center with 24/7 clinical operations, highvolume professional travel, medical conference travel, emergency response requirements, and HIPAAaware data handling.
- The TMC will deliver technologyenabled solutions, operational efficiency, traveler safety, compliance enforcement, and strategic cost savings across the agency enterprise.
- Services include:
• Provide access to comprehensive travel inventory through one or more industry-standard content aggregation methods, including but not limited to Global Distribution Systems (GDS), direct airline connectivity (e.g., NDC or equivalent), and other lawful fare sources.
• Provide an Online Booking Tool (OBT) that:
• Applies agency branding (logo, colors, and configurable interface elements).
• Supports configurable workflows, including approval routing, required data fields, departmental rules, and user‑role–based settings.
• Enforces agency travel‑policy rules, including fare restrictions, preferred suppliers, and exception coding.
• Delivers customizable messaging, such as policy reminders, pop‑up alerts, and pre‑trip advisories.
• Provides full mobile compatibility, including responsive design and app‑based access for booking, changes, notifications, and approvals.
• Booking Channels and Traveler Self-Management
• The TMC shall support agent-assisted, web-based, and mobile booking channels. Authorized travelers may manage air, hotel, rail, and car reservations directly through online or mobile applications while maintaining policy enforcement, duty of care, and reporting consistency
• Required tools may be proprietary, third-party, or hybrid, provided all requirements are met.
• Ensure integration with agency ERP, currently Workday, and single sign‑on.
• Manage traveler profiles, including residents, fellows, traveling clinicians, research teams, and administrative staff with secure, automated updates.
• Enforce pre‑trip and post‑trip travel policy compliance with role‑based exception coding.
• Unused Tickets
• Identifying unused or changeable airline tickets before they expire and applying them in the most cost effective way.
• Support transparent tracking and application of unused airline ticket value. Unused ticket value represents institutional funds and must remain visible, auditable, and portable to agency. Solutions that rely on proprietary ticket bank ownership models that materially restrict portability, transparency, or client access are not preferred.
• Provide 24/7/365 traveler support with multilingual agents trained in handling last‑minute travel changes due to clinical schedules.
• Offer VIP concierge support for clinical and academic leadership, if needed.
• Provide support for physician recruitment travel, clinical outreach travel, CME travel, residency interview travel, and research‑grant‑funded travel.
• Support medical mission, global health, and international research program travel with risk and compliance considerations with integrations with duty of care platforms.