West Virginia Purchasing Division 2017 Agency Purchasing Conference Travel and Expense wvoasis Presented by: Catherine DeMarco WV State Travel Manager Kelley Smith Director of E-Travel, WVSAO
Agenda Travel Services System Functionality System Business Process Traveler Administration Travel Authorization/Advance Travel Expense Report Document Approval P-Card Integration & Reconciliation Conversion, Training & Implementation Questions
Travel Agreements Agenda Agreements Overview Travel Management Agreements Term of Contracts Rate Savings Agreement Benefits Nationwide Access to Lodging Site Lead State and Participating States
Travel Management Agreements Vehicle Rentals Enterprise/National Hertz Discount Airfares Delta Airlines Travel Management Contractor National Travel
Agreements Overview One-stop solution to setting up a managed travel program that supports State Agencies in controlling spend This program doesn t replace any existing individual state lodging programs for in-state lodging. It further extends those programs to a nationwide level. Leverages combined market share and buying power to maximize discounted service rates and other value-in services Available to all State Agencies and their qualifying political subdivisions. Any public employee can utilize these agreements while on official government travel status.
Vehicle Rentals Enterprise/National Contract started: 10/19/2009 Contract expiration: 10/18/2017 Corporate discount # XZ68WWV Personal discount # 68WVPER Return with a full tank of gas unless you think you are going to use a full tank
Vehicle Rentals Hertz Contract Started: 10/19/2009 Contract Expiration: 10/18/2017 Corporate discount # 68278 No personal discount offered Will rebid
Vehicle Rental Benefits Unlimited mileage One way rentals up to 500 miles at no additional cost Free loss, damage waiver insurance (LDW) Free extended liability insurance coverage up to $1,000,000 Emergency roadside assistance Vehicle licensing fee waived No energy surcharges No underage fees apply (minimum age 18)
Vehicle Rental Guidelines Reservations must be made 7 days in advance Notify that rental is for state employee Must use State discount number Do not pay for insurance Make sure to obtain the computer generated final receipt Must rent economy or mid-sized vehicle Make sure you have a full tank of gas
Vehicle Rental Guidelines NASPO contract allows for gas at prevalent market rates but not more Pre-pay option is most reasonable when using a full tank of gas My web site has a mileage calculator, the system has every make and model loaded with size of fuel tank and calculates to the gallon
Discount Air Fares Delta Airlines Contract Effective 10/1/2015 Contract Expiration: 10/1/2018 Discount automatically applied at booking to state travelers Booking thru E-Travel system or directly with National Travel Business related flights only
Lodging Program Getting State Heads in the Right Beds! WSCA/NASPO Lodging Contract Started 10/16/2012 Contract Expiration: 12/31/2017 Discounted rates are displayed in the E-Travel booking tool West Virginia is exempt from paying state and occupancy tax on in-state lodging when using P-Card No third party bookings Travelers paying with personal credit cards are not tax exempt and that tax is reimbursable
Lodging Program Benefits All rates at or below GSA Per Diem Over 10,000 locations representing more than 50 brands 4:00 PM or later day of arrival cancellation policy Will rent to 18 years and older Last room availability and no blackout dates at most locations All State and Local Government travelers are eligible No booking, deposit or reservation fee No early departure fee No parking fee when staying with no vehicle No resort fees No energy fees
Lodging Program Benefits Preferred lodging partners selection based on: Best rates Amenities offered National/regional/independent brands FEMA certified Environmentally preferred partners highlighted Ease of use
Travel Management Contractor National Travel Corporate Travel Management Company for over 20 years West Virginia Corporation 3 Full Service Offices New contract in effect June 30, 2017
Travel Management Contractor Benefits 24/7 In-house Emergency en-route assistance Quick-change service for re-issuance of tickets while traveling Advocacy & Money recovery Duty of Care $200,00 Flight insurance Independent quality control monitoring Flight status notification service AIRS- Automated Invoice & Refunds Concierge Service- Complimentary with full service
Fees for Airline Bookings $7.00 Domestic or International online reservations without agent assistance $28.00 Domestic agent assisted reservations utilizing phone, fax or email $34.00 International agent assisted reservations includes passport assistance $20.00 Intervention fee if agent assistance is required subsequent to ticketing a self service transaction
Intelligent Traveler National Travel s premier travel app. Traveler inspired and agent developed, the app has all your travel needs right on your mobile, automatically. Free to State of West Virginia Travelers Instant Access Flight Alerts & Notifications Push Notifications Flight Searches Boarding Passes International Services Driving Directions Concierge Services
Meals & Incidentals 75% for the first and last day of travel & travel for more than 12 hours in a 24 hour period Destination determines the rate The $5.00 incidental is reimbursement is allowed even when meals are provided Per-diems are base on the Federal Rate and are updated annually Travel rules can be found at: www.state.wv.us/admin/purchase/travel
Lead State Oregon is the Lead state that administers the NASPO ValuePoint Travel Program agreements on behalf of all participating states nationwide.
E-Travel System Functionality Automation of Business Processes Online submission of documents by traveler/proxy. Authorization/Advance (TRAUTH/TRADV) Expense Report (TRER) Online attachment of scanned receipts Online role based approvals (Financial)
E-Travel System Functionality Integrated compliance of standardized policy Lodging, meal & mileage rate policies (GSA/DOD/DOS) Map based mileage calculation based on Start & End location Duplicate expense report warning Default financial coding based on expense category (obj/sub obj/commodity code) Receipt required indicator/validation
E-Travel System Functionality Integrated policy compliance (cont d) Reporting of taxable expenses Integration with HR leave records Integrated Management of outstanding advances Copy forward to cash receipt (CR) Roll balance for frequent travelers Cash advance threshold
E-Travel System Functionality Integrated P-Card travel card reconciliation Online visibility of report status (ESS/FIN) Management reports through wvoasis Business Intelligence Pending reports Spend detail Outstanding advances
E-Travel System Business Process Integration HRM Traveler Setup /Admin (DEPTD/NPD ) ESS Travel Document Creation TRAUTH/TR ER OBT Access through ESS Traveler/ Proxy Select Itinerary FINANCIAL AP Review (TRIPAUD) Submits Documents for Approval ESS Traveler Document and Payment Status FINANCI AL EFT Payment Issued to Traveler FINANCIA L Approvers conduct review via worklist
Business Process Overview Traveler Administration Traveler setup in HRM (DEPTD/NPD) Populates booking tool profile from HRM Populates Ghost P-Cards for airfare bookings Populates individually assigned P-Cards ESS User Portal (myapps Employee) Initiation of Travel documents Create travel itineraries in booking tool View online document approval status
Business Process Overview Travel Authorization (TRAUTH) Integrated Booking Tool Integrated Policy compliance Automatic Advance request upon approval Automated Direct Pay request creation upon approval Encumbrance of cost upon approval
Business Process Overview Travel Expense Report (TRER) Copy forward functionality From Authorization From previous trip Integration of P-Card travel card expense reconciliation Integrated Policy compliance O/S Advances deducted from reimbursable expenses Compare actual to authorized expenses Encumbrance liquidation upon approval
Business Process Overview Document Approval AP review completed in FIN prior to submission to workflow Workflow integrated with Agency supervisory hierarchy in HRM Email notification to all approvers Agency workflow via Finance (FIN) work list
P-Card Integration & Reconciliation Integration All travel expenses except food and fuel for personal vehicle Individually Assigned Card transactions automatically assigned to traveler and reconciled by Expense Report Document (TRER) Ghost Card transactions assigned by Card administrator and reconciled by Expense Report Document (TRER) Contact Agency Pcard Coordinator for information on requesting cards for travel use.
P-Card Integration & Reconciliation Reconciliation All expenses for trip recorded on TRER TRER Reconciles PRCUU and creates PRCC Receipts added on TRER are viewable through PRCUT/PRCC. If reconciled on PRCUU and receipt attached, not required to re-attach to TRER. Receipt viewable through TRER.
End User Training Training Offered to All Users Coordinators Travelers Approvers Multiple Training Formats Documentation found at: myapps>enterprise Readiness>Training>Travel>Employee Travel Classroom Sessions Online Simulations Job Aids
Conversion & Implementation Conversion Current Travelers converted from FIN to HRM Traveler Setup/Proxy Assignment Existing Travel Bank Accounts Agency Outreach for additional data collection Financial Document Security for admin/approvers Approval Workflow View demo and WebEx info @ myapps>enterprise Readiness>Outreach Sessions>Travel>Employee Travel
Booking Tool For Non-ETravel Users View Account setup info @ myapps>enterprise Readiness>Training>Travel>Employee Travel
Travel Contacts West Virginia State Auditor Phone: 304-558-2251 Travel Staff All Travel related questions should be sent to: Pcard_travel@wvsao.gov Catherine DeMarco - State Travel Manager Phone: 304-558-2613 Email: Catherine.A.Demarco@wv.gov