New Guidance

1
New Guidance

• The Now . . .
• and the Future . . .

2
What are you doing now?
Submit Additional ITT Informational Sheets
now This ensures we have the most up to date
information about your office.
3
The Future of MTV in Rec Trac

• CNIC updating existing vendors and requesting new
  MTV vendors as they join the program before goes
  to field (Oct 1, 2006)
• One Master ITT database (Nov 1, 2006)
• Automatic daily updates in database, including
  vendor, prices, etc. - ITT Manager doesnt do
  anything. (Nov 1, 2006)
• New Vendor agreements with EFT (Jan 1, 2007)

4
The Future of MTV

• MTV Brochure Templates for state regional areas
  (Samples for suggestions)
• Do you want to see separate or all on one?
• Add MTP tickets to brochure? Etc.
• If you have a binder, special publicity, etc. let
  me know and I will let the ITT World know no
  need
• to reinvent the wheel
• Local ITT helping get contracts updated you are
  leading the future and keeping us on course

5
How to Record Rec Trac Hotel Voucher Refunds

• Currently
• Rec Trac gives sold and refunded vouchers a
  voucher number. The ITT Manager manually matches
  up sold and refunded vouchers and submits payment
  to business office. This allows business office
  to clear SAP.
• Future
• Rec Trac refunds will not have a new voucher
  number, which raises a flag that this voucher is
  a refund. Regular hotel vouchers will match up
  automatically and the business office will
  manually clear refunds in SAP.

6
Boca Refund Guidance

• Refund Boca Voucher
• If accidentally miss-type the customers name
• Refund voucher in whole spelling it incorrectly
  again. Then resell with correct spelling
• If customers needs to cancel
• Refund entire voucher and give refund according
  to local policy
• If name on voucher is not going, but rest of
  party is
• Refund entire voucher and then resell correct
  Quantity in new customers name, all in the same
  transaction. Refund as needed.
• If customer wants to add a night or additional
  people
• Sell a completely new voucher with the same
  confirmation number

7
Intra Company Sales

• Intra Company Sales (Liberty, Fleet, etc.)
  currently.
• Use GJV to manually transfer ticket and move
  money from ITT to the correct cost center and G/L
• Intra Company Sales in Rec Trac Version 10
• Ring up as a normal sale
• At end payment screen, there will be a new
  payment type (Internal Sale), select this.
• A question will come up asking for cost center
  and G/L account, type this in and complete
  transaction.
• Boca tickets will print out and a receipt for the
  other department.

8
Business Office Paperwork for Intra Company

• Current
• Sell and manually annotate on DAR the cost center
  and G/L account.
• ITT Manager pulls reports and submits to business
  office for payment.
• Business office manually moves
• Future
• Sell and the cost center and G/L account shows on
  the DAR II.
• SAP pulls sales and pays vendor at month end.
• DAR II allows the business office to move money
  from department.

9
Group Tours Contracts

• BUPERS INST 7043.1B, Enclosure (1)
• 120. Agreements. Certain agreements do not
  require signature by a contracting officer. For
  example, a MOA (paragraph 103) with another
  government entity may be signed by the MWR
  Director of by the commanding officer. The MWR
  recreation director or the information, tickets
  and tours (ITT) manager may sign a ticket
  consignment agreement, including agreements
  furnished by the vendor. Commercial sponsorship
  agreements shall be signed by the commanding
  officer or by the MWR director, if designated by
  the commanding officer (reference (f) refers).

10
Group Tours AGREEMENT (cont.)

• What to look for in the agreement?
• Agreement has clear deadline date without penalty
• Plan sign up deadlines around payment and penalty
  dates, ensure to take into account payment plans
  (business office submission, mailing, etc.)
• Understand the Terms of Agreement
• In Dispute Resolution and Claims if it states
  governed by the state of Florida put one line
  through and change to the United States of
  America.

11
Australia Tours
Ring up Tour as a Whole, do not separate it
out. However the business office will need to
know where to assign in SAP. Aussie Air
Aussie Tour Admin Fees (includes Air fee to
MCCS) Working with Rec Trac to allow us to show
a total, but split out into different categories.
More to come on that.
12
Australia Payment Schedule

• ITT Office will receive a statement on the 30th
  of each month and it will list only those
  customers departing the USA within the following
  month.
• Example
• Customer Smith Itinerary 9999 Depart USA 08 Oct
  2005
• Appears on statement 30 September 2005
• Payment required 15 October 2005
• Military Tours is a foreign vendor and due to
  time differences, estimate 7 days for FedEx and
  14 days for USPS for check payment to arrive on
  time.

13
Group Cruises

• How do you book group cruises?
• Use preferred providers through Camp Pendleton
• How do you record Group Cruises?
• SAP Master Business Plan (final TBA)
• Recording gross sales gives us more negotiating
  power and higher visibility
• Note Individual cruises are different. Continue
  with current guidance as per local guidance.

14
Group Cruises

• All tour escorts and drivers are to be on TDY
  Orders (no cost or other) 1710.11C
• CNIC SAP Master Guidance is the broad guidance.
  There may be local or regional guidance to follow
  in addition to these guidelines. Suggest working
  in close partnership with your Regional Business
  Office for local and regional steps or processes.

15
Group Tours Cruises Marketing

• Market within your Region
• Market on the mwr website through ITT Program
  Manager (see website for submissions guidelines)
• Tell other ITT Managers and me about providers
  performance.

16
What are your best Practices?
17
What are your challenges?