New York State Centralized Travel Program

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• New York State Centralized Travel Program
• 2004 State Purchasing Forum
• Presenter Todd Wadzinski
• New York State Office Of General Services

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What is travel?

• While many see travel as fun and exotic..
• New York State sees travel as work!

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Agenda

• Highlights of the OGS Procurement Services Group
  Travel Services contracts
• Air Travel Services
• Travel Agent Services
• Vehicle Rental Services
• Other Agreements

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Air Travel Services Contract

• 530 domestic and international city pairs under
  current contract.
• Contract expires February 28, 2005.
• Cost savings of 15 - 80 over normal full fare
  ticket prices.
• NYS saves approximately 17 million/year

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Current Contractors

• Air Tran Airways
• American Airlines
• America West Airlines
• CommutAir (Continental Connection)
• Continental Airlines
• Delta Airlines
• Frontier Airlines
• JetBlue Airways
• Midwest Airlines
• United Airlines
• Virgin Atlantic Airways

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Some Examples.

• Albany to Buffalo list price 266
  NYS price 212
• Albany to Los Angeles list price 1585 NYS
  price 257
• Buffalo to Orlando list price 1069
  NYS price 99
• New York City to Atlanta list price 995 NYS
  price 117
• New York City to London list price 1420 NYS
  price 240
• New York City to Tokyo list price 2946 NYS
  price 275
• Newark to Washington, DC list price 650 NYS
  price 182
• (all prices listed are one-way)

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Service Highlights

• 100 refundable tickets
• Fully changeable tickets
• Last seat availability
• No advance purchase or Saturday night stay
  requirements.

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Service Highlights

• Domestic city pairs have at least 2 flights per
  day.
• Frequent flyer miles and other travel incentives
  will accrue for individuals.
• Most city pairs have no more than one layover and
  major metropolitan areas have non-stop flights.

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Who can use this contract?

• All State Agencies
• NYS Executive Branch
• NYS Assembly
• NYS Senate
• NYS Judicial System
• SUNY
• NYS Authorities Boards
• Previously Approved Entities (found in contract)

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NYS Air Travel Policy

• Governors Office made this contract mandatory
  for all Executive State Agencies on May 23, 2003.

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So what does this mean?

• All Executive State Agencies are mandated to use
  this contract.
• All airline tickets must be purchased using the
  State Corporate Card/Business Travel Account
  (BTA)/Purchasing Card.
• All ticketing must be booked through an
  authorized State travel agent contractor.

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Exceptions to travel policy

• If an Emergency
• If non contract fare saves more than 200 over
  the contract price.
• Exceptions require prior approval of Agency
  Finance Officer.
• Must notify Statewide Travel Coordinator
• Statewide Travel Coordinator is notified by
  travel agent if fare is over 1000.

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Method of Payment

• Corporate Travel Card
• Business Travel Account/BTA AMEX (old)
• Central Travel Account/CTA Citibank (new)
• Procurement Card (non-state entities)
• Personal credit cards, checks or cash CANNOT be
  used.

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Reservations.

• Must use Contract Travel Agent
• -- reports are essential
• -- they know the policy
• -- they know NYS business
• Cannot obtain fares on internet or by calling the
  airline directly
• Matched fares cannot be used.

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Travel Agent Services Contract

• Provides One-stop shopping for all business
  travel needs. Make reservations for air, hotel,
  bus, train, rental car, all with one transaction
  fee.
• Current contract expires January 15, 2005.

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Why use a travel agency?

• Mandatory for all Executive State Agencies
• Contract travel agents are familiar with OGS
  contracts and State travel policy
• No fee for exchanging/reissuing tickets
• 24 hour Emergency Service Center
• Reporting

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Current Contractors

• Carlson Wagonlit/Albany Travel (Statewide)
• Stovroff and Taylor Travel (Statewide)
• Advantage Travel (Regional)
• Austin Travel (Regional)
• Grinnell Travel Agency (Regional)
• Plaza Travel (Regional)
• NFT Travel/The Travel Team (Regional)
• BTI the Travel Consultants (Regional)
• Lakeside Travel/Rich Worldwide Travel (Regional)

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Contract Transaction Fees

• Airline ticket 15 to 28
• Train/Bus ticket 5 to 25
• No fee for hotels/rental cars

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Ticket Delivery

• Most tickets are now processed electronically
  email will be sent to traveler
• Some airlines may charge for a paper ticket when
  an e-ticket is available.
• Paper tickets
• -- No charge for first class mail
• -- All other delivery methods are at the
  user agencys expense

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Who can use the Travel Agent Services contract?

• All State Agencies
• All Political Subdivisions

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Passenger Vehicle Rental

• Contract is intended to provide passenger vehicle
  rentals from office or home and returning to same
  location.
• Enterprise Rent-A-Car is current contractor
• Rental locations located within NY State
• Available to all State and non-state agencies
• Contract expires May 8, 2005

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What types of vehicles are offered?

• Subcompact
• Compact
• Mid-size
• Full-size
• Station wagon
• Mini-van
• Cargo Van
• Pickup truck

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Pricing.

• Vehicle Class Albany
  Daily Rate
• Subcompact 4 door 38.78
• Compact 4 door 40.84
• Mid-size 4 door 42.90
• Full-size 4 door 45.99
• Station Wagon 58.35
• Mini-van 67.62
• Cargo van/Full-size pickup truck 58.35

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Why should I comply?

• Competitive rates
• Collision Damage Waiver (CDW) insurance included
  in rate
• Total liability in case of an accident is 100
• Unlimited mileage within New York State
• Early vehicle pick-up (most locations)
• Drop box for after hours returns (most locations)
• Customer pick-up and drop-off (most locations)

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Personal Vehicle Parking

• One vehicle per rental
• No charge
• As an alternative..
• Remote vehicle delivery/pickup
• No charge

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Reservations

• Call 1-800-RENT-A-CAR or local Enterprise office
• Give reservation agent ID JN0035
• Go to www.enterprise.com
• Use corporate account JN0035 and PIN NYS
• Use the contracted travel agent

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Payment Methods

• Corporate Travel Card
• Business Travel Account (BTA) or Central Travel
  Account (CTA)
• Procurement Card (non-state agencies only)
• Personal Credit Card
• Cash
• Purchase Order
• (travelers should verify there are no extra fees
  charged)

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Out of State Rentals

• No contract
• Filed Price Agreement for discretionary rentals
  in the US and Canada (outside of NYS)
• 150 free miles per day (25/mile after)
• Collision Damage Waiver included
• 7 daily surcharge applies to airport rentals

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Out of State Rentals

• Reservations can be made by calling Enterprise
  at 1-800-RENT-A-CAR
• Give reservation agent ID NA24NYS
• Book online at www.enterprise.com
• Enter corporate account number NY24NYS
• Enter PIN STA
• Use contracted travel agent

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Lodging

• Filed Price Agreement currently set up for
  discretionary bookings at The Wall Street
  District Hotel by Holiday Inn in Lower Manhattan.
• 189/night (below current per diem rate)
• Free local telephone (up to 5)
• Complimentary continental breakfast
• Call 212-232-7800 to book
• www.ogs.state.ny.us/purchase/fpa/fpa.asp

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Amtrak

• Discount rates available to State employees
  traveling for business purposes.
• Bulk ticketing available directly through Amtrak
  or a contracted travel agent
• State government rates can be booked by calling
  800-USA-RAIL, at the Amtrak ticket window, or by
  using a contracted travel agent.

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Amtrak rates one way

• Albany/Schenectady to NYC (Penn Station)
• Off peak 39 Peak 45
• Albany to Buffalo Off peak 45 Peak 54
• NYC (Penn Station) to Washington, DC
• Regular Amtrak Off peak 74 Peak 92
• Metroliner Off peak 115 Peak 123
• Acela Express Off peak 132 Peak 141
• NYC (Penn Station) to Boston
• Off peak 58 Peak 71
• (Peak rates apply Fri Sun between 9am 659pm)

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Need more information?

• www.ogs.state.ny.us/travel
• Todd Wadzinski
• Statewide Travel Coordinator
• 518-402-5005
• todd.wadzinski_at_ogs.state.ny.us

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QUESTIONS