Travel Program Overview
Introduction
In an effort to enhance the process for arranging travel services, provide new and improved services, and identify travel related cost savings, Travel Services & Procurement Cards, a department under the auspices of Business Services, has developed the Penn Travel Portal.  This new site provides information on a comprehensive array of travel related services, traveler safety options, and opportunities to maximize the value of every travel related budget dollar.  Providing quality customer service, support and cost containment opportunities are more important than ever in today’s economy.  Utilizing this travel portal, our preferred travel suppliers, and proving feedback of your experiences will enable us to continually expand and enhance the services we provide to the Penn community.

Reservation Options
The core of our travel services program centers on the philosophy that campus community requires the widest range of flexibility and choice in determining which reservation method best meets their needs. Hence, this program acts as a central gateway to a variety of reservation alternatives, with Penn-specific pricing, that provide savings as well as the convenience of having them all on one site:

  1. Travel Agencies – The number of preferred agencies has expanded from one to three.  American Express Travel has handled the University’s travel needs for over 12 years and has dedicated agents on the account.  Marathon Travel handles travel arrangements for over 50 colleges and universities and has developed an “expertise” when it comes to academic travel needs.  Premier Travel is local woman-owned agency, which qualifies for a SBA designation, and is an agency known for a high level of service and an expertise on travel needs to South Africa.
  2. Axiom and GetThere – Two on-line booking products, Axiom and GetThere, are available to Penn travelers to enable them to shop on-line 24/7/365. Both on-line booking products contain Penn special pricing while offering lower service fees when making travel arrangements without the aid of an agent.   
  3. Preferred Airline Carriers – The Travel Portal shows the preferred airlines with which Penn has negotiated savings.  Not all fares are eligible for savings.  If you are able to get one of the last expenses most restrictive fares, no further discount may apply.   
  4. Low cost carriers.  Low cost carriers, such as Southwest Airlines and Air Tran, offer discounted pricing out of Philadelphia and can be booked directly through the Portal or by one of Penn’s preferred agencies.
  5. International Flight Consolidators - Access to discounted international flight consolidator fares can be accessed through Premier Travel for South African Airways and Marathon Travel for most other international destinations.
  6. Hotel and Car Reservations - Links to several Penn preferred on-line hotel and car rental reservation sites are provided on the Portal.

Benefits
The University of Pennsylvania Travel Portal provides options, competition, and a blend of all the current methods of booking travel to enable users to realize the following benefits:

  1. Centralization - A single, central gateway is provided as a convenience for travelers through which University discount, contract rates can be accessed and information as to best booking venues and payment methods have been provided.
  2. Preferred Rates – Accessing travel information through the Travel Portal ensures that the traveler will receive the University’s specially discounted contract rates.
    1. Travel Agencies - The participating travel agencies are familiar with Penn’s unique travel needs and offer a central bill mechanism for tickets to be charged back to funding sources.
    2. Airlines – The Portal identifies which airlines are preferred partners and other Penn special pricing, support and assistance, when necessary.
    3. Hotels - Direct access to the University’s list of preferred Philadelphia-area hotels, as well as to consortium hotel discounts in many other cities. Other outbound hotel options are listed as well.
    4. Car Rentals - Direct access to the University’s list of preferred car rental agencies ensures that the special Penn rates and negotiated coverages are provided to Penn travelers.
  1. Risk Reduction - Favorable relationships are part of the program when participants join the Travel Portal.
  2. Fly America Act Compliance – Preferred agencies are familiar with the Fly America Act if the traveler identifies themselves as a University of Pennsylvania employee traveling on federal funds
  3. Freedom of Choice – On the Travel Portal supplier diversity is facilitated and travelers are able to maintain flexibility with the selection of the specific reservation method that best meets their needs (i.e., travelers can either book direct with a hotel or car rental agency; use a travel agency for complex itineraries; use an on-line booking travel site, or use a combination of all three).
Cost Savings - By choosing to use one of the preferred suppliers listed on the Travel Portal, not only are travelers gaining access to reduced rates, but the University is able to offer this service at no cost to the Penn community. The Portal is a built upon a zero-cost, self-supporting business model.

Payments
When using one of Penn’s preferred agencies, Penn travelers can use the airline billing account. On-line booking products require a credit card number on file, but tickets purchased on the on-line booking products can be submitted for reimbursement through the IDS office.  Amtrak tickets, conference registration and car sharing services can be purchased with Purchasing Cards.

Fly America Act
The Fly America Act requires the use of U.S. flag carriers to the maximum extent possible. With the many code sharing arrangements among airlines, compliance can be both complicated and difficult to monitor. Therefore, it is recommended that travelers call one of Penn’s preferred agencies when traveling under the auspices of the Fly America Act.
Worldwide Travel Tracking
Though Penn’s relationship with International SOS, travelers can elect to enter their itineraries into ISOS’ travel tracking program. International SOS is listed under the section entitled: International Travel Support Services.

Conclusion
The travel industry is experiencing dramatic changes with the advent of the Internet, global events and industry competition. These factors make reservation and itinerary flexibility, favorable cancellation/ standby/exchange terms and general risk management precautions even more important. This program provides the ability for departments to choose between using travel agencies or on-line booking products.  Both options provide Penn pricing and allow the Travel Services department to collect data on travel spend for further negotiations with travel providers.

Future Enhancements
Travel Agencies.  More diversity agencies may be selected which offer special pricing to specific destinations throughout the world.

Central Bill Account.  A central bill authorization workflow built into our on-line booking products within the next few months.

Social Networking.  Through the social networking page, PennPALS, will solicit destination information that helps all our travelers whether travel to China or D.C. 

Greater Reporting Capabilities.   Provide comprehensive quarterly reports to our schools and centers on the travel arrangements purchased through our preferred agencies and on-line booking products.

FAQ’s

Q: Why are only certain airlines emphasized?
A: The participating airlines were chosen because they fly out of Philadelphia, offer Penn special pricing and work with Penn when service issues arise.

Q: How were the participating travel agencies chosen?
 The agencies were selected because of their expertise, their knowledge of academic travel requirements, their customer service levels, their value-added services and their reputations throughout the travel community.

Q: How do I know one travel agency from the other? Which agency is best for my needs?
A: Our hope is that you will find that the agency that best meets your needs.  If you have used Amex Travel in the past and you are happy with their service, then continue to use them.  If you have previously not used an agency, you may wish to contact one or two and see which one provides you with the best service and price. In general, selecting a travel agency is based on many factors, and ultimately it is a personal decision.

Q: May I still use other agencies or internet sites for airline ticket and hotel reservations?
A: Yes. If you find that there is a particulate agency that offers you pricing to a destination that no one can match, you may purchase that ticket and get reimbursed but you will be responsible for verifying that you are buying that ticket from a reputable source.  And, if you find an internet only hotel or air price then you can book it and get reimbursed. We want to encourage everyone to save money but we do want to mitigate risk so – buyer beware.
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Q: Can I use an Airline Billing Account with the preferred agencies and the on-line booking products?
A: There is an airline billing account set up at each agency.  You will still have to provide them with a 26 digit account number, a signature and the embossment and fax it back to Travel Services.  There is currently no central bill account workflow for the on-line booking products but we hope to have one soon.

Q: Are any of these agencies small, woman owned business concerns?
A: Yes, Premier Travel meets these requirements and has a SBA designation and a CCR number.

Q: Who can use Penn’s special pricing?
A: Faculty, staff and students who are traveling on behalf of the University for business purposes. Visitors booking the local hotels listed under the “Visiting Penn” section.