Commonwealth Travel

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(No Transcript)
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Commonwealth Travel

• Why are we here?
• New travel policy
• New travel agent
• New online booking tool

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Commonwealth Travel

• Should be easier!
• and should save the commonwealth money

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Commonwealth Travel

• Quirks of the old system
• multiple management directives, multiple
  contracts, systems that didnt talk to each
  other, databases that didnt meet our business
  needs.

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Commonwealth Travel

• Benefits of the new system
• a single policy, agent/online arrangements in
  the same place, agencies get more info, better
  online tools, negotiated rates

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Commonwealth Travel

• Our new travel partner
• ADTRAV Travel Management
• 30 years, govt travel experience
• One of the largest agencies in US
• Agent and online help
• Trained specifically for PA travel policies

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Commonwealth Travel

• Who does what
• Review the policy
• Some key reminders
• Check out the online system

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Commonwealth Travel

• Your Agency
• Reconciles agency air lodging card use
• Contacts travel office to authorize use of
  lodging card
• Provides accounting codes
• Augments statewide policies with agency-specific
  procedures

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Commonwealth Travel

• Office of Travel Operations
• Sets statewide travel booking policy
• Provides travel training/information
• Helps with group travel
• Approves use of lodging cards
• Manages preferred vendors
• Supervises travel management company

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Commonwealth Travel

• ADTRAV
• Provides live travel agents for
  international/complex travel, agency lodging card
  bookings and travelers with disabilities
• Provides 24/7 traveler assistance
• Manages online booking system
• Runs booking system help desk
• Provides reports

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Commonwealth Travel

• Commonwealth Payroll Operations
• Sets statewide reimbursement policy
• Receives, reviews, approves expense reports for
  payment
• Manages cash advances
• Conducts travel expense audits

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Commonwealth Travel

• General
• Book online www.travel.state.pa.us
• International, complex, lodging card, travelers
  with disabilities call ADTRAV at 1.866.530.8899
• Non-compliant bookings subject to audit

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Commonwealth Travel

• Air
• Must pay with agency air card
• Coach only
• Must consider 2 hours before/after and
  single-connection flights that save 200
• Must consider alternate airports that save 300
• If you cancel, must use ticket for next
  applicable trip

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Commonwealth Travel

• Car Rental Ground
• Use a fleet vehicle if you can
• Use preferred vendors currently Enterprise and
  National
• Use shuttles and public transit, if less
  expensive
• Book Amtrak directly
• Personal mileage at GSA rate

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Commonwealth Travel

• Lodging
• Allowed when 50 miles from home and headquarters
• Must use preferred hotel, if available
• If not available, cannot exceed GSA rate
• Conferences if higher than GSA rate, must seek
  lower (can be at same hotel)
• Stays over 60 days must be pre-approved

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Commonwealth Travel

• Subsistence
• Can only claim actual expenses
• Overnight status up to 36/day
• Must deduct if meal is provided
• Less than 24 hrs 4.50 for every 3 hrs
• High-cost areas follow GSA (-incidental)

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Commonwealth Travel

• Payment
• Airfare to agency air cards
• Infrequent travelers to agency lodging cards
• 4x or more/year PNC card
• No more than 2 cash advances per year, need 10
  day advance, 500 minimum

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Commonwealth Travel

• Reimbursements
• Smaller of actual expense/maximum allowed
• Submit expense report within 60 days
• Must submit receipts of 35 but all are
  auditable for up to a year
• Third-party reimbursement agreements must be
  provided/documented

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Commonwealth Travel

• All credits, promotions, certificates
• or other considerations earned during
• commonwealth business travel must be
• used for commonwealth business travel.

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Commonwealth Travel

• Before we look at the online
• booking system in detail,
• there are some big-ticket
• reminders worth writing down!
• Well provide more detail when we demo the
  system
• but you need to pay close attention to these
  topics.

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Commonwealth Travel

• Important!
• The only exceptions to online booking are for
• international travel
• complex travel
• agency lodging card reservations
• travelers with disabilities

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Commonwealth Travel

• Important!
• The first time you log in, your
• username is your 6-digit employee ID number
• password is adtrav followed by the last 4
  digits of your social security number

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Commonwealth Travel

• Important!
• Plan to take 5 minutes the first time you use the
  system to update your profile. Most information
  will transfer from the SAP system.
• Secure flight federal mandate your name in the
  system and the name on your govt issued
  identification MUST MATCH EXACTLY!

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Commonwealth Travel

• Important!
• Only you can give rights to another person to
  arrange travel on your behalf.

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Commonwealth Travel

• Important!
• If you booked a hotel in the old
• system for travel after July 1
• your reservation will transfer to the new system
  you will receive a new confirmation number must
  present your corporate card at check in, if
  appropriate

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Commonwealth Travel

• Important!
• If you booked a flight in the old
• system for travel after July 1
• your reservation will remain in the old system
  confirm details with airline 24 hours prior to
  travel if you need changes or help, call the
  travel office at 717.265.8509

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Commonwealth Travel

• Important!
• There will be changes in the expense
  reimbursement screens in employee self service.
  Most are cosmetic.
• In mileage, youll now have to go to the
  detail screen.
• To print, right click and select print.

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Commonwealth Travel

• Lets look at the online booking system

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Commonwealth Travel

• Remember
• www.state.pa.us
• book commonwealth travel online
• 866.530.8899
• ADTRAV Travel Management
• complex travel, changes, lodging card
  reservations and help
• 717.265.8409
• Commonwealth Office of Travel Operations
• travel booking policy, group travel
• 800.824.0626
• Bureau of Commonwealth Payroll Operations
• expense policy, reports, audits and reporting
  assistance

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Commonwealth Travel

• Questions?