1. Procurement Services Pre-Paid Travel Card Program
HOUSTON INDEPENDENT SCHOOL DISTRICT

2. Cross-Functional Team
System Development
System Testing / Implementation
Marketing Expertise
E-News Communication
Featured news story
Account Reconciliation
Back-End Processes
Data Collection
Customer Experience
Bank Relations
PROCARD
Best Practices
Pilot
Procurement Services
Accounts Payable
HISD Marketing
SAP Department

3. Project Development Goal & Objectives Market Intelligence
Provide an efficient process for payment of lodging expenses
Reduce tasks associated with rush requests
Reduce the # of checks issued for hotel expenditures
Increase overall PROCARD spend for higher rebates
Goal & Objectives
Who else has implemented this type of program?
Texas State University
Univ. North Texas
Houston Community College
Market Intelligence

4. Spend Analysis
PROCARD spend averages $19 million. Potential increase of $1.2 million in spend by introducing the Pre-Paid Travel program
Graph Rebate Analysis
Potential rebate increase of $35k
Program moves HISD to higher rebate tier
Rebate dollars in (thousands)
Calendar Years

5. Smarter Tracking Travel Security Card Inventory HISD Opportunities
Spend tracking will allow smarter negotiations for future savings
Travel Security
Card only valid during specific dates
Card only hold a pre-approved amount
Card is restricted to approved hotel
Card Inventory
This program allows us to have cards “in stock”. Shortens wait times for getting travel documents ready for traveler

6. Implementation Sourcing Process Pilot Program Travel Packet
Cross functional teams – Discuss impact of program
Market Research & Analysis
Product Development
Pilot Program
21 travelers
17 User Depts.
Individual & Group Travel
Lessons Learned
Program refinement
Travel Packet
Welcome Letter
Pre-Paid Authorization letter
User Agreement – Must be signed
Tax Exempt Form

7. Only for lodging expenses Don’t forget your card
Travel Tips
Only for lodging expenses
Personal incidentals and meals are not covered by this program
Don’t forget your card
Forgotten cards at your desk cause delays in your travel
Lost or stolen cards must be reported immediately
Must have travel packet
Pre-Authorization form
Tax Exemption form
Do’s & Don’ts

8. GO LIVE
January 20, 2014