1. Improving the Travel Experience for YOU!
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2. We heard you! .
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3. What We heard No standard means for making reservations
Complicated Policies
Paper Intensive Process
No ability to help travelers in an emergency
No way to limit Export Controls risk
Limited reporting means we have not maximized our buying power
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4. Travel Redesign GOALS Streamline Travel Process Simplify Policies
Provide Duty of Care
Increased Compliance with Export Controls
Robust Reporting
Consolidated Spend for Improved Air, Hotel, and Car Rental Pricing .
11/9/2018

5. Re-designing TRAVEL AND EXPENSE MANAGEMENT for the uva community
TravelUVA
launched January 4, 2016
ExpenseUVA
to be launched in July 2016
New Policies
Travel and Expense Services Team
TravelUVA: online booking tool customized for UVA; full service travel agent support; traveler alerts and assistance; Export Controls guidance, etc.
ExpenseUVA: online expense management tool that will seamlessly integrate with TravelUVA; eliminates paper processing and replaces travel workbook
11/9/2018

6. What we will cover today
New Streamlined Policy
Travel and Expense Card
Peek at online booking tool
Booking for self or for another
Booking for a guest
Paying for air, rail, hotels, & car rentals
Benefits to You! .
11/9/2018

7. Policy Simplification & notification
ONE STREAMLINED POLICY for Travel, Meals, & Entertainment
Eliminate overly burdensome requirements (e.g., no receipts under $75; mileage justifications)
Align state and local fund limits
Simplify approvals
New Travel Workbook reflects new policy
Policy notification prompts built into online booking tool
11/9/2018

8. Travel and expense card
ONE CARD SOLUTION for Travel & Expenses
Replaces separate travel and purchasing cards
No more worry about what card to use
Corporate Liability Card
UVA pays the bill
No more waiting for Travel Reimbursements
11/9/2018

9. Streamlined Travel booking
Option 1: Online Booking - Concur tool customized to reflect UVA policy and supported by Christopherson Business Travel (CBT)
NO BOOKING FEE
Self service – traveler or their assistant
Real time flight and hotel availability
Traveler profile maintains and applies travel preferences and rewards program information
Option 2: Full Service travel agency - CBT
Negotiated booking fee lower than other agencies
Team of travel agents designated for UVA travel
Urgent after-hours assistance.
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10. Duty of care
24/7 monitoring of world events with mobile traveler alert notifications
Automatic enrollment in United Healthcare Global Assistance travel program for all employees
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11. Export Controls compliance
Export Controls are federal laws intended to protect U.S. economic and national security interests and to support U.S. foreign policy initiatives
Did you know?
Travel to sanctioned countries must be approved in advance by UVA’s Export Control Office
You must have approval to take UVA-owned equipment and information to certain countries
UVA could be subject to large fines and penalties if not compliant
Travelers could be held personally liable
TravelUVA will guide travelers through the process.
11/9/2018

12. Robust Reporting Knowledge Is Power!
Visibility into travel spend and habits helps departments save
Advance ticket purchase
Spending outside of policy
Ticket exchanges
Unused tickets
University-wide savings and benefits
Benchmarking reports
Traveler compliance
Negotiated savings
TravelUVA Already Provides a 2% Discount on Delta Flights and CBT only Hotel Discounts!
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13. What is not changing? Conference hotel reservations
Local Contract Hotel and Car Rental reservations paid with Travel and Expense Card
Paying for hotel accommodations when cardholder is not the traveler
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14. Traveluva can be use for personal travel when:
Adding vacation time to a business trip
Adding a companion to your trip when booked as a guest
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15. Taking a Closer Look at Booking Online
Supported by Christopherson Business Travel (CBT) and Powered by Concur
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16. Landing Page
Automatic notification to travelers within 100 miles of a disaster or warning , with ability to communicate directly with UVA Emergency staff.
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17. Concur Home Page
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18. Setting Up Your Profile
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19. Required information in a traveler profile
Home address
One telephone number
Emergency contact information
TSA information
Gender
Date of birth
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20. Security masking/Frequent Flier
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23. Act as other user
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24. Acting as
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25. Book for a Guest
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26. Search Screen
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27. Export control notice
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28. Default shop by schedule
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30. Policy Alert
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31. Seat Assignments
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32. hotels
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33. Per diem
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34. Cannot reserve a non-refundable hotel stay on-line.
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38. Trip library
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39. Arranger view
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40. WHEN You Should USE A FULL–SERVICE Agent
Travel to Sanctioned Countries
Groups of 10 or more
Rail (other than Amtrak)
Budget Air Carriers
Limos/Car Services/Shuttles
Motor-coach/Charter Buses
11/9/2018

41. FACULTY Testimonial
“I have used the new UVA Travel System and am pleased by the format and structure of the new website. I am also pleased that travel resource staff continue to be available to help me train my staff, help me with specific travel related questions. Most importantly, I was pleased to receive travel alerts in a timely manner as I was at an international meeting in Manchester, England during the Paris crisis. The information was essential to me and provided me with access to resources if I needed them to try to get home several days later.”
11/9/2018

42. What to do now Start using TravelUVA!
Complete your traveler profile in TravelUVA
Attend a lab for hands on experience
Visit for
new streamlined policy, updates, helpful information, links to labs, and step-by-step user guides under Travel & Expense
Share information with your colleagues about TravelUVA and help them set up profiles with travel assistants
Watch for updates about ExpenseUVA coming this spring!
Let us know your thoughts…
11/9/2018

43. Questions?
Lisa Atkins, Travel and Expense Administrator Raegan Harouff, Travel and Expense Project Coordinator Dolores Hildebrand, Assistant Director Carrie McGowan, Travel, Expense, and Card Program Manager Helpful information and step-by-step user guides located at under Travel & Expense.
11/9/2018