February 13, 2009
TO:
Deans, Directors, Chairpersons and Executive Managers
FROM:
David Brower, Assistant Vice President, CFO and Controller
SUBJECT:
Change in Preferred Travel Agencies
Over 10 years ago, Michigan State University established a University Cluster Travel Program to provide support to our travelers and travel arrangers and to consolidate university travel for improved pricing and service. Three travel agencies, selected through a competitive bid process overseen by the MSU Travel Advisory Committee (TAC), were selected and have worked in conjunction with MSU to meet these goals since the program’s inception.
Due to changes in the travel industry and how MSU books travel, the University elected to explore the options travel management companies could offer MSU travelers and travel arrangers. With the assistance of the reconvened MSU TAC and the MSU Purchasing Department, a request for proposals for travel services was issued in 2008. Travel management company proposals submitted were evaluated. This process has led to the selection of two preferred travel agencies, Tower Travel Management and Passageways Travel. These companies will begin providing travel services to Michigan State University on Monday, February 23, 2009, under our new contracts.
Michigan State University will end relationships with STA Travel and Anderson Travel. After numerous years of dedicated service, especially to our foreign travelers, Anderson Travel will be closing their doors. We wish the staff at Anderson Travel all the best as they move into new chapters of their lives. The last day in which direct billing will be available through Anderson Travel is Friday, February 20, 2009.
Tower Travel Management and Passageways Travel will offer our travelers and travel arrangers "one stop shopping". Services to be offered include, but are not limited to: direct billing of airfare/rail, access to travel discounts, reservations of car, hotel, events, group and meeting planning assistance and lower service fees.
Each agency has prepared an introduction to their company which will be posted on the Travel Office website. The University Travel Office will be sending out announcements shortly inviting travel arrangers and travelers to attend educational opportunities presented by both Tower Travel Management and Passageways Travel. Training sessions will include information about each travel agency and what they offer MSU, and will include a review of on-line booking tools.
The most exciting opportunity for Michigan State University travelers and travel arrangers is a new MSU Travel Portal. This on-line tool, which will be available on Monday, February 23, 2009, will house the profile application necessary for all travelers and travel arrangers to complete in order to utilize either agency. If you had a direct bill application or profile already completed, your profile already resides with both agencies and within their on-line booking tools.
The MSU Travel Portal will also provide, through Single Sign-On technology, access to "ResX" and "Get There", the on-line booking tools offered by the Preferred Travel Agencies. The Portal will be introduced in phases beginning with the profile and on line booking tools. In the not too distant future, electronic invoices as well as travel tools, such as flight status checker, will be available as well. Further announcements will be forthcoming from the University Travel Office in the coming days and weeks.
Our hope and the hope of the Travel Advisory Committee is that by selecting Tower Travel Management and Passageways Travel, Michigan State University travelers and travel arrangers will experience increased service and value.
During the transition, the Travel Office will develop an on-line survey to assess needed adjustments in services. In turn, TAC will be meeting periodically to evaluate the new Preferred Travel Agencies. Your feedback is requested so that we can achieve the desired quality service from these agencies and make appropriate adjustments.