TRAVEL ANNOUNCEMENTS

January 19, 2011
From the State Travel Office:

January 12, 2011
From the State Travel Office:

It has been brought to our attention that there have been requests for reimbursement due to input of the incorrect corporate discount code while reserving rental vehicles from Enterprise Rent-A-Car. Enterprise cannot be expected to continue to process reimbursements because of code entry errors. Therefore, it is imperative that each employee utilize the accurate Enterprise code when renting.

• For In-State Rentals - Discount Code for Enterprise is NA1403
• For Out-of-State Rentals - Discount Code for Enterprise is XZ14070

Shelita Woods, Office of State Travel
Shelita.Woods@la.gov, (225) 342-6322, (225) 342-5019 fax

November 30, 2010

Short's Schedule Change Itinerary Sample Email (.PDF)

Subject: Update: Schedule Change Emails

Good Morning,

Short’s Travel has been working towards an internal efficiency to automate airline schedule changes. Beginning December 1, 2010 Short’s Travel will enable our automated process to notify traveler’s of schedule changes imposed by the airline in an effort to communicate more effectively with our traveler’s. Short’s have set up rules that will safe guard the traveler’s in the event that the airline attempts to push a schedule change that is not appropriate for the itinerary. Example: The new itinerary only allows a 10 minute connection time between flights when the original allowed 40 minutes to connect between flights. Changes such as this are automatically sent to an agent to review and work with the airline directly to obtain better and more appropriate options.

Attached you will find the itinerary with highlighted text that will be used to notify the traveler. The original invoice will not be updated as the original price has not changed, only a section of the itinerary such as flight number, departure time, aircraft equipment etc.

Shelita Woods, Office of State Travel
shelita.woods@la.gov, (225) 342-6322, (225) 342-5019 fax

September 1, 2010
The new contracted travel agency is:

SHORT’S TRAVEL MANAGEMENT
TOLL FREE  -  (888) 846-6810, FAX  -  (319) 433-0847
EMAIL: state@shortstravel.com
Web site (state government): www.shortstravel.com/la

TRUE NORTH TRAVEL SOLUTIONS
*Note: MOTOR COACH TRAVEL ONLY
Direct: (312) 698-8991
Email: nick@truenorth-travel.com

***IMPORTANT CONTRACT INFORMATION***

• Normal Business hours are 8:00am to 5:00pm CST Monday-Friday.
• 24-Hour Number  24/7/365 – Note: beginning August 1, 2010 there will be a $15 per call transaction fee for use of the after hours services. (Agency will have final decision on reimbursement of this charge, which should depend on reason for call,  i.e. true emergency and not just to check on flight time, hotel information, etc.)
• Transaction Fee for 2010-2011 is $24
• New On-line Booking System – will be available beginning August 1, 2010 and will reduce your transaction fee from $24 to $5 per transaction – more information to come.
• Profiles must be created prior to booking travel arrangements. Profile information will not be transferred from previous contract since new security changes from TSA in air travel. Travelers must now ensure that all bookings/profiles include the traveler’s legal name.
• System tracks and reports booking/abuse information.
• Although use of True North Travel Solutions for coach travel is not required, if the agency chooses not to use this contractor, then the agency is responsible for handling solicitation of bids in accordance with the Small Purchases Executive Order.
• PPM49 Travel Regulation Changes for Fiscal Year 2010-2011 and On-line Booking System training available from Office of State Travel.

[per Tammy Toups, Assistant Director, 225-342-8053, Fax: 225-342-5019, tammy.toups@la.gov]

June 30, 2010
Effective July 1, the new state contracted travel agency is Short’s Travel Management.  To begin booking airfare on this date, a Profile MUST be completed. Short’s has been instructed not to book any airfare until the traveler has completed the profile information. It has become necessary to make this mandatory for all state travelers due to the new TSA security requirements. It is also important that your travelers select the correct agency/university as this will effect reporting for your agency as well as possible mischarges. Please forward this message to all potential travelers.

Please read below and complete each step:

1. Visit the Short’s/State of Louisiana travel Web site at www.shortstravel.com/la

2. Click on the “New User?” link. You will be prompted to enter such things as your name; birth date and gender; email address; business and home phone numbers; and to create a username and password.

IMPORTANT – Make sure that the name, birth date and gender entered match the information on your government-issued ID (usually a driver’s license or passport) to comply with TSA Secure Flight requirements.

IMPORTANT – Make sure that you select the proper agency (DEPT) from the Agency drop down field.

3. Click Submit. Now you’re logged in. You may choose to continue by clicking on the My Profile link at the top of the site to enter the rest of your profile information including airport preferences, frequent flyer accounts, etc.

[per Diane Singletary, Controller]

General Vehicle Information:

* Mileage Allowance for Personally Owned Vehicles will change to 51 cents per mile

* For Official State Business Travel, One of the Following Options is to be Utilized:

*  Employee may utilize a state vehicle, when available

*  Employee may rent a vehicle from the Enterprise Rent-A-Car's State Motor Pool Rental Contract; or

*  If an employee elects to use their personal vehicle, reimbursement may not exceed a maximum of 99 miles (per trip) at 51 cents per mile. Remember, if you plan on driving on University business in your personal vehicle and want to be reimbursed for mileage, you will need to take the Drivers Safety Course.

[per Diane Singletary]

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