We have had a system-wide managed travel program at UW-Madison since 2015. As I recall (it was before I started in my current position, but I was with the University at that time), there was definitely a struggle to get our travelers on board. They often felt they could find cheaper airfare on their own and generally just didn't like being told what they could and couldn't do.

Having a managed travel program has paid off in spades since COVID hit. We were able to consolidate our tickets with the Big 4 airlines and negotiate really good deals to be able to utilize them in the future. We had almost 4,000 tickets worth almost $2 million on which we will not realize losses (barring another year of travel lockdowns); they were either refunded or can be applied to future travel by any traveler.

I'd be more than happy to talk details if anyone wants more information.

Thanks!

Graig
graig.brooks@wisc.edu

We have had a managed travel program at UW-Madison since 2015. There was certainly some push-back at the time of implementation - and even through 2019 by some travelers - but it has been a huge success through COVID. We were able to consolidate our tickets with the Big 4 airlines (almost 4,000 tickets for almost $2 million) and get them either refunded or available for future use by any traveler. It has been a huge win for us so far. If you are interested in implementing such a thing at your University, I believe now is the time to strike.

I'd be happy to talk details if anyone is interested.

Thanks!

Graig
graig.brooks@wisc.edu

Edit: sorry for the duplicate post, it didn't look like my first one posted properly!

At CU we do not have a "mandate" however we recently put tighter restrictions around requirements in order for travelers to be reimbursed for airfare purchased outside of the program. We had a 94% adoption rate prior to COVID and this new policy requirement, so time will tell if this new requirement will move the needle.

As far as compliance is concerned, managing to your policy and backing by leadership is key to driving adoption. We use Concur Expense workflow to assist us with managing - all outside airfare is routed to Travel for review and approval or if an exception does not apply we return the report to the employee and have them remove airfare from their expense report. We to allow a one-time pass for employees and have only had a handful of multiple offenders.

Drexel University prior to COVID, was not mandated but due to this uncertain time travel is mandated to use our TMC. I don't see how we can possible go back to non-mandated. Since COVID, our business travel remains suspended indefinitely, however we have in place COVID Travel Guidelines ( https://drexel.edu/procurement/about/covid-19-operations/travel-guidance/) created via our University Travel Task Force if travel is deemed necessary and essential must be processed via TMC. Most recently and during COVID, RFP for T&E software was just awarded to Concur which is well overdue.

At the University of Wisconsin system, we have been mandated to use a TMC for over 5 years now.

Tulane had a mandated program prior to COVID, but without consequences and senior admin total support, but maintained descent adoption. Since COVID there is major buy in and we will not pay for travel expenses booked outside of our travel program now.

SCTEM sent and email today announcing the webinar series on this subject (adoption). I highly encourage you all to register. If you didn't receive the email, let me know and I will forward it to you. You may want to check your email spam settings as well.

At Vanderbilt University, the managed travel program has been mandated for years prior to COVID-19. As all travel is restricted, any travel that is booked must be booked through Concur or travel agency of record and receive an exception to book. This is reported to leadership each week.

We are fortunate that the travel program has strong support from leadership that has grown over the years. It has enabled us to get more student group bookings booked through our agency. We have a robust Global Safety and Security team, that I partner with for duty of care and we meet regularly with Risk and Insurance Management. This was integral when travel was restricted in March. We have continued to work hard to show the value that mandated program can bring and have hosted Travel and Safety webinars for when our students arrived and departed for Fall Semester and then we hosted a three weeks series this month for all students returning.

During the roundtable last Wednesday, I recall hearing one university saying that they are reducing the employee's out-of-pocket reimbursement by the lost rebate from not booking on their university's preferred payment method. Does anyone recall which university is doing this? Thanks!

Hello everyone,

I'm circling back on this, as WesternU will soon be implementing mandating our travel program this Fall. Senior Administration first asked that I put together a list of peers that are also mandating travel.

Thus far we have: University of Washington, Tulane University, University of Texas MD, University of San Diego, UVA & VCU (Virginia Commonwealth), University of Wisconsin, Drexel University and Vanderbilt University.

Once I've drafted this list, we'll find a way to make it accessible to all members.

Thank you in advance for your participation!

Raquel

At Vanderbilt we have mandated travel for the past 7-8 years. It was so helpful last March when we needed to cancel trips and communicate and support our travelers who needed assistance returning to the states. Today, it's even more helpful as we have had to support travelers facing international entry / exit requirements due to COVID-19. We have been able to utilize savings from unused ticket credits transferred to UATP cards for guest bookings that were canceled due to COVID-19 - that wouldn't have happened if the program wasn't mandated. From a duty of care standpoint .. this has been valuable to the university. Also, our TMC relationship is one that they work closely with us to support our travelers in every way possible.

It does take a lot of work to build and sometimes it feels like you constantly have to market the benefits and sell the travel program. We conduct road shows with departments, work with student groups, training sessions for guest bookers, travel arrangers/assistants, and do a monthly airfare comparison where we take itineraries that have been booked and "secret shop" the TMC, check in the online booking tool, consolidator websites, Google Flights, etc.... BUt it is so worth it in the end when you are able to problem solve or realize savings.

Like @Tersea stated above - when a traveler is having an issue with airline, car rental, or hotel, I can really advocate on their behalf since I have the data of the buying power of the institution. We are fortunate that we do have support from leadership.

Excellent advice, Sabrina! Thank you!