of a managed travel program:
A strong travel
management program, with buy in from as high as the Governor's Office,
can ensure that tax payer's dollars are saved. A clear travel policy
and the ability to update that policy yearly (at the minimum) according
to the economy will keep the program effective. On-going policy
training, newsletters and an informative travel web page are also
a must. Here are a few of the benefits and tools needed to have
a successful Travel Management Program:
Travel Agency(s) - having a contracted agency to provide travel
services gives a State the opportunity to obtain contracts from
rental car companies and airlines. It also allows them to benefit
from the travel agencies buying power with hotels globally. Here
are some other benefits:
1. Year to Year Comparisons
2. Totals by day, week, month or year
3. Detailed air/ car/ hotel activity-by individual traveler or as
a whole department
4. Air and service fee transactions by credit card
5. Destination report - can be used in case of an emergency/national
Allows the travel manager to track where all travelers are within
B. Compliance Control
Able to instruct the agency as to the appropriate authorizations
that are needed before booking the travel. They can also stop the
travelers from demanding flight arrangements that are outside of
Most agencies are able to keep track of unused tickets. This can
successfully catalog thousands of dollars worth of unused airline
tickets that would have otherwise been lost.
D. Experienced Agents
Utilize the expertise and experience of the travel agents in order
to keep the cost low by thinking of creative alternatives.
Access to special services desks with various airlines in order
to receive assistance with customer service issues that may arise.
F. 24 Hour
The ability to provide a centralized 24 hour travel department that
can assist in any travel related inquiries/problems.
Benefits of State
Travel Manager Alliance:
in STMA allows a Travel Manager to gain a wealth of knowledge. This
is important information that can be used to set up and maintain
a successful Travel Management Program. The conference calls that
are held every other month allow networking and sharing of ideas.
The email list server also allows a travel manager to send one simple
email which will be sent out to every participating travel manager
state wide. This is a great tool to gather information at any time.