Travel

E-Travel News

January 2020 - Volume 12, Issue 1

In This Issue

• Elite Frequent Traveler Status for 2020
• Personal Vehicle Mileage Rate for 2020
• Preferred Hotel Program
• Alaska Air Contract
• E-Travel Customer Satisfaction Survey

Elite Frequent Traveler Status for 2020

Benefits for travelers with elite frequent traveler status begins at the start of the year for most carriers. Due to mileage system limitations traveler status updates are not made in E-Travel automatically. The traveler or a planner must manually update the traveler profile in E-Travel Online.

To verify and update frequent traveler numbers and status in E-Travel Online employees should log into E-Travel Online and follow the steps below. Planners will need to log in and then select the actual profile of the traveler to update and then follow the steps below.

• Click Profile at the top of the page
• Click the Travel preferences link and verify the airline frequent traveler number is listed and correct. The frequent traveler number must be entered in this section or it will not be sent to the vendor when a reservation is made, and the traveler will not receive their mileage benefits.
  • If changes are necessary, click add or modify and click save at the bottom of the page.
• Click the Personal Information link on the right under Profile settings.
  • Scroll to the bottom, under Elite Travel Membership Information, and using the drop-down menu update the carriers Elite Status field. If the traveler no longer has status with the carrier, change the setting to select.
  • Click Save at the bottom of the page.

Personal Vehicle Mileage Rate for 2020

Beginning on January 1, 2020, the standard mileage rate for the use of a car (also vans, pickups or panel trucks) will be $0.575 per mile driven for business use, down one half of a cent from the rate for 2019. The following reference documents/forms located on the Division of Finance Travel webpage have been updated to reflect the updated mileage rate for 2020.

• Privately Owned Vehicle Rates [PDF]
• Travel Authorization Form with Linked Travel Request [XLTM]
• Mileage Form [XLSX]
• Moving Expense Reimbursement Payroll Report [XLSX]

Note: When using the forms to calculate mileage, the date must be entered first. A browser refresh maybe required to access the updated forms.

Preferred Hotel Program

The link to the 2020 Preferred Hotel Program has been published in E-Travel Online and the property star ratings are displayed next to each Preferred Hotel in the booking tool.

We are pleased to have 10 properties offering a single annual rate this year, which qualify them as 5 star Preferred.

The Preferred Hotel Program has garnered the state real savings, but in order to sustain lower rates a cohesive effort by all state travelers is necessary. If a travel itinerary can benefit from selecting a 5, 4, or 3 Star property then the particular property should be selected with limited exceptions.

• 5 Star: property offers a single annual rate at or below the low season GSA rate with last room availability.
• 4 Star: property offers two rates at or below the two seasonal GSA rates with last room availability.
• 3 Star: property offers a seasonal rate at or below GSA rate but with limited availability.
• No Star: property offers competitive pricing when compared to their standard published rate; however, the rate exceeds the seasonal GSA rate and last room availability may not be offered.

As with car contracts, properties (preferred or not) will adjust inventory based on supply and demand. As a result, there will be times when a preferred property will offer a lower than negotiated rate and that rate may be selected. There may also be times when a preferred rate is sold out and only a higher room type is available, booking the preferred property should be considered over a non-preferred.

In FY 2019, the State saved over $845,000 in hotel costs through the Preferred Hotel Program. Savings are calculated by comparing the rate booked to the lowest published rate available for the same room type. E-Travel cost savings are reported quarterly on the Division of Finance website.

Alaska Air Contract

The State of Alaska and Alaska Air have signed a new contract agreement. The contract discount is applied at the time of purchase to most fare classes on all segments served by Alaska Air when booked and ticketed via the E-Travel Office.

A preferred icon in all markets where Alaska Airlines must be flown is displayed in E-Travel Online. When Alaska Air does not meet the business needs of the traveler a reason must be noted. The reason must be documented so E-Travel Management Team (ETMT) can monitor compliance to the contract. Failure to meet the required targets will result in a decreased discount over the next two quarters, costing approximately $168,750 in savings.

Please help us maintain our heightened discounts by choosing Alaska Airlines whenever possible.

E-Travel Customer Satisfaction Survey

It is our goal to continue to reduce travel costs to all departments and agencies, while maintaining an acceptable level of service and providing the most up to date software and technology to statewide users.

If you are a state employee whom has contacted CTM for travel arrangements, either by phone or in E-Travel Online in the past three months, please take a moment to let us know how we are doing E-Travel Satisfaction Survey.

This survey is used to evaluate customer service provided by Corporate Travel Management (CTM) and the E-Travel Online booking tool. Many of your suggestions and comments have been used to resolve issues, make enhancements, changes, or bring clarity to the travel program. For example, most recently, we removed Branded Fares from the booking tool based on your feedback.