TRAVELER BENEFITS INCLUDE:

Transcription

1 TRAVELWAYNE INTRO Fr the Traveler WHAT IS TRAVELWAYNE? TravelWayne is a new slutin that autmates the travel request, travel bking and expense reprt prcesses fr Wayne State emplyees. This slutin intrduces imprvements beynd just the new nline travel and expense slutin, such as: New travel plicy issued April 1, 2012 New travel agency Cnlin Travel New travel card JP Mrgan Chase WSU-negtiated savings available thrugh TravelWayne bking r agency bking Online trip itinerary t rganize all f yur travel needs in ne lcatin Smartphne mbile applicatins t assist the travelers and apprvers while away frm the ffice Direct pay fr expense reimbursement TRAVELWAYNE GO LIVE DATE Check with yur BAO fr yur grup s G Live date CONTENT What is TravelWayne and its benefits t travelers? 1 G Live Date 1 Yur Travel Experience 2 New Plicies Streamline the Prcess 3 Travel Savings (air, htel, car, and parking) 3 Getting Started 4 Supprt Optins 4 Training Offerings and Schedule 5 Tls t Assist Yu as Yu Travel 6 TRAVELER BENEFITS INCLUDE: Ease f Use Frnt t end cntrl f the travel experience Electrnic apprvals Simplified meal reimbursements Mbile app access Speed Aut-ppulated crprate travel card transactins in the traveler s expense reprt ereceipts frm participating vendrs 3-days fr TravelWayne ACH payment after date f apprval All ther payments are prcessed within a 6-business days perid after date f apprval Efficiency Payment n behalf f emplyee t JP Mrgan Chase fr reimbursed expenses Real-time access t itinerary thrugh TripIt Pr Cst Savings WSU-negtiated rates fr tp travel suppliers when using TravelWayne bking tl r cntacting Cnlin Travel agents Cmpliance Built-in travel plicy prvides exceptin warnings when bkings r expenses are ut f plicy Visibility Online histry and reprting capabilities Wayne State University travel.wayne.edu

2 TravelWayne Intr P a g e 2 YOUR TRAVELWAYNE EXPERIENCE TravelWayne brings tgether the best f technlgy and travel services t take yu frm the paperbased prcess we have tday t an autmated, service-fcused travel experience. Travel Request Travel Requests are entered nline and will rute t the apprpriate manager fr timely apprvals Bk Trip Fr travel bking needs, users will have the ptin t utilize the TravelWayne nline bking slutin r t cntact a Cnlin Travel agent at TRIP (8747). Travel Event G mbile with free apps fr iphne, ipad, Andrid and BlackBerry! The Cncur Mbile Applicatin prvides users with easy, remte access t TravelWayne. TripitPr rganizes the traveler s itinerary, prvides travel updates and ntificatin and mnitrs US ecnmy-class airfare fr airfare refund if the price drps. Expense Reprt JP Mrgan Chase Bank MasterCard eases the persnal cash flw fr travel expenses. Additinally, expenses incurred n the MasterCard will autmatically ppulate the traveler s expense reprt which reduces data entry. Payment Wayne State University prvides payment t clear the apprved MasterCard charges nce the expense reprt is apprved. Emplyees are respnsible fr payment f persnal expenses.

3 TravelWayne Intr P a g e 3 NEW POLICIES STREAMLINE THE TRAVEL AND EXPENSE REPORTING PROCESS The campus Disbursements department has wrked clsely with the Cntrller s ffice and key business affairs fficers frm acrss campus t finalize several plicy changes that are intended t streamline the Travel Request and Expense Reimbursement prcesses. Highlights f the plicy changes: Use f per diem rates as set by GSA, fr all individual meals, n receipts required Same rules fr dmestic and internatinal travel Less stringent airfare rules, balanced apprach based n cst and schedule TRAVEL SAVING OPPORTUNITIES Disbursements and Prcurement and Strategic Surcing have teamed up t bring cst savings t Wayne State travelers. TravelWayne prvides travelers with access t discunts acrss ur tp travel suppliers when the TravelWayne nline bking slutin r Cnlin Travel agents are utilized t bk travel. Cntract savings that are available. Delta Natinal rental car Emerald Aisle card available fr all travelers Enterprise rental car Park-n-Fly parking Metr Car sedan service (natinwide) Inn n Ferry Street htel Detrit Marritt Renaissance Center Detrit Curtyard Dwntwn MtrCity Casin

4 TravelWayne Intr P a g e 4 GETTING STARTED 1. An applicatin frm is available t request the JP Mrgan Chase crprate travel card. Apprved expenses are paid by the university t JPMrgan which eliminates /reduces yur persnal cash flw. 2. A link t the jb aid n hw t establish yur user prfile can be lcated at travel.wayne.edu. Yur prfile must be established befre yur first travel bking. 3. Take advantage f the nline training aids and the available training classes! TRAVELWAYNE SUPPORT OPTIONS Yur TravelWayne team has teamed up with Cnlin Travel, Cncur and JP Mrgan Chase t prvide cmprehensive supprt fr all f yur travel needs. Whether yu need assistance t bk yur travel, assistance n the rad r help establishing yur travel request and/r expense reprt we are here t help yu! Supprt infrmatin t knw: TravelWayne Infrmatin System: TRIP (8747) A supprt number has been established t address yur travel questins r needs. Select 1 fr Cnlin Travel agent fr bking airfare, htel, car rental, internatinal travel, r any agent related questin Select 2 fr Cnlin Travel technical assistance with TravelWayne nline reservatins Select 3 fr Cncur supprt desk assistance with updating yur user prfile, creating yur travel request, r prcessing yur expense reprt nline Select 4 fr questins regarding the WSU travel credit card Fr lst r replacement travel cards within the US, press 1 (JP Mrgan Chase) Fr lst r replacement travel cards utside f the US, press 2 (JP Mrgan Chase) Fr questins abut hw t apply fr a travel card, press 3 (WSU Disbursements) Select 5 fr Disbursements questins regarding travel reimbursement checks r general assistance Our TravelWayne Website Visit travel.wayne.edu t view infrmatin t help yu get started. Travel card applicatin frm Travel plicy Frequently Asked Questins (FAQs) Training aids and class schedule Preferred vendrs / cntracts fr travel savings Cnlin Travel Hub Our travel agency, Cnlin Travel, has a wealth f travel infrmatin, tips and nline bking training vides t als help yu thrughut yur travels. Visit their website at

5 TravelWayne Intr P a g e 5 TRAINING OFFERINGS Training is available, but nt required Intrductin t TravelWayne 2 hurs Lecture style frmat Intrductin f the new prcess, review f the basics, and a live demnstratin Recmmended fr all users Hands-n training 2 ½ hurs Lab setting with hands-n exercises Requires BAO apprval t register. Registratin link will be prvided by the BAO. Recmmended fr department administratrs and super users Intrductin t TravelWayne is recmmended prir t this training sessin Office hurs fr hands-n assistance Open sessin n agenda bring yur questins Lab envirnment fr hands-n assistance On-line training aids Quick Reference Guides Training vides Lcated at travel.wayne.edu Cnlin Travel Hub Online bking training Travel infrmatin Cnlintravelhub.cm/wsu TRAINING SCHEDULE The training schedule is available n the travel.wayne.edu website. Review yur ptins and sign up tday!

6 TravelWayne Intr P a g e 6 TOOLS TO ASSIST YOU AS YOU TRAVEL Cncur prvides tw free mbile apps fr iphne, ipad, Andrid and BlackBerry. Cncur mbile applicatin brings all f yur travel and apprval needs t yur smart device. Yu will have full access t the Cncur slutin t view itineraries, manage yur ut f pcket receipts, t enter expenses, and apprve expenses. 1. First step t get started is t establish yur Cncur mbile app PIN (persnal identificatin number) within yur user prfile. 2. G t the apprpriate marketplace t lad the free mbile applicatin. TripIt Pr prvides an rganized view f yur travel itinerary and prvides valuable mnitring f yur flight status s yu can fcus n yur wrk at hand. Tripit Pr als allws yu an pprtunity t rganize yur pints acrss yur varius airlines, htels, and rental car cmpanies. The inner circle feature enables yu t share yur itinerary details with individuals yu place in yur Inner Circle. TripIt Pr will mnitr US-based flights and will prvide a refund if the price f yur flight is reduced. T get started, register fr TripIt Pr within the Cncur system and dwnlad the free applicatin frm yur smart devices marketplace. Natinal Emerald Club membership imprves yur rental car experience. It is as simple as 1. Pick yur favrite car frm their lt 2. Shw yur drivers license n the way ut 3. Yu are n yur way! WSU-negtiated prices fr Natinal and Enterprise rentals are available via the nline bking tl r Cnlin Travel agent. Make sure yu apply fr yur Emerald Club card tday.