Accounts Payable

Group Travel Procedures

UNIVERSITY OF WISCONSIN-EAU CLAIRE
General Procedures for Planning and Purchasing of Travel
February 14, 2006 

The following guidelines are meant to help you in the planning and purchasing of meeting rooms, air transportation, lodging, food & beverages and any other related requirements for Athletic Team Travel, Student Studies Travel and Group Travel (group can include non-students).  This would include all in-state and out-of-state group travel when state funds or funds processed through state/university accounts are used, excluding student-funded athletic travel and student-funded recreational travel.

1.  Determine the TOTAL COST OF TRIP.  This must include all components of the trip (i.e. transportation, lodging, meals, side excursions, guides, any other misc. needs for trip).

Total Cost of Trip Under $5000

If the TOTAL COST of the trip is under $5000 normal purchasing procedures for best judgement are to be used.

Total Cost of Trip $5000 - $25,000 Airfare Included

If the TOTAL COST of the trip is between $5000 and $25,000 and airfare is being included in the travel, the travel planner must obtain at least three (3) quotes.

If the travel is for Athletics, one of the quotes MUST come from Worldtek (800-243-1800).  The two other quotes can be obtained from other travel sources.  Once quotes are obtained you must use the lowest total cost provider.  If the provider is other than Worldtek, documentation  of this must be provided to Accounts Payable prior to the travel.

If the travel is for Student Studies, one of the quotes MUST come from STA (517-324-3238, wstahl@statravel.com).  The two other quotes can be obtained from other travel sources.  Once quotes are obtained you must use the lowest total cost provider.  If the provider is other than STA, documentation of this must be provided to Accounts Payable prior to the travel.

If the travel is for Group Travel (non-student) all quotes can be obtained from any travel source.  The travel planner is encouraged to contact minority-owned, women-owned, veteran-owned and/or small travel agencies when obtaining these quotes.  Once quotes are obtained you must use the lowest total cost provider providing they can meet the travel requirements.

Total Cost of Trip $5000 - $25,000 Airfare Not Included

Quotes are needed for travel when airfare is not included in the trip.  This is a requirement for all Athletic, Student Studies and Group Travel planning.  At least three quotes are to be obtained for ground transportation and lodging.  Contract vendors must be used unless business & travelers needs cannot be met.  Documentation and justification for using non-contract vendors must be sent to Accounts Payable prior to travel.  Contract lodging vendor information can be accessed thru Accounts Payable website.

Items to include when requesting quote.  Same bid information must be submitted to all bidders at the same time.

1. Bidders List
2. Bid Release Date
3. Bid Due Date and Time (allow enough time for all bidders to respond)
4. Specifications (itinerary, schedule of meeting times, departure times, service levels)
5. Special requirements including any preferred lodging, transportation, locations and any other

details that will be required for trip.

6. Bid response methods accepted ( electronic, phone, fax, mail)
7. Summary of bids with justification for award

Total Cost of Trip $25,000 and over for any travel group

A Sealed Bid must be processed by the Purchasing Office.  This process takes six (6) weeks from bid release to award.  Information to include would be the same as items 1 through 7 in above list for quotes.  You would forward this information to the Purchasing Office and they would process the Sealed Bid package.  Contact the Purchasing Office for more information on the sealed bid process.

If you have questions regarding the new travel regulations please contact Becky Zillmer, Accounts Payable, 836-5266 or Vickie Gardner, Accounts Payable, 836-4528.

For questions concerning the requesting of quotes or sealed bid process please contact Penny Odell, Purchasing, 836-5171 or Steve Slind, Purchasing, 836-4643.