E-Travel

The E-Travel Management System has been designed to accommodate state employee travel with minimal out-of-pocket expenses. By incorporating the State and/or Agency travel policies and procedures and approval workflows into the system, it will facilitate the state-wide rollout of the Purchasing Card for Travel and issuance of up-front per diems at the agency’s discretion.

The system is comprised of three parts. The first is an online booking tool/search engine. State/Agency travel policies for booking airfare, hotel and car rental are built into this part so that they are enforced at the time of booking, or can be flagged for approval through the pre-trip approval process as required.

National Travel will serve as the ticketing agent and provide customer service as the State Contracted Travel Agency. State agencies will be charged a reduced fee when booking airfare through the system. Manual Agent intervention for booking airfare still requires the contracted fee for this premium service.

Second, the booking tool has been integrated with an expense management tool that also monitors State/Agency policies to enforce meal and mileage reimbursement rates as well as any other expenses as required. By integrating the two, we have the capability to allow for pre-trip authorization via electronic approvals as required by State/Agency policy.

The system will interface with both the Agency’s Accounting System as well as their P-Card reconciliation tool to allow for the synchronization of all expenses in all necessary systems.

The third piece of the system is the integrated reporting tool that will combine information from all aspects of the system (Booking tool, travel agent, expense tool, P-Card tool and accounting system). There will be standard reports as well as the capability to produce Ad-Hoc reports.

Participating Agencies

Current Participating Agencies and their progress are as follows: