contract 1008 travel management services

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Overall, agencies materially complied with NSW Government travel policies.

However, the Auditor-General found some agencies:

• did not always book official travel through the approved supplier
• had weaknesses in their travel approval processes
• had travel policies that were inconsistent with the NSW Government policy
• did not adequately manage their travel records.   

Executive Summary

Last year the NSW Government spent almost $250 million on travel. The government’s travel policies aim to help agencies make better travel decisions and reduce costs. The Department of Finance, Services and Innovation (DFSI) is responsible for the government’s travel policy and manages the government contract with an approved private sector provider to procure travel services. This audit assessed how effective agency processes were to ensure compliance with:

• the ‘Policy on Official Travel within Australia and Overseas’ issued by the Department of Premier and Cabinet in Circular OFS-2014–07 ‘Official Travel in Australia and Overseas’ (the former policy)
• the ‘NSW Government Travel and Transport Policy’ issued by DFSI (the new policy), effective from 28 September 2016.

We examined 15 agencies from different NSW Government clusters with significant travel expenditure. For a list of participating agencies, refer to the Appendix two.

We found that overall, agencies materially complied with NSW Government travel policies. However, some agencies:

• had travel policies that were inconsistent with the government policy
• did not adequately manage their travel records.

Self-assessments indicate agencies comply with most aspects of the new policy. Agencies also believe more guidance from DFSI about certain aspects of the policy would increase compliance.

1. Findings from our audit of agency compliance with the former policy

Some agencies did not always book official travel through the approved supplier.

Seven participating agencies did not always use the government’s approved travel supplier. A further four agencies had not registered with, or booked any travel through the approved supplier.

Whole-of-government contracts leverage the government’s purchasing power and deliver better value for money. The success of these contracts depends on agency participation, hence agency compliance is essential.

Recommendation

DFSI should work with agencies and clusters to overcome impediments to agency participation and maximise savings.

Some agencies had control weaknesses in their travel approval processes

Eight participating agencies had weaknesses in their travel approval processes, including:

• official travel not approved by a delegated officer
• written approval obtained only after official travel was undertaken
• documentation deficiencies, making it impossible to ascertain whether approvals were obtained before or after the official travel was undertaken.

One agency did not require approvals where actual costs exceeded pre-approved expenses.

The government’s newly appointed provider’s service offering includes a travel tool that automatically records key information fields and approvals. Agencies should use this tool to enhance internal processes, avoid control weaknesses and better document their travel decisions.

NSW Health agencies maintain additional policies to deal with travel-related employee entitlements

NSW Health agencies’ policy frameworks offer special travel conditions to deal with certain Award entitlements. Award conditions are backed by legislation and can be difficult to change. If agencies determine departure from the government policy is unavoidable, approval should be sought from the minister responsible. Lack of alignment between agency and government policies reduces the effectiveness of whole of government contracting and policy making.

Recommendations

Agencies with policies that are inconsistent with government travel policy should address the points of difference, or obtain approval for policy departures from the relevant minister.

Most agency records management systems did not retain adequate travel documentation

Ten participating agencies could not provide evidence to support one or more aspects of travel by their public officials.

Agencies’ records management processes should ensure documentation is sought and retained to support the validity of options selected for public officials’ travel.

2. Findings from our survey of agency compliance with the new policy

The new policy has only been effective since 28 September 2016. We asked agencies to self assess their compliance with the recently issued government travel policy. When agencies indicated they were not complying, we asked them to provide reasons, including any difficulties they experienced complying with the new policy.

Self assessments show agencies believe they mostly comply with the new policy

Most agencies do not believe complying with the new policy reduces travel costs.

Over half of the participating agencies do not believe quotes obtained by the government’s approved supplier are always the cheapest available. Agencies reported the approved supplier was not always able to match or better quotes from other travel providers. Getting the best possible deal is important to agencies and motivates them to use whole of government procurement contracts.

DFSI should monitor agency use of, and seek feedback about government contracts and ensure compliance does not result in higher costs.

Agencies require clearer guidance on how they should manage airline loyalty schemes

In accordance with the new policy, two agencies allow public officials to manage their bookings using personal airline loyalty schemes. However, only one agency believes it has processes in place to ensure airline loyalty points accrued from official travel are not used for personal benefit and private travel. No agency reported having systems and processes that ensure public officials do not retain unused airline loyalty points accrued from official travel after they leave the sector. Recommendation

DFSI should set clearer expectations and guidance about the processes agencies can put in place to limit the personal benefits public officials might obtain through airline loyalty schemes.

Most agencies are transitioning to payment of actual travel expenses

Twelve participating agencies report having implemented, or being in the process of implementing payment of actual travel expenses rather than per diems to reduce agency travel costs. In some instances, conditions in workplace Awards and employee contracts impede progress. This is possibly the biggest single area where compliance with government policies will reduce travel costs. This will save costs, ease administration and more fairly record the travel related costs. Recommendation

Agencies should work towards reform of workplace arrangements to transition to travel entitlements based on an actual rather than per diem basis.

Agencies report having better travel management systems and information

All participating agencies reported having:

• implemented appropriate records management systems to comply with the new policy
• better tracking and reporting of public official’s travel
• appropriate controls over the booking of private travel by public officials where it is an adjunct to their official travel.

1. Introduction

1.1 nsw government travel policies.

The NSW Government travel policies that form the criteria for this audit are:

• Policy on Official Travel within Australia and Overseas’ issued by the Department of Premier and Cabinet in Circular OFS-2014–07 ‘Official Travel in Australia and Overseas’ (the former policy)
• ‘NSW Government Travel and Transport Policy’ issued by the Department of Finance, Services and Innovation (DFSI) (the new policy), which became effective from 28 September 2016.

The former policy covers all official air travel by public officials using public money. The new policy is broader than the former policy, and includes similar requirements for domestic and overseas air travel. It provides agencies with an overarching framework to base development of their own policies and guide their travel and transport decision making. NSW Government travel policies apply to all NSW Government departments, other public sector organisations and services reporting to a minister. State owned corporations (SOCs) and Public Trading Enterprises (PTEs) are encouraged to adopt these policies. ‘Official travel’ refers to where a NSW public sector agency, responsible to a minister, uses public monies to pay for the travel of a public official or any other person.

1.2 Benefits of Compliance

The key objectives of whole of government approaches to contracting are to:

• ensure agency spending achieves the best value for money outcomes for the State
• promote timely and effective implementation of government policy decisions and ensure agencies and public servants are responsive to the elected government
• deliver an expected volume of transactions to the approved supplier under their government contract. DFSI estimates savings would exceed $10.0 million per year if agencies consistently booked their official travel through the government’s approved supplier
• provide agencies with an overarching framework to base their own policies, guide travel decisions and avoid ‘re inventing the wheel’. Whole of government policies are designed to incorporate government values into agency cultures
• promote and maintain transparency in agency purchasing decisions and ensure official travel decisions are recorded, open and transparent, and stand up to scrutiny.

1.3 Scope of audit

The audit covered systems and processes at 15 agencies with significant travel expenditure, including DFSI, which is responsible for the administration of government travel policies and managing the contract with the approved supplier. Appendix two lists the participating agencies. Procedures were designed to conclude whether, in all material respects, agency processes for ensuring compliance with the NSW Government travel policies are effective.   Our procedures included:

• auditing agencies’ compliance with the former policy for the year ended 30 June 2016
• analysis of agency self assessments of their compliance with the new policy, which became effective from 28 September 2016
• enquiries and examination of evidence supplied by DFSI about their contract management of the approved supplier and their support of agencies.

The scope of this audit did not cover the following parties not subject to the government travel policies and whose audit is outside the mandate of the Auditor General:

• official travel by Ministers and their staff. The Ministers’ Office Handbook maintained by the Department of Premier and Cabinet guides their official travel decisions
• individuals or employees of organisations who provide services as contractors to a public sector organisation or service.

2. Findings from our audit of agency compliance with the former policy

2.1 some agencies did not always book official travel through the government's approved supplier.

Whole of government contracts leverage the government’s purchasing power and deliver better value for money. Success of these contracts depends on agency participation, hence agency compliance is essential. Section 1.1 of the former policy required agencies to book official travel through the NSW Government’s approved supplier under Contract 1008 Travel Management Services, a contract DFSI negotiated for use by all government agencies. We found seven participating agencies did not always use the government’s approved supplier to book official travel. We also found a further four Local Health Districts did not register with, or book any official travel through the government’s approved supplier. However, the Ministry of Health (the Ministry) advises all four Local Health Districts have now either transitioned or are in the process of transitioning to the government approved supplier. If agencies do not adopt the government policy and/or use other suppliers to book official travel:

• they may not achieve the best value for money because they do not take advantage of discounted air, accommodation and car hire rates
• whole of government procurement contracts fail to deliver planned savings to the NSW public sector as a whole and are less attractive to potential suppliers
• agency travel policies may not align with government policy decisions, nor reflect government values.

Use of the Government’s approved supplier

We sampled over 240 transactions across the 15 participating agencies. All sampled transactions at the two State owned corporations (SOCs) showed consistent use of the government’s approved supplier to book official travel. Eighty eight per cent of sampled transactions at the ten Departments we audited used the approved supplier. We found only 29 per cent of sampled transactions at the three other government bodies we audited used the approved supplier.   The graph below summarises the compliance rates of different agency types in our sample regarding the use of government’s approved supplier.

2.2 Some agencies had control weaknesses in their travel approval processes

We found issues in recording travel approvals at eight participating agencies. These included one or more of the following control deficiencies:

• official travel was not approved by a delegated officer
• written approval was obtained after official travel was undertaken. Sections 2.3.1 and 2.4.1 of the former policy required written approval prior to any official travel being undertaken both within Australia and internationally
• travel approval forms were not dated, making it impossible to ascertain whether approvals were obtained prior to official travel being undertaken.

In addition to the above, one agency did not obtain appropriate approvals where actual costs exceeded the pre approved expenses. Control deficiencies increase the risk of unauthorised travel by public officials and financial loss at agencies.   The following graph summarises the magnitude of each travel approval issue identified in our sample.

Lack of appropriate approval for travel was the most common internal control deficiency

Lack of appropriate approval by a delegated officer for a public officials’ travel was by far the most common deficiency. Control deficiencies were most likely to be found in Departments, which accounted for the nearly all of our findings relating to internal control deficiencies. We identified no internal control deficiencies in travel approval processes at SOCs, which as noted at 2.1, were also the most compliant participants in this audit.

2.3 NSW Health agencies maintain additional policies to deal with travel related employee entitlements

Nsw health agencies’ policy frameworks offer special travel conditions to deal with entitlements under the awards.

Lack of alignment between agency and government policies reduces the effectiveness of whole of government contracting and policy making. The Ministry of Health (the Ministry) maintains the following policies that deal with travel:

• PD2016_010 ‘Official Travel’ (Official Travel policy)
• PD2016_043 ‘Training, Education and Study Leave (TESL) for Staff Specialists’ (TESL policy).

NSW Health agencies must comply with the Ministry’s policy directives. The Ministry’s Official Travel policy is broadly consistent with the government travel policy. The Official Travel policy covers sponsored travel that is paid for directly by external parties, such as universities and pharmaceutical companies. The sponsored travel is undertaken while the public official is on duty. NSW Health agencies consider the funding for this travel is outside the definition of ‘public money’ and therefore beyond the scope of the government travel policy. The TESL policy departs from the government travel policy in respect of staff specialists’ travel for study and educational purposes. Staff specialists’ Award conditions at NSW Health agencies contain TESL allowances, which form a significant part of their package of employment conditions. These allowances can be used for TESL related travel. Award conditions are backed by legislation and can be difficult to change. If the Ministry determines departure from the government policy to accommodate the TESL arrangements is unavoidable, approval should be sought from the minister responsible. Departures increase the risk the government does not maximise the benefit from central policies and does not achieve the best value for money from its travel contracts. The TESL policy allows Staff Specialists at NSW Health agencies to:

• travel business class for domestic and overseas trips. Under the government travel policy, only CEOs, Senior Executive Service Officers, Statutory Officers, Senior Officers, Chairpersons of NSW Government boards and committees, and officials travelling with a minister or a government delegation may travel business class to Western Australia, the Northern Territory and overseas
• take private leave in conjunction with TESL related travel (e.g. conference attendance). Under the government travel policy, each public official taking private leave while on official overseas travel, or extending private trips for official purposes must apply in writing to the portfolio minister. Applications will be considered individually on their merits
• earn personal frequent flyer membership points on TESL related airfares, which are booked outside of Qantas or NSW Government travel contract. However, these points must be used for other TESL related purposes. The government travel policy also allows earning of frequent flyer membership points subject to approval of the relevant Secretary or delegate. Refer to section 3.3 for more details on airline loyalty schemes
• submit a written quote from an alternate travel agent to book travel if the government’s approved supplier is unable to price match the alternate travel agent’s quote, or fails to respond to the alternative quote within three business days. government travel policy requires agencies to book all domestic and overseas official travel through the government’s approved supplier.

2.4 Most agency records management systems did not retain adequate travel documentation

Ten participating agencies could not provide sufficient evidence to support various aspects of public officials’ travel, including whether:

• travel was appropriately approved before the travel was undertaken
• the purpose of official travel was for government business
• agencies selected the lowest logical fare and/or restrictive fare
• the class of travel used was appropriate and in accordance with requirements
• private leave was requested and approved as an adjunct to a public official’s overseas travel
• travel expense claims were valid and/or correct
• approval was granted for an exemption from using NSW Government’s approved supplier to book domestic travel.

Without a robust travel records management process, agencies may not meet community expectations in terms of transparency, accountability and value for money in their public officials’ travel arrangements. The main reasons agencies could not provide documentation for travel records include:

• agencies did not use the approved supplier’s booking tool, which automatically records required fields of information making record keeping more complete
• DFSI transitioned to the new approved supplier in March 2016. Travel records retained by the previous approved supplier were difficult to access and retrieve
• staffing changes at agencies
• decentralised travel booking processes and distributed databases.

3. Findings from our survey of agency compliance with the new policy

We asked the 15 participating agencies to complete a self assessment of the processes they have implemented to comply with the new policy. The key observations are summarised below.

3.1 Self assessments show agencies believe they mostly comply with the new policy

Nine participating agencies believe they have fully implemented processes to comply with the new policy. Five participating agencies have partially implemented processes to comply with the new policy. Only one agency has not implemented processes to ensure it complies.

Agencies self assessed as highly compliant with the new policy. The self assessment was a significant improvement over the results of our audit of their compliance with the former policy. More advanced online booking and reporting tools provided by the government’s new approved supplier may have contributed to the improved outcome.

The government’s new approved supplier is well utilised

All 15 participating agencies claimed they now use the new NSW Government’s approved supplier to book they official air travel. This represents a significant improvement compared to our audit of their compliance with the former policy and the use of the previous approved supplier’s services, where we found seven participating agencies did not always book official air travel through the government’s approved supplier (refer to 2.1).

3.2 Most agencies do not believe complying with the new policy reduces travel costs

Agencies report the approved supplier does not always get them the best deal.

Getting the best possible deal is important to agencies. Cheaper prices prove the case for whole of government procurement contracts. Agencies and public officials are motivated to comply where they are convinced the government’s approved supplier consistently provides them with the best deal. However, agencies report the approved supplier is not always able to match or better quotes from other travel providers. In particular, if agency staff are based overseas and need to travel domestically or internationally, it is cheaper to book travel from the country of origin rather than use the approved supplier. Travel costs represent a relatively small portion of individual agencies’ budgets. Some agencies do not believe compliance with the new policy will result in significant cost savings.

3.3 Agencies require clearer guidance on how they should manage airline loyalty schemes

Public officials manage their bookings to change seats and flights and pre order in flight catering using their personal loyalty scheme details. However, in doing so a personal benefit (in terms of loyalty points) may accrue to individuals. The government policy requires agencies to put in place processes to prevent public officials obtaining a benefit from travel undertaken in their private capacity.

Only two agencies permit the use of airline loyalty schemes

Thirteen participating agencies have not yet developed travel policies that allow public officials to accept loyalty or frequent flyer points in respect of official travel. Where public officials accrue airline loyalty points from their official travel, these points are to be used to pay for further official travel. Public officials must not use these points for personal travel or other personal benefits.

The approved supplier’s system allows the use of airline loyalty schemes, but has limited ability to track its use

The approved supplier’s system can only report on:

• travellers who have a membership number loaded into the approved supplier’s system, but not the actual membership numbers
• bookings made through the approved supplier utilising frequent flyer points
• when frequent flyer points are used to pay for business travel.

The approved supplier cannot report on frequent flyer points accrued or utilised for official travel. 

Agencies find setting policy for the use of airline loyalty schemes difficult

Only two participating agencies reported permitting the use of airline loyalty schemes. Only one agency believes it has processes in place to ensure airline loyalty points accrued from official travel are not used for personal travel or other personal benefits. This agency requires staff to maintain records of flights and points used, which are declared each year as part of the private interest declaration process. However, this agency also emphasised personal frequent flyer accounts are the private records of public officials. Frequent flyer membership is held in an individual’s name, and there is a direct relationship between the individual and the airline. DFSI’s Frequently Asked Questions for frequent flyer points and loyalty programs acknowledges business versus private frequent flyer point usage cannot be policed. It expects travellers will be honest in their declaration and use of points. Section 2.3.6.1 of the new policy requires public officials to sacrifice any points accrued from official travel when their employment is terminated or their appointment ends. No agency reports having systems and processes to deny terminated public officials the use of airline loyalty points accrued from their official travel.

Agencies believe the administrative burden of managing their public officials’ personal scheme points would outweigh the benefit. Some agencies questioned whether the use of airline loyalty scheme will result in any saving, given the amount of travel required to generate a free flight. The new policy permits public officials to accept loyalty or frequent flyer points from any airline in respect of official travel, with approval of the relevant Secretary or delegate. This was not allowed under the former policy and may relieve the compliance burden, but does not address concerns about accrual of personal benefit to public officials.

3.4 Agencies are transitioning to payment of actual travel expenses

Twelve agencies are implementing payment of actual travel expenses.

Agencies are encouraged to reimburse actual travel expenses rather than pay per diems, wherever possible. This will save costs, ease administration and more fairly record the travel related costs. Twelve participating agencies have implemented or are in the process of implementing internal policies to pay only actual travel expenses. For some agencies, including the Department of Education and Water NSW, per diem payments remain an entitlement under employee Awards. The process of changing Awards is difficult, but where implemented offers benefits including:

• lower accommodation cost the actual cost per night is usually less than the per diem entitlement
• GST benefits – agencies can claim input tax credits on a tax invoices, but not on a per diem payments
• more efficient process – submitting and processing public official’s travel expense claims is time consuming. Actual expenses can be paid through agencies’ accounts payable systems
• better duty of care – agencies can use travel itineraries to quickly locate their public officials in emergencies. This allows agencies to better attend to public officials’ needs and discharge their duty of care
• more extensive travel reporting – agencies can now provide full transparency by reporting total actual travel costs.

3.5 Agencies report having better travel management systems and information

Agencies report having processes to manage their travel records.

All participating agencies believe they now have systems and processes in place to ensure they properly obtain and retain supporting documentation for all travel expenses in accordance with the requirements of the new policy. This represents a significant improvement compared to our audit of agencies’ compliance with the former policy, where we identified issues with travel records management in more than half of participating agencies (refer to 2.4).

Agencies report they are collecting and receiving better travel data

All participating agencies have systems and processes in place or are implementing processes to collect appropriate travel data which allows ongoing analysis of whether:

• travel expenditure is being managed appropriately
• travel decisions meet the strategic needs of the agency.

The approved supplier provides a Strategic Travel Management Review, which it reports to agencies on quarterly basis. This report includes useful information, such as total savings on airfares, lost savings, average hotel spending and top ten travellers by expenditure. It allows agencies to analyse their travel expenses and make better travel decisions. Agencies can also run a suite of the approved supplier’s standard reports to meet their data analysis needs.

Agencies report they have processes to manage private travel as an adjunct to official travel

More than half of the selected agencies allow private travel as an adjunct to official travel. Only three agencies use government’s approved supplier to book private travel. These agencies believe they have systems and processes to manage private travel booked through the approved supplier and ensure that:

• NSW Government rates offered by the approved supplier are not applied to private travel
• private travel is paid for separately at the time of booking from the public official’s private funds
• the private booking is made at the same time as the booking for official travel
• a government issued credit card or other account is not used in any circumstances.

Appendix one - Responses from agencies

Appendix two - List of selected agencies

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Tender ID: 309188

Tender Details

Tender description.

Please click "full details" before starting your application to review instructions and all documents. NSW Procurement (NSWP) is inviting domestic accommodation providers an opportunity to become preferred for NSW Government (NSWG) travellers. NSWP will enter into direct agreements with a select number of properties that meet NSWG traveller’s requirements.Analysis of the NSWG cluster domestic accommodation requirements takes into account past booking behaviours such as location of properties, room nights into each region, services and facilities of the properties.

NSWG consists of 326,706 public servants who could potentially travel. Currently there are 57,000 active travellers across NSWG.

NSW Procurement (NSWP) manages Contract 1008 Travel Management Services (C1008) for the provision of travel services to the whole of NSW Government (NSWG). FCM Travel Management Solutions (FCM) is the current Travel Management Company (TMC). Under C1008 FCM offers a range of services to book air, rail, accommodation and car hire. All NSWG clusters, agencies and departments are mandated to book travel through C1008. The rates provided by the preferred properties will be 10% commissionable and bookable via the FCM online booking tool.

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More information on this tender is available on another website. This website may require you to register or login to download the tender documents. Australian Tenders is not responsible for the content of external sites and does not monitor other Web sites for accuracy.

More information on this contract is available on another website. Australian Tenders is not responsible for the content of external sites and does not monitor other Web sites for accuracy.

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Agreement for Travel Management Services

We are Global Dream Vacation and The Traveling Compass, LLC, collectively referred to herein as “Agent”.  We look forward to the opportunity to act as your booking agent for your travel needs. These terms and conditions (the “Agreement”) describe what you are legally entitled to expect from us when you purchase travel related services through us, in addition to your obligations as a client. The person, entity, or their representatives using our services, website, or booking a reservation through us are referred to as “you” and “your” throughout and includes any forms attached or any quote or invoice provided by us referencing these terms and conditions. The terms “we”, “us” and “our” refer to the Agent.

This Agreement commences on the date we accept your account application form or the date you place a booking through us (whichever occurs sooner) and shall continue for the duration of time we provide travel management services to you. This Agreement is non-exclusive.

Our Agreement With You

During the Term, we will use our best efforts to provide you, with services as requested.  We sell a variety of travel-related products from different suppliers and service providers (“Suppliers”). Each Supplier has its own terms and condition that are applicable to your particular arrangements in addition to our general terms and conditions, and you should make sure you understand them. Certain software and content found on our website are owned or licensed by us or our Suppliers, your use of which may be subject to further conditions. Our website, which is referred throughout this Agreement, can be found at www.thetravelingcompass.com .

When you make a booking with us, you acknowledge and agree that we will be acting as an agent only for the relevant transport, accommodation or other travel service provider. Our obligation to you is to (and you expressly authorize us to) make travel bookings on your behalf and to arrange relevant contracts between you and travel service providers. The travel service provider, and not the Agent, will be responsible to you for the provision of the relevant travel service. Any services we provide to you are collateral to our agency relationship with the travel service provider and are separate to the actual provision of the travel services. We are not a co-vendor of such products and services. You will be entering into a separate contract with such Suppliers in connection with such products and services. Your legal recourse for travel services is against the specific travel service provider and, except to the extent a problem is caused by fault on our part, not against us. Specifically, if for any reason (excluding fault on our part), any travel service provider is unable to provide the travel services for which you have contracted, your remedy lies against the travel service provider and not with us.

Travel Insurance

For all travel, we strongly recommend that you take out appropriate travel insurance to cover your travel arrangements. It is your responsibility to ensure you have valid travel insurance that covers and is appropriate for your needs. Travel insurance is a mandatory element of some travel arrangements. We will not be liable for any loss you incur if and insofar as you are able to claim for damages under a travel insurance policy. We can arrange travel insurance for you or provide you with a quote or general information about the travel insurance options available to you.

Understanding this Agreement

The provider of your travel service will have its own terms and conditions (such as airline conditions of carriage or accommodation or car hire terms). All such terms and conditions (including limitations of liability) apply to any travel service booked pursuant to this Agreement and, accordingly, a reference to “this Agreement” shall mean (i) the terms and conditions set out herein; (ii) the terms and conditions set out in any credit account extended to you (if applicable); and (iii) all terms and conditions of any provider of your travel services. To the extent of any inconsistency between a travel service provider’s terms and conditions and the terms and conditions set out herein, the travel service provider’s terms and conditions shall prevail, save to the extent that any provision in the travel service provider’s terms and conditions is deemed to be invalid or unenforceable. Your travel service providers will be identified on your itinerary or travel documents and their respective terms and conditions will be available directly on their websites or by contacting them. Alternatively, you can ask us for copies. You must read all applicable travel service provider terms and conditions carefully because in every case they will apply to the provision of your travel services.

Travel Documents

Travel documents include airline tickets, hotel vouchers, tour vouchers or any other document (whether in electronic form or otherwise) used to confirm an arrangement with a travel service provider. Travel documents may be subject to certain conditions and/or restrictions including (without limitation) being non-refundable, non-date-changeable, non-transferable and subject to cancellation and/or amendment fees. Travel documents cannot be transferred to another person to use. All airline tickets must be issued in the name of the passport/photo identity holder. An incorrect name on a booking or on the travel documents may result in an inability to travel on that booking and the booking being canceled. Please review your travel documentation carefully and advise us immediately of any errors in names, dates, and timings. You must ensure you have all your travel documents and e-tickets prior to travel. Please let us know if you believe you have not received any required documentation. Refunds will not be issued for passengers denied boarding due to inability to present proper documentation or failing to arrive at the airport on time.

A flight described on your travel documents and/or itinerary as “direct” will not necessarily be non-stop. All departure/arrival times are provided by the airlines concerned and are estimates only. They may change due to air traffic control restrictions, weather conditions, and operational requirements.

Our general practice is to send documents to our customers electronically whenever possible. We reserve the right to charge an administration fee should you make a request for such documents to be sent as a hard copy.

If possible, name changes provided in writing will be accepted until 48 hours before departure and are subject to the provisions and penalties of flight contracts. Name changes can be refused at any time or subject to cancellation penalties in the case of a hotel/supplier close-out. Name changes requested after documents are issued will be assessed a $50.00 per person name change fee in addition to any supplier, third party or other fees and assessments.

Where we provide you with a quote for a scheduled airline ticket, the price shall be valid at the time of quote (excluding airline taxes, which are subject to change and may be re-quoted at the time your booking is confirmed), but fare quotes are subject to change due to airline availability, pricing, and terms or other factors that are beyond our control. In all other cases, prices are subject to availability and can be withdrawn or changed without notice. Price changes may occur by reason of matters outside our control which increase the cost of the product or service. Such factors include adverse currency fluctuations, fuel surcharges, taxes, and airfare increases. Please contact us for up to date prices.

All airlines tickets are subject to supplemental price increases that may be imposed after the date of purchase. Post-purchase price increases may be applied due to additional costs imposed by a supplier or government. You may be charged additional sums by the Agent to offset increased fees, fuel surcharges, taxes, and fluctuations in foreign exchange markets or any combination thereof. Acceptance of these terms and conditions hereby consent you to any post-purchase price increases and authorize the Agent to charge my credit card for such additional amounts.

Deposits and Payment

Any deposits from you are non-refundable, unless otherwise specifically specified. Payment of a deposit enables us to hold a reservation for you but does not guarantee the price. The price can only be guaranteed once we receive full payment and other travel documents have been issued, subject to any terms and conditions of the Supplier. We will advise you of the date that full payment is required. Upon your provision of your payment information, you are authorizing us to make the payment arrangements with the corresponding Suppliers.

We reserve the right to refuse personal checks as a method of payment. After full payment, the conditions of the contract with your Supplier may permit them to increase the cost of your arrangements. If we are acting as your Booking Agent, we will pass on any such increase to you as we become aware of such increase. If we have arranged a package, changes in transportation costs including the cost of fuel, taxes, fees and exchange rates mean that the price of your travel arrangements may change after you have paid in full.

Payment Terms

Corporate credit card payments will be taken at time of booking/invoicing and will incur merchant fees. You authorize us to charge all fees incurred by you in relation to the services provided to the card designated by you. If payment is not received from the card issuer or its agents for any reason, you agree to pay us all amounts due immediately on demand. You indemnify us against any loss that may be experienced by us due to any fraudulent use or otherwise of that credit card. Please note that in some circumstances we will require a photograph or facsimile of the front and back of the card along with a driver’s license or other government identification of the person named on the card and a signed authorization.

Amendment and Cancellation Fees

Canceled bookings may incur charges. These charges can be up to 100% of the cost of the booking, regardless of whether travel has commenced. Fees and extra charges may also apply where a booking is changed and when tickets or documents are re-issued. Where we incur any liability for a travel service provider cancellation fee or charge for any booking which you cancel, you agree to indemnify us for the amount of that fee or charge. Where you seek a refund for a canceled booking for which payment has been made to the travel service provider, we will not provide a refund to you until we receive the funds from that travel service provider.

Your contract with your Suppliers may allow them to cancel or amend bookings. If we are your Booking Agent, we will ensure that you are promptly notified of any significant changes once we become aware of such change if there is time before your departure, but we accept no liability for any changes or costs incurred that may result. Subject to the Supplier’s terms and conditions, you will then have the choice of accepting the change of arrangements, accepting an offer of alternative travel arrangements if one is made available by the Supplier, or canceling your booked arrangements and receiving any applicable refunds. We do not guaranty that any refunds will apply.

If you have booked a flight and we are alerted to a significant schedule change by your airline before you leave the United States, we will contact you by email to advise you of this. Please ensure that you have given your contact email address to us and that you regularly check for messages before you leave. We have no control over airline schedule changes and accept no liability for costs which may arise as a result of such changes.

If you have purchased a return flight, multi-stop or round the world flight and you do not check in on a confirmed flight, the airline will register you as a ‘no show’ and your tickets on your subsequent flights will be canceled. Please contact us as soon as possible if you do not intend to check-in for a confirmed reservation in these circumstances.

After you have left the US, it is your responsibility to check with the airline that any onward flights you have confirmed are operating as booked. We strongly recommend that you contact your airline at least 72 hours before the scheduled departure of each flight to do this. Please note that for some airlines it is mandatory to confirm with them your intention to fly.

Passports & Visas

You assume full and complete responsibility for checking and verifying all passport and visa requirements of the destinations and for complying with all laws of the country in the Itinerary.

All travelers must have a valid passport for international travel and many countries require at least 6 months validity from the date of return. Some countries also require a machine-readable passport and/or unstamped available pages. When assisting with an international travel booking, we will assume that all travelers on the booking have a valid passport. If this is not the case, you must let us know. It is important to ensure you have valid passports, visas and re-entry permits which meet the requirements of immigration and other government authorities. Any fines, penalties, payments, delay or expenditures incurred as a result of such documents not meeting the requirements of those authorities will be your sole responsibility (except to the extent caused by fault on our part).

If you need information regarding visas, passports and other travel document requirements for your trip, please contact us. We can provide you with general information on visa and passport requirements that apply to international travel bookings you make with us. We can also obtain more specific information from an external visa advisory service provider on your behalf (if you wish, we can obtain visas for you through this external service and fees will apply). We do not warrant the accuracy of visa and passport information provided by any external service and accept no liability for any loss or damage which you may suffer in reliance on it (except to the extent caused by fault on our part).

Travel Advice and Vaccinations

U.S. Citizens should refer to the travel advice posted by the U.S. Department of State at www.travel.state.gov  for all the countries you intend to visit. Vaccinations may be required for some or all of the places you are intending to visit. It is your responsibility to ensure that you have arranged all necessary vaccinations for your itinerary. For medical information, we recommend contacting the Centers for Disease Control at (877) FYI-TRIP or www.cdc.gov/travel .

Airline use of Insecticide Spray

Some countries require insecticide spraying of aircraft prior to a flight or while you are on the aircraft.  Federal law requires that we refer you to the Department of Transportation’s Disinfection Information page on their website at the time of booking for further information.   https://www.transportation.gov/airconsumer/spray

Hazardous Materials Disclosure

Federal law forbids the carriage of hazardous materials aboard aircraft in your luggage or on your person. A violation can result in five years’ imprisonment and penalties of $250,000 or more (49 U.S.C. 5124). Hazardous materials include explosives, compressed gases, flammable liquids and solids, oxidizers, poisons, corrosives, and radioactive materials. Examples: paints, lighter fluid, fireworks, tear gases, oxygen bottles, and radio-pharmaceuticals.

There are special exceptions for small quantities of medicinal and toilet articles carried in your luggage and certain smoking materials carried on your person. For further information review the information found at TSA’s prohibited items webpage at  https://www.tsa.gov/traveler-information/prohibited-items .

You must ensure that you are aware of any health requirements and recommended precautions relevant to your travel and ensure that you carry all necessary vaccination documentation. In some cases, failure to present required vaccination documentation (e.g. proof of Yellow Fever vaccination) may deny you entry into a country or invalidate your travel insurance cover. We recommend that you consult with your local doctor, travel medical service or specialist vaccination clinic before commencing your travel. We would be happy to provide you details of travel clinics on request.

During local or national holidays abroad, certain facilities such as museums, sightseeing tours, and shopping may be limited.  

We exercise care in the selection of reputable travel service providers but we are not ourselves a provider of travel services and have no control over, or liability for, the services provided by third parties. We are responsible to ensure that we process your booking with reasonable skill and care and, accordingly, our liability to you (except for fraud, or death or personal injury caused by our negligence) will be limited to supplying the relevant service again or paying the cost of having the relevant service supplied again. Our liability will also be limited to the extent that any relevant international conventions, for example the Montreal Convention in respect of travel by air, the Athens Convention in respect of travel by sea, the Berne Convention in respect of travel by rail and the Paris Convention in respect of the provision of accommodation, limit the amount of compensation which can be claimed for death, injury, or delay to passengers and loss, damage and delay to luggage.

In no event, do we accept any liability in contract, tort or otherwise, for any injury, damage, property damage, accident, irregularity, loss, delay, additional expense or inconvenience caused either: (i) directly or indirectly by the acts, omissions or default, whether negligent or otherwise, of third party providers over whom we have no direct control, force majeure or any other event which is beyond our control or which is not preventable by reasonable diligence on our part (ii) any matter beyond our exclusive control including but not limited to a delay or cancellation of a flight that causes you to miss any portion of your trip or tour. We also do not accept any liability in contract, tort or otherwise, for consequential loss (meaning indirect loss, loss of revenue, loss of reputation, loss of profits, loss of actual or anticipated savings, lost opportunities, including opportunities to enter into arrangements with third parties or loss or damage in connection with claims against you by third parties) howsoever caused in connection with your booking. We have no special knowledge regarding the financial condition of the Suppliers, unsafe conditions, health hazards, weather hazards, or climate extremes at locations to which you may travel.

Special Requirements

Please speak to us about any special requirements you may have for your travel arrangements such as special meal and seating requests, room type or access. Please understand that travel service providers may not be able to accommodate every request.

Frequent Flyer & Loyalty Programs

Please provide your frequent flyer membership details (or other applicable loyalty program details) at the time of booking. Please check your loyalty program for the specific terms of your membership. We cannot guarantee that the travel service provider will credit you with points for your booking. Any loyalty program discrepancies in relation to your booking must be communicated to us within six months of your flight departure date.

Data Protection

To protect your employees’ personal data, we maintain appropriate technical and organizational measures. The parties agree that the terms of the Privacy Policy are incorporated by reference into this Agreement and form part of this Agreement as though set out herein. All services provided under this Agreement (including any ancillary services such as booking platform access, traveler tracking and reporting) shall be considered an instruction to process personal data.

We will also provide an option for select individuals within your organization (such as travel bookers and procurement managers) to receive the latest travel news, alerts and offers. Recipients may opt-out at any time.

Money not held on trust

All money paid by you to us will be our property and will be a debt due and payable to the travel service provider. You agree and acknowledge that such money will not be held by us on trust for and on behalf of you and we may hold such money in any account as we see fit, including with our own and/or our other clients’ money.

Third Party Rights

A person who is not a party to this Agreement shall have no rights to enforce any term of this Agreement. This paragraph does not affect any right or remedy of any person which exists or is available otherwise than pursuant to that Act.

Use of our Services and Website

You agree you will only use our website or services to make legitimate reservations or purchases and shall not make speculative, false or fraudulent reservations or reservations in anticipation of demand. You will only use our website and services in compliance with applicable law. The Website is subject to the Terms of Service .

Without our prior written permission, you may not (a) access, monitor or copy any content or information on our website using any “robot”, “spider” or other automated or manual device or program, (b) deep link to any portion of our website, or (c) “frame” or incorporate any portion of our website into any other website.

Our website may contain links to third party websites that we provide only as a convenience to you. You should take precautions to ensure that whatever links you access are free of viruses, worms, trojan horses or other destructive mechanisms. The existence of these links does not imply that we endorse such websites or any included content. We are not responsible for such websites or content or any data privacy practices of such websites.

Events During Your Travels

You are also responsible for respecting the authority and following the directions of the tour guide during a Tour. You may be excluded from participating in all or any part of the tour if, in our sole discretion or the sole discretion of the supplier, your condition or behavior renders you unfit for the tour or unfit for continuation once the tour has begun. Unfitness may include, without limitation, any behavior that, regardless of its cause, is inappropriate or offensive or interferes with the delivery of tour services, or may constitute a hazard or embarrassment. In such case, our liability shall be strictly limited to a refund of the recoverable cost of any unused portion of the tour. We are not responsible for the behavior of other tour participants toward you. Should you decide not to participate in certain parts of the tour, no refunds will be made for those unused parts. You agree to release us from liability for any matter for which we disclaim liability under this Agreement. You agree to indemnify and hold us harmless from and against our liability to third parties arising out of your or your companions’ actions or omissions.

Indemnification

You agree to indemnify us and our affiliates, and any of our Suppliers, and any such parties’ officers, directors, employees and agents from and against any claims, causes of action, demands, losses, damages, or other costs, (including reasonable legal and accounting fees) brought by you or third parties as a result of (a) your breach of this Agreement, (b) your violation of any law or rights of any third party, or (c) your use of our website.

Privacy Policy

You consent to our processing and sharing of personal information about you and other members of your party that you have provided to us in accordance with the terms of and for the purposes set forth in our privacy policy. You represent that you have read and agree to the terms of our Privacy Policy , which can be found at our Website.

Warranties, Disclaimers, and Limitation of Liability

FOR THE AVOIDANCE OF DOUBT, REFERENCES HEREIN TO “US” “WE” AND “OUR” SHALL ALSO REFER TO OUR AFFILIATES. THE INFORMATION, SOFTWARE, PRODUCTS, AND SERVICES PROVIDED BY US OR OUR SUPPLIERS OR PUBLISHED ON OUR WEBSITE MAY INCLUDE INACCURACIES OR ERRORS, INCLUDING PRICING ERRORS. WE DO NOT GUARANTEE THE ACCURACY OF AND DISCLAIM ALL LIABILITY FOR ANY ERRORS OR OTHER INACCURACIES RELATING TO SUCH INFORMATION THAT APPEARS ON OUR WEBSITE. WE EXPRESSLY RESERVE THE RIGHT TO CORRECT ANY PRICING ERRORS ON OUR WEBSITE AND/OR ON PENDING RESERVATIONS MADE UNDER AN INCORRECT PRICE. IN SUCH EVENT, IF AVAILABLE, WE WILL OFFER YOU THE OPPORTUNITY TO KEEP YOUR PENDING RESERVATION AT THE CORRECT PRICE OR WE WILL CANCEL YOUR RESERVATION WITHOUT PENALTY.

ANY RATINGS FOR SUPPLIERS ARE INTENDED ONLY AS GENERAL GUIDELINES, AND WE DO NOT GUARANTEE THE ACCURACY OF THE RATINGS. WE MAKE NO GUARANTEES ABOUT THE AVAILABILITY OF SPECIFIC PRODUCTS AND SERVICES. WE MAKE NO REPRESENTATIONS ABOUT THE SUITABILITY OF THE INFORMATION, SOFTWARE, PRODUCTS, AND SERVICES PROVIDED BY US OR CONTAINED ON OUR WEBSITE FOR ANY PURPOSE. THE INCLUSION OR OFFERING OF ANY PRODUCTS OR SERVICES BY US DOES NOT CONSTITUTE OUR ENDORSEMENT OR RECOMMENDATION OF SUCH PRODUCT OR SERVICE. ALL SUCH INFORMATION, SOFTWARE, PRODUCTS, AND SERVICES ARE PROVIDED “AS IS” WITHOUT WARRANTY OF ANY KIND. WE DISCLAIM ALL WARRANTIES THAT OUR WEBSITE, ITS SERVERS OR ANY EMAIL SENT FROM US OR OUR SUPPLIERS ARE FREE OF VIRUSES OR OTHER HARMFUL COMPONENTS. WE HEREBY DISCLAIM ALL WARRANTIES AND CONDITIONS WITH REGARD TO THIS INFORMATION, SOFTWARE, PRODUCTS, AND SERVICES, INCLUDING ALL IMPLIED WARRANTIES AND CONDITIONS OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NONINFRINGEMENT. WARRANTY DISCLAIMERS MAY VARY FROM STATE TO STATE.

THE CARRIERS, HOTELS AND OTHER SUPPLIERS PROVIDING TRAVEL OR OTHER SERVICES ON THIS WEBSITE ARE INDEPENDENT CONTRACTORS AND NOT AGENTS OR EMPLOYEES OF THE US. WE ARE NOT LIABLE FOR THE ACTS, ERRORS, OMISSIONS, REPRESENTATIONS, WARRANTIES, BREACHES OR NEGLIGENCE OF ANY SUCH SUPPLIERS OR FOR ANY PERSONAL INJURIES, DEATH, PROPERTY DAMAGE, OR OTHER DAMAGES OR EXPENSES RESULTING THEREFROM. WE HAVE NO LIABILITY AND WILL MAKE NO REFUND IN THE EVENT OF ANY DELAY, CANCELLATION, OVERBOOKING, STRIKE, FORCE MAJEURE OR OTHER CAUSES BEYOND OUR CONTROL, AND WE HAVE NO RESPONSIBILITY FOR ANY ADDITIONAL EXPENSE, OMISSIONS, DELAYS, RE-ROUTING OR ACTS OF ANY GOVERNMENT OR AUTHORITY.

IN NO EVENT, SHALL WE BE LIABLE FOR ANY DIRECT, INDIRECT, PUNITIVE, INCIDENTAL, SPECIAL, OR CONSEQUENTIAL DAMAGES ARISING OUT OF, OR IN ANY WAY CONNECTED WITH, YOUR ACCESS TO, DISPLAY OF OR USE OF THIS WEBSITE OR OUR SERVICES OR WITH THE DELAY OR INABILITY TO ACCESS, DISPLAY OR USE OUR WEBSITE WHETHER BASED ON A THEORY OF NEGLIGENCE, CONTRACT, TORT, STRICT LIABILITY, OR OTHERWISE, AND EVEN IF WE HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

IF, DESPITE THE LIMITATION ABOVE, WE ARE FOUND LIABLE FOR ANY LOSS OR DAMAGE WHICH ARISES OUT OF OR IN ANY WAY CONNECTED WITH ANY OF THE OCCURRENCES DESCRIBED ABOVE, THEN OUR LIABILITY WILL IN NO EVENT EXCEED, IN THE AGGREGATE, THE GREATER OF (A) THE SERVICE FEES YOU PAID TO US IN CONNECTION WITH SUCH TRANSACTION(S) ON THIS WEBSITE, OR (B) ONE-HUNDRED DOLLARS (US$100.00) OR THE EQUIVALENT IN LOCAL CURRENCY.

THE LIMITATION OF LIABILITY REFLECTS THE ALLOCATION OF RISK BETWEEN THE PARTIES. THE LIMITATIONS SPECIFIED IN THIS SECTION WILL SURVIVE AND APPLY EVEN IF ANY LIMITED REMEDY SPECIFIED IN THESE TERMS IS FOUND TO HAVE FAILED OF ITS ESSENTIAL PURPOSE.

We are acting as an independent contractor and no joint venture, partnership or employment relationship exists between you and us or our Suppliers as a result of this Agreement or your use of our website.

We reserve the right at any time to modify this Agreement without prior notice to you. Please refer to our website at  www.thetravelingcompass.com  from time to time to review the most current version of our policies and terms and conditions. Your continued access or use of our website or services signifies your acceptance of the modifications to the Agreement. You may not assign your rights or obligations under this Agreement to any third party. We may terminate this Agreement at any time for any reason, and such termination shall not affect any right to relief to which we are entitled at law or in equity.

This Agreement shall be governed by the laws of the State of Indiana without regard to its conflicts of laws principles. You consent and agree regardless of your physical location, business address, or residence at the time of any communication, directive, or booking that you are conducting business within the State of Indiana for all purposes and any laws or provisions of other states or territories shall not apply. If any provision of this Agreement is found to be invalid, illegal or unenforceable, the enforceability of the remaining provisions will not in any way be affected or impaired.

Final Provisions

From time to time it may be necessary for us to amend this Agreement. You agree that we may make changes to this Agreement at any time and for any reason. Each time a material change is made to this Agreement by us we will provide a copy of the updated Agreement to you. It is your obligation to check the updated Agreement. If you continue to receive services from us then you agree that you are deemed to have accepted the updated Agreement.

If any dispute arises in relation to this Agreement, the laws of the State of Indiana will apply. You irrevocably and unconditionally submit to the exclusive jurisdiction of the courts in Hamilton County, Indiana and waive any right that you may have to object to an action being brought in those courts. Any provision (or part of any provision) of this Agreement which is invalid in any jurisdiction is invalid in that jurisdiction to that extent, without invalidating or affecting the remaining provisions (or part provision) or the validity of that provision in any other jurisdiction.

If any dispute arises in relation to this Agreement, the laws of the State of Indiana will apply. You irrevocably and unconditionally submit to the exclusive jurisdiction of the courts in Hamilton County, Indiana and waive any right that you may have to object to an action being brought in those courts.  Any dispute related to the tour shall be governed by Indiana law without regard to conflict of laws principles. You agree to present any claims against us within 30 days after the tour ends and to file within one year of the incident, and you acknowledge that this expressly limits the applicable statute of limitations to one year.

Facsimile transmission, electronic signature, or electronic acknowledgment of any signed document shall be deemed delivery of an original. At our request, you shall promptly provide an original document as well. If there are any conflicts between this Agreement, the Reservation Form, and the Itinerary, this Agreement shall apply.

In instances where a single person is acting on behalf of a group of passengers in relation to the ticket purchase and check-in processes, that single person is assuming the responsibility of providing the terms and conditions to each passenger traveling and is responsible for providing the indication of understanding on behalf of the group. The group representative or entity shall provide indemnification for any misunderstanding or claim arising related to a failure to communicate or obtain consent related to the terms and conditions or this agreement.

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U.s. air force worldwide travel management company services.

This notice is being published in accordance with FAR Part 5 - Publicizing Contract Actions.

The General Services Administration has posted a Request for Quoations (RFQ) to the GSA eBuy system for a MAS task order in accordance with FAR 8.4 - Federal Supply Schedules.

In accordance with FAR 8.402(f), items not on the Federal Supply Schedule are included on the individual task order Request for Quotation. The Government's estimated total for these open market items is below the Simplified Acquisition Threshold but could potentially be higher than the amount required to publicize to the Government Point of Entry. It is the Government's intent to award a task order to the MAS schedule holder that represents the best value to the Government to include the likely procurement of open market items required for performance of this effort.

A copy of the Request for Quotation in addition to the tiered pricing model with a list of supplies/services is attached to this notice for informational purposes. For any additional solicitation information or documentation, please contact the Contracting Officer assigned to this notice.

Primary Contact

Posted documents for special notice 47qmcb22q0005, visible records, all records, contract awards, prime contracts awarded through special notice 47qmcb22q0005, gao protests filed for special notice 47qmcb22q0005, incumbent or similar awards, potential bidders and partners, awardees that have won contracts similar to special notice 47qmcb22q0005, similar active opportunities, open contract opportunities similar to special notice 47qmcb22q0005, additional details.

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Department of Budget and Management

Statewide travel services 2020-2025.

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Elektrostal, Russia

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