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Finance

Group Travel and Events Procedures

Effective Monday, April 1, 2019, 克里斯托弗森商务旅行(CBT)是bet8九州登录入口所有旅行相关业务(个人旅行)的新首选供应商, Group Travel, and Events).

Definitions

  • Group Travel 定义为在同一行程中有10张机票或10个酒店房间的旅行.  预期是整个集团将有一个单一的付款来源. 
  • An Event 定义为在确定的时间和地点发生的有计划的业务事件, that will need any combination of hotel rooms, transportation, catering, conference rooms, equipment and/or venues. Although highly recommended, booking events through CBT is not required. 
  • OHIO customer 是否有来自bet8九州登录入口的人要求团体旅行或活动协助.
  • Supplier is the company providing the travel service, it could be an airline, hotel, conference venue, busing company, caterer, etc.
  • CTA 中央旅游帐户虚拟卡是否可用于支付团体旅游及活动费用. The only way to access this card for group travel is booking through CBT. 
  • BobcatBUY (BCB) 电子采购系统是否将用于不接受信用卡的团体旅游和活动供应商.

Procedures

Printable version of the OHIO Group Travel and Event Procedures

任何需要预订团体旅行的俄亥俄州客户都必须遵循以下程序.

  1. The OHIO customer will fill out the Ohio University Group Travel Request form, available on travel website or by calling CBT directly at 866.266.8806 and selecting option two (2) to request the form. 该表格要求提供以下信息，以便向CBT提供足够的细节，以便与供应商接洽并做出必要的安排:
    1. Dates of travel
    2. Destination of travel
    3. Hotel and hotel area you are interested in
    4. Ground transportation, car rentals or other transportation needs
    5. Catering or conference rooms
    6. Required meals, e.g. free breakfast at hotel
    7. Other specific desired amenities (e.g, audio/visual equipment, conference rooms, etc.)
    8. Primary contact for the travel/event. There should only be one point of contact.
  2. Send the completed Ohio University Group Travel Request Form to ohio@cbtravel.com. Once the form is sent, CBT的旅行计划员将在一个工作日内联系俄亥俄州的客户开始流程.
  3. 在初次联系之后，CBT旅行计划人员将审查表格上的要求，并确定是否需要俄亥俄客户提供其他信息.
  4. Once the scope of the request is fully defined, the CBT travel planner will provide an estimate of total of cost, 通过供应商并确定是否符合大学的竞争性招标要求. 如果单个供应商预计超过5万美元的投标限额，则需要俄亥俄州的RFP. The CBT travel planner will engage the OHIO Purchasing Commodity Manager, at purchasing@gysbmc.com or 740.597-6446, to complete the necessary bidding process. CBT是首选供应商，但俄亥俄州的客户仍然必须遵守大学对任何超过50美元的供应商的竞争性招标要求,000 bid limit.
    1. 商品经理将与俄亥俄州的客户合作，执行征求建议书(RFP). See RFP guidelines for process.
    2. Once RFP is completed and Supplier is selected, skip to step 6.
  5. OHIO customer will receive via email, from the CBT travel planner the proposed options for their travel request. Proposal will include at a minimum;
    1. Pricing
    2. Locations
    3. Amenities
    4. Additional Concessions

Expected response times for travel proposals from CBT are as follows:

  • If provided 9 or more months out – 3 weeks to deliver proposal
  • If provided 4-9 months out - 2 weeks to deliver proposal
  • If under 3 months - 1 week deliver proposal
  • An exception for a quicker turnaround can always be requested.

CBT需要十(10)个工作日来为整个计划的旅行或活动提供最佳服务，但不能保证在10个工作日内交付. 

  1. OHIO Customer will confirm with CBT travel planner via email, their choice from the options presented. CBT旅行规划师将起草合同(合同将是使用OHIO语言的CBT合同)，并与OHIO客户确认细节是否正确. OHIO客户将与CBT旅行计划员批准合同草案中的旅行/活动细节.
  2. CBT旅行计划人员将向供应商提交合同，并要求提供以下补充信息:
    1. CBT旅行规划师将向供应商提供相应的州免税证明.
    2. CBT travel planner will obtain insurance for non-national chain hotels, charters, buses, limos, and shuttles, restaurants, caterers, and non-traditional housing as defined in the Contract and Insurance Matrix and send Certificate of Insurance to contracts@gysbmc.com.
    3. CBT将获得食品许可证(如非全国性连锁餐饮/餐厅需要)并将许可证发送给 contracts@gysbmc.com.
    4. CBT will send contract to contracts@gysbmc.com for review by OHIO Purchasing
  3. OHIO Purchasing will review the contract, 如果俄亥俄不接受条款和条件，请划红线(编辑合同)并返回给CBT旅行计划. CBT旅行计划人员将与供应商协商条款和条件，以符合俄亥俄州的要求.
  4. 一旦条款和条件最终确定，俄亥俄采购将签署并将其返回给CBT. CBT travel planner will return the signed contract to the Supplier.
  5. Once the contract is counter-signed by the supplier, CBT travel planner will provide the fully executed contract to contracts@gysbmc.com and a reference copy to the OHIO Customer.
  6. CBT旅行计划人员将与供应商确认可接受的付款方式.
    1. If Supplier accepts credit card, the CTA will be used. Skip to step 12.
    2. 如果供应商不接受信用卡付款，则必须通过BCB发出订单
    3. CBT will inform OHIO customer that a PO must be issued from BCB
    4. OHIO customer will confirm if Supplier exists in BCB database
      1. If Supplier is new to BCB, OHIO customer will request that CBT travel planner obtain, 完整执行的供应商W9/W8和俄亥俄州供应商/收款人信息表(SPIF).
      2. CBT将把完成的W9/W8和SPIF提供给俄亥俄州客户，用于BCB服务协议申请.
      3. OHIO customer will enter a services agreement requisition in BCB, attaching new supplier information and executed contract. 如果俄亥俄客户需要在BCB中输入服务协议申请单的说明, please refer to the Services Agreement Quick Reference Guide
      4. PO is created in BCB and automatically sent to the Supplier
      5. OHIO customer will request Purchasing to provide CBT travel planner with the PO.
  7. CBT旅行计划人员将通过向供应商提供带有信用卡授权表格的CTA卡或确认供应商收到BCB订单来确保并确认预订.
  8. CBT旅行计划人员将向俄亥俄客户提供旅行/活动已预订并已与供应商确认的官方确认. Confirmation will include;
    1. Travel details, itinerary, location, price, etc.
    2. Deposit dates
    3. Final payment deadlines
    4. Dates to provide final rooming lists
    5. 航空舱单(名单必须包括护照和政府签发的身份证件上的姓名).
    6. Other key deliverables (ie, visas, passports, immunizations, etc.)
  9. CBT将确保所有付款都按照计划进行，并将与俄亥俄客户合作，确保满足所有必要的交付成果.
  10. CBT旅行规划师将在旅行前72小时向俄亥俄州旅行经理和俄亥俄州客户提供最终的旅行文件(包括包机号), bus times, vendor contact info, etc.).
  11. CBT will provide Supplier with primary OHIO contact. 
  12. For any travel assistance, changes, or disruptions during the trip/event, the OHIO customer should contact CBT at 866-266-8806 and select option one (1), to request assistance.  如果是国际旅行，而前面的号码不起作用，请联系CBT 682.233.1914. 为了在下班后获得更快的服务，请参考代码6LV来标识自己是OHIO客户.
  13. If any changes are made to travel during the trip, 请与指定的CBT旅行规划师联系，让他们了解变更情况. This will ensure all final billings are accurate after travel.
  14. CBT旅行计划员将从供应商处收到最终发票，并在发送给俄亥俄客户之前对其准确性进行审核.
  15. 俄亥俄客户应在活动后15天内以书面形式证明费用.  如果BCB PO是付款方式，俄亥俄客户将把发票转发给 accounts.payable@gysbmc.com for processing.
  16. Any travel or event cancellations, or status inquiries of previously submitted requests, should be directed to the CBT travel planner assigned to original request.