| Q. |
Is the system compulsory? |
| A. |
Yes. On 25 November 2004 a Cabinet decision endorsed that the Travel Management System (TMS) and all associated travel arrangements become mandatory for all core Government Agencies. |
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| Q. |
Will everyone book their own travel? |
| A. |
Not necessarily. Although the system is capable of allowing all authorised users to book their own travel, Agencies will decide how the system is utilised. |
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| Q. |
How is the system accessed? |
| A. |
The system is exclusively accessed via GovNet. Home computers, Internet Café computers will not have access to the system. |
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| Q. |
How do I book travel if the system is unavailable? |
| A. |
In the unlikely event that the system is unavailable (eg. GovNet unavailability, loss of power), a manual bypass process will be put in place for urgent bookings. In such instances, you will contact HRG Australia by telephone. |
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| Q. |
How does the billing process work? |
| A. |
Each Agency will have a single credit card account to which travel providers will charge all travel-related expenses. Each day mini-statements will be provided electronically by the Credit Card provider.
Once this data is uploaded, the TMS will automatically reconcile each transaction against its corresponding trip bookings. Transactions are matched to trips using the trip ID and booking reference in the TMS, which will also exist in the credit card data. Where the reconciliation is completed successfully by the TMS, the transaction will be flagged as reconciled without manual intervention.
Where a transaction cannot be successfully reconciled by the TMS, an exception will be raised and an email will be automatically generated and sent to the relevant traveller/booking officer. Where a transaction does not have a trip ID, the automatically generated email will be sent to the nominated Financial Administrator for the Agency.
User intervention will only be required for exceptions raised by the system’s reconciliation. |
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Q. |
What is the cost to my Agency? |
| A. |
Full cost recovery by way of a small management fee per transaction will be charged to the nominated costs centres/wbs/internal orders etc. The fee covers system licensing and TMU administrations costs. |
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| Q. |
How will users be trained? |
| A. |
The Queensland Government Chief Procurement Office Travel Management Unit will train Agency nominated training officers who will then on train appropriate personnel within their Agency. |
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| Q. |
What is the timetable – when does my Agency get the TMS? |
| A. |
A draft rollout timetable has been developed. Individual Agencies have been advised of the indicative timing for their rollout. Depending on progress with SSS application rollout, the TMS schedule may alter. |
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| Q. |
Do I have to take the cheapest fare? |
| A. |
If the best value or cheapest fare of the day is not chosen, you will be asked to select a reason (via a drop down box and free text). There may be a valid reason for not selecting best value fare available, as best value is calculated having regard not only to air fares but also other relevant costs such as accommodation waiting time and the traveller’s specific requirements. Travellers are not expected to undertake circuitous itineraries or to travel in circumstances where there is unacceptable safety or security concerns in order to access lower fares. The reason selected and information provided will be clearly visible to your approving officer and is reportable. |
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| Q. |
Will the Travel Management System know what policies relate to my Agency? |
| A. |
The whole-of-Government policies and departmental policies (where possible) will be built into the system. This will ensure that officers are complying with policy at all time. These policies will also be available and accessible online. The OPSC travel policy may be viewed at the OPSC web site or online at: http://www.opsme.qld.gov.au/library/docs/resources/policies/AirTravel_Policy_AirTravel.doc |
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| Q. |
How secure is the system? |
| A. |
All personal and financial information contained within the system is protected using encryption and other methods to prevent unauthorised access. Additionally, regular audits will be carried out on the system, to ensure that the highest level of security is maintained. |
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| Q. |
Do I have to calculate the discounts/rebates to work out my nett fare? |
| A. |
No. Fares shown on screen are net fares and discounts will have already been applied. GST will be clearly identifiable for financial purposes. |
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| Q. |
How will the electronic approvals work if my boss isn't there? |
| A. |
After choosing the selected products, the system will forward the itinerary to the selected approving officer. No products are booked/reserved until approval is given. It will be possible to change your approving officer in the event that your usual approving officer is away. You will only be able to select an approving officer with the appropriate delegation. |
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| Q. |
What if a service provider (eg. car hire company) is unavailable for my travel requirements? |
| A. |
Your request will be sent electronically to HRG Australia to source an alternate supplier for the service you require. |
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| Q. |
How do I book Air Charter? |
| A. |
An air charter broker arrangement is currently being developed. When this service is required, the appointed Travel Management Company (HRG Australia) will assist you to identify your needs and the best supplier (charter operator). |
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| Q. |
Can I book International travel online via the new Travel Management System? |
| A. |
All international travel requests will be entered into the TMS and forwarded electronically to HRG Australia – as this is classed as a complex booking. HRG Australia will liaise with the booking officer/traveller on specific requirements and provide quotes. Once the international travel is approved (as it is today), HRG will again be contacted and the international booking finalised and the TMS updated with travel details. |
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| Q. |
What do I do till the system is rolled out? |
| A. |
Travel will be booked in the usual manner until such time as the TMS is rolled out in your Agency. |
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| Q. |
Can the TMS assist in event management? |
| A. |
The TMS can assist in booking all travel, car and accommodation requirements associated with an event. The Queensland Government’s appointed TMC, HRG Australia, can assist with events such as small local conferences to trade shows and annual interstate gatherings. |
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