20 th annual conference sctm benchmarking survey john harner director of travel management services,...

20th Annual Conference

SCTM Benchmarking Survey

John HarnerDirector of Travel Management Services, Indiana University

Ian ThomasPartner, Academic Travel Consulting

September 18, 2007

2007Benchmarking Survey

• Tracks changes in vendor relations, service fees, technology, and travel program structure.

• 68 institutions completed the survey– 47 attending the conference

Institution Type

Public80%

Private19%

Other1%

Annual T&E $ Volume

0%5%

10%15%20%25%30%35%40%

Less $5M $5-10M $10-20M Over $20M Don't Know

2005 2006 2007

• Total T&E spend may be increasing slightly

Annual Air Only $ Volume

0%

5%

10%

15%

20%

25%

30%

35%

Less $1M $1-3M $3-5M $5-10M $10M+ Don't Know

2005 2006 2007

Percentage International Air by $ Volume

0%

5%

10%

15%

20%

25%

20032004200520062007

• Significant decrease in International air $ volume

Survey Participants with Airline Agreements

55%64% 66%

58% 55% 56%51%

0%10%

20%30%40%50%

60%70%

2001 2002 2003 2004 2005 2006 2007

• Future questions will focus on types of contract

Contracted Airlines

0%

5%

10%

15%

20%

25%

30%

35%

40%

45%

AC FL AS AA CO DL F9 YX NW WN UA US

2005 2006 2007

• Significant decrease for American, Southwest and US Air

Where are airline contracts negotiated?

0%

10%

20%

30%

40%

50%

60%

By Institution

By System

By StateBy Consortia

BY TMCOther

2005 2006 2007

Institutions with Car Rental contracts

83%86% 85% 84% 84%

89% 89%

50%

60%

70%

80%

90%

100%

2001 2002 2003 2004 2005 2006 2007

Car Rental $ Volume

0%5%

10%15%20%25%30%35%40%

$0-100k

$100-300k

$300k-500k

$500k-1M

$1M+ Don'tKnow

2005 2006 2007

Car Rental Agreements

0%10%20%30%40%50%60%70%80%

2005 2006 2007

Local Hotel Agreements

44%

57%64%

77%70% 73% 72%

69%

0%

10%

20%

30%

40%

50%

60%

70%

80%

2000 2001 2002 2003 2004 2005 2006 2007

Hotel $ Volume

0%

5%

10%

15%

20%

25%

30%

35%

Less $500k $500- $1M $1- 3M Over $3M Don't Know

2005 2006 2007

Survey Participants with Ghost Card Programs

69% 67% 68%55% 57% 59%

0%20%40%60%80%

100%

2002 2003 2004 2005 2006 2007

• Unexplained drop in Ghost Card programs could be due to increased use of Procurement cards

0%5%

10%15%20%25%30%35%40%

2005 2006 2007

Ghost Card Companies

Survey Participants with Corporate Card Programs

81%

96%90%

85%

77%86%

75%

50%

60%

70%

80%

90%

100%

2001 2002 2003 2004 2005 2006 2007

0%5%

10%15%20%25%30%35%40%45%

2005 2006 2007

Corporate Card Companies

Corporate Card Programs with

Individual Liability

71% 70% 71% 73% 73%

50%

60%

70%

80%

2003 2004 2005 2006 2007

• Majority individual liability rather than institutional liability

Survey Participants with Purchasing Cards

89% 90% 90% 87% 88% 92% 85%

0%

25%

50%

75%

100%

2001 2002 2003 2004 2005 2006 2007

0%5%

10%15%20%25%30%35%40%45%50%

2005 2006 2007

Purchasing Card Companies

Is P-Card used for Travel?

29% 31%45% 41% 41%

36% 40%

0%

20%

40%

60%

80%

2001 2002 2003 2004 2005 2006 2007

0%5%

10%15%20%25%30%35%40%45%50%

2005 2006 2007

Number of Contracted Travel Agencies

0%

10%

20%

30%

40%

50%

60%

70%

80%

Full ARC AgencyAccreditation

CTDAccreditation

Not Accredited Don't know

ARC/CTD Accreditation

0%

10%

20%

30%

40%

50%

60%

70%

Required Required, withreasonable exceptions

permitted

Optional

2005

2006

2007

Is Use of Travel Agency Required?

• Policy on use of contracted travel agencies reflects the need for flexibility in academic travel management

0%5%

10%15%20%25%30%35%40%45%

In-houseoperated

AMEX /Rosenbluth

BCD/WorldBTI

Carlson/TQ3Nav

Regionaltravel

agency

Local travelagency

2005 2006 2007

Travel Agencies Used by Survey Participants

0%

5%

10%

15%

20%

25%

30%

$0 $10 orless

$11-$15 $16-$20 $21-$25 $26-$30 $31-$35 $36-$40 $41-$45 $46-$55

2005 2006 2007

• Fees remaining constant with about half paying more than $25

DomesticService Fees

International Service Fees

• Noticeable increase with half now paying more than $30

GDS Related ServiceFee Increase

Yes42%

No47%

Don't know11%

• Nearly one half of respondents were not subjected to service fee increases as a result of the new Global Distribution System cost structure

Survey Participants with Self-Booking Tools

24% 22%29%

34%42%

51%44%

49%

0%

10%

20%

30%

40%

50%

60%

2000 2001 2002 2003 2004 2005 2006 2007

• When asked the same question at the 2006 conference keynote address, the audience response was 48%, also a decrease over 2005, and a significantly different respondent pool.

8%

19%26%

20%27%

0%

10%

20%

30%

40%

2003 2004 2005 2006 2007

Self-Booking Adoption Rate

• Seven of 18 respondents had adoption rates of 30% or higher

0%

10%

20%

30%

40%

50%

60%

70%

$0 $10 orless

$11-$15 $16-$20 $21-$25 $26-$30 $31-$35 $36-$40 $41-$45

Online Full-service (domestic)

• 67% are charging travelers a service fee of $10 or less (84% in 2006 )

Online Booking Service Fees

Top Self-Booking Tools

0%5%

10%15%20%25%30%35%

2005 2006 2007

* OTAs are business versions

0%

10%

20%

30%

40%

50%

60%

Online Booking Fulfillment

Planning an Online Booking Implementation Next Year?

21%

42%

60%

39%46%

45%38%

0%

25%

50%

75%

2001 2002 2003 2004 2005 2006 2007

Survey Participants with Automated Expense Reports

11%

17%

24%

20%23%

19%23%

25%

0%

5%

10%

15%

20%

25%

30%

2000 2001 2002 2003 2004 2005 2006 2007

Expense Report Applications

0%

10%

20%

30%

40%

50%

60%

70%

80%

Developed in-house

Concur/Gelco/Vinnet

ExtensityPeoplesoft

Other

200520062007

• The predominance of internally developed applications highlights the unique needs of academia

Planning to Begin Automated Expense Reporting Next

Year?

19%

32% 35% 34% 38% 41%29%

0%10%

20%

30%

40%50%

2001 2002 2003 2004 2005 2006 2007

Travel Management Position

Dedicated Position

54%

Position with Other Responsibi

lities46%

Travel Management Position Reporting

Other29%

Purchasing29%

Financial Management

21%

Accounts Payable

21%

Travel Management Responsibilities

0%10%20%30%40%50%60%70%

Travel Manager (dedicated position) salary range

0%

5%

10%

15%

20%

25%

30%

35%

Reason for not attending 2007 SCTM conference

41%

35%

6%

18% Budget constraints

Scheduling conflict

Decided to attend adifferent travel-relatedconference

Other

• 17 of the 68 Survey Participants did not attend the 2007 SCTM conference