Defense Travel Management Office COMMERCIAL TRAVEL OFFICE CONTRACT

Defense Travel Management Office COMMERCIAL TRAVEL OFFICE CONTRACT STATUS/UPDATE 1 Office of the Under Secretary of Defense (Personnel and Readiness)

Defense Travel Management Office CTO Business Rules • Provide Do. D travelers, administrative/supervisory personnel, and Commercial Travel Office (CTOs) with a common set of transportation guidelines for Defense Travel System (DTS) and CTO Assist travel services • Lead Defense Travel Administrator (LDTA), Transportation Officer (TO), Contracting Officer Technical Representative (COTR)/Quality Assurance Evaluator (QAE) and CTO should work together to develop CTO business rules • Shall not supersede Do. D policy or CTO contract requirements 2 Office of the Under Secretary of Defense (Personnel and Readiness)

Defense Travel Management Office CTO Business Rules (continued) • A CTO contract is a vehicle that binds the contractor of specific requirements to meet needs of the traveler – CTO business rules should provide guidance on how to carry out requirements of the contract • CTO business rules should be a “living document, ” and be revised when: – Policy changes – Additional DTS functionality and capabilities become available – CTO contracts are modified or there is a change in CTO 3 Office of the Under Secretary of Defense (Personnel and Readiness)

Defense Travel Management Office CTO Business Rules (continued) Business Rules Should Include: • Emergency After Hours Assistance • Leisure In Conjunction With Official (LICWO) travel • Cancellations and Refunds • En-route Assistance – Approvals; DTS and CTO Assist • Tickets (Electronic, paper, pre-paid, advance ticketing, delivery) • Bus/Rail/Ferry Arrangements • VOCO Orders • Premium Class • Contact Numbers • Frequent Flyer Upgrades • Procedures For Base Closures/Down Days • Government Rental Car Agreement • International Travel • Excess Baggage • City Pair Program • Group Travel • Government Charge Cards • Lodging • Servicing Airports 4 Office of the Under Secretary of Defense (Personnel and Readiness)

Defense Travel Management Office DTA 7 – Europe Commercial Travel Office Updates • Transaction Fees in Europe are impacted by industry requirement for CTO to intervene on DTS transactions to convert currency from USD to EUR, GBP, etc. This results in all transaction fees being CTO Assist – A DTS system problem report has been established; however, no anticipated date of resolution • Leisure Services will no longer be offered on the DTMO Commercial Travel Office contract effective August 1, 2011 5 Office of the Under Secretary of Defense (Personnel and Readiness)

Defense Travel Management Office DTA 7 Europe Commercial Travel Office Updates • Leisure in Conjunction with Official Travel services will continue to be offered • New Site Requested Staffed Office for AFRICOM to open in Stuttgart – date pending completion of renovations • Business Rules Updated to provide clarity on Verbal Order of the Commander (VOCO) procedures 6 Office of the Under Secretary of Defense (Personnel and Readiness)

Defense Travel Management Office DTA 7 Europe Commercial Travel Office Updates • New CTO Location Established for AFRICOM effective May 16, 2011 • CTO Office Closure scheduled – Croughton, England – July 31, 2011 – Mannheim, Germany – August 31, 2011 7 Office of the Under Secretary of Defense (Personnel and Readiness)