UNIVERSITY OF PRETORIA

FINANCE DEPARTMENT

AIR TRAVEL, VOYAGER CREDIT AND RELATED MATTERS

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This circular letter is complementary to circular letter A46/98 A46/98, and serves to elucidate the policy with regard to the above. It is the policy, according to the resolution by Top Management (Rt 520/98) to arrange all air travel bookings with the two official travel agents. The specific resolution is as follows:
Resolution: · To request personnel to operate through the two official travel agents, as far as possible; and · That claims for journeys booked through other travel agents, be paid only when original documents are provided (copies of air tickets)
It is important that the University utilises all benefits to which it is entitled. If personnel operate through other travel agents, the person making the reservation must indicate the preference number concerned; this procedure will ensure that the discount is forwarded to the party that generated such discount. Top Management has decided that air travel undertaken with research- and other external funds, must also be subjected to the above procedure.
WHO ARE THE TWO TRAVEL AGENTS?
Travel agents are from time to time invited to tender for handling the University’s travel reservations. Toeropa Travel has handled the University's travel arrangements till the end of 1997. Toeropa was replaced by Supersonic Travel (Pty) Ltd at the beginning of 1998. The two official travel agents for 1998 are as indicated below. You may book at any of the following offices of the two agents:
1.	Supersonic Travel, with offices at
	-	UP Main Campus	Tel 420-2529
	-	Kingsleysentrum (Beatrixstraat)	Tel 341-1481
	-	Charlesstraat 52, Brooklyn	Tel 436-4197
	-	Pro Equity Court (Pretoriusstraat 1250)	Tel 342-3484
2.	Glenwood Travel Agency (Pty) Ltd
		Glen Gables 160, Lynnwoodweg, Lynnwoodrif	Tel 348-8131
PROCEDURE FOR AIR TRAVEL BOOKINGS
*	Call the travel agency and obtain a written quotation for the intended journey.
*	Obtain an official order for the intended journey, according to the standard procedures. Separate orders must be issued for:
	· Air fare, airport tax and travel insurance · Accommodation · Car rental (Please note that airfare, airport tax and additional insurance, where applicable, must be indicated on the order form).
*	Hand in the official order(s) at the travel agent, who is authorized through the order to make the required reservation and issue the air ticket(s)
*	Payment for the journey and travel insurance is done automatically through application of the University's official credit card, if the booking is done at Supersonic Travel and/or Glenwood Travel. If another agency is used, the applicant and a claim must personally pay the airfare and insurance subsequently submitted.
*	If an appropriate airline is used, the preference numbers must be shown on the air tickets. See A32/98 (attached hereto) for the relevant preference numbers for your faculty.
*	To expedite payment, the invoice must be signed at receipt of the air ticket and accompanying documents and immediately sent to the Finance Department.
*	If the booking was made at another agency, the claim will only be paid if a legible copy of the air ticket (not an invoice or statement) is presented. This will ensure that the University and specifically the cost center concerned, duly benefits from the available credits.
THE OFFICIAL AMERICAN EXPRESS CREDIT CARDS
The use of official American Express credit cards has the following advantages:
*	The major part of accounts administration, previously performed by the Creditors-administration, is transferred to American Express.
*	American Express provides the University with management information, which is useful for negotiations to obtain corporative advantages from suppliers.
*	Personnel automatically receive the travel coverage that applies to credit card payments. This coverage can be extended considerably for overseas travel by paying an additional premium of R125. Details can be obtained from the travel agencies.
*	The payment of travel - and associated expenses is considerably simplified because the University receives a consolidated statement.
VOYAGER CREDITS AND ASSOCIATED BENEFITS
Journeys by air, undertaken on behalf of the University with certain airlines, sometimes generate cash- and/or credit benefits. For the University as corporate client. It is envisaged that these credits as it become available, are allocated to the cost center that has paid for the journey. These credits will therefore be available to be utilised with the cost center concerned. The University has come to an agreement with SAA that existing Voyager members continue to use benefits such as additional luggage, seating comfort and upgrading when available. Voyager members, who wish to avail themselves of these benefits, must contact ms Hanlie Engelbrecht (internal extension 3357) to make the necessary arrangements.
AGREEEMNTS ALREADY IN OPERATION
The university has entered into the following agreements with the mediation of aforementioned travel agents//l
South African Airways (SAA) The University receives yearly on a sliding scale commission on all domestic and international flights in classes F-, J-, Y-, S-, and C-seats (*). To qualify for this, the University must quote a preference number to be entered on air ticket. The abovementioned official travel agencies are fully informed of this procedure. Personnel are requested to ensure that the University’s preference number appears on every ticker received. The preference number appears in the attached Annexure A (A32/98). * The 30 %(T)50 % (L) and 60 % (H) discount tickets are therefore excluded.
British Airways/Comair  The University receives yearly on a sliding scale commission on all domestic and international flights in classes B-, C- and S-seats (*). To qualify for this, the University must quote a preference number to be entered on air ticket. The abovementioned official travel agencies are fully informed of this procedure. Personnel are requested to ensure that the University’s preference number appears on every ticker received. The preference number appears in the attached Annexure A (A32/98).
Swissair/SABENA/Austrian Air  The University receives commission on a sliding scale. The official travel agencies and airlines are mindful to identify the University’s bookings. The University will claim at the airlines, according to the scale of the tickets.
Other The University and SAUVCA negotiate continua sly with other airlines for benefits. Management information made available through the American Express credit card is useful in negotiating better than average benefits for the University.
GENERAL
The official travel agencies undertake to make a price-adjustment to equal if possible, the better price (bearing in mind the commission received and other benefits). Lower priced quotations from travel agencies, other than the official agencies, must be presented in writing and must be for confirmed seats. Please note that to be compatible prices must be obtained for the same day and the same flight plan.  The University welcomes feedback from personnel with regard to difficulties encountered with implementation of aforementioned policy and procedure. Me Hanlie Engelbrecht can be contacted at extension 3357 (e-mail hanliee@ccnet.up.ac.za) in this respect.  For practical reasons it is not possible to secure credit facilities at a large number of travel agencies for University reservations. It is however intended to subject the appointed travel agencies to a yearly evaluation. University personnel who travel frequently and who can therefore make constructive contributions towards the evaluation process, are invited to put forward the names of organisations who can be approached to tender for the University’s flight reservations. These persons may also serve officially on the evaluation committee. (Personnel who react to the invitation may also contact me Hanlie Engelbrecht (X 3357)

Prof S Marx

Vice Principal

 A31/98 (eng)

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Updated: 23 February 2001 (mo)