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AirPlus Implementation and Change Management. University implements lodge and corporate card programme to create a managed travel and expense programme.
A 2011 study by Public Sector Travel suggests Universities could account for the largest unmanaged travel spend in the UK.
Travel is a key area in which Universities are looking to reduce costs and better leverage spend, but there are challenges. A culture of devolved decision- making (especially in the older institutions) has meant that expense re-imbursement is usually the only means of tracking actual spend, although the demand to collect carbon emissions data provides further impetus for more forensic data tracking.
Manual process… In 2011 The University of Nottingham became one of the few Higher Education (HE) institutions in the UK to have a fully managed and mandated travel programme.
AirPlus has worked with the University since 2004 when paper-based purchase orders were used to procure travel and on trip expenses were paid for by employees using cash advances or personal credit cards. Until 2010 the University had three travel fulfilment providers in place with expenses relating to each trip being reclaimed using manual expense claim forms.
Although the data generated by these manual systems supported expense reimbursement, it did not provide sufficient information to allow the University’s travel spend to be analysed and leveraged.
… to mandated programme With the full buy-in of The University of Nottingham Management Board, Contract/Project Manager Jeannette Harrison embarked on a consolidation strategy targeting savings of 8 - 10% on the University’s £8.5m travel spend. Substantial potential for savings by introducing electronic processing and online claiming was also identified.
The travel project team (Jeannette Harrison and Michael Domokos) decided to introduce a corporate and lodge card programme in a four-pronged approach that also included a mandatory suite of services including an online travel booking tool, a fulfilment agent for online and offline bookings and an expense management system. AirPlus won the corporate and lodge card payment tender.
Harrison says “our objectives for the overall programme are to obtain value for money, fulfil our duty of care to our employees, reduce the environmental impact of our travel and improve the user experience, as well as making overall savings for the University”.
“With the payment solution, our goals were to streamline processes between systems and improve the user experience. We chose AirPlus because of the richness of data, combining a lodge card programme and corporate card programme with one provider, the acceptance of the AirPlus card worldwide and the reporting functionality through the AirPlus Business Travel Portal.”
Change management For AirPlus, the uniqueness of this implementation was that the University was overhauling its entire
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