Travel management services

What's covered

• Booking and managing all travel, including:
  • air travel, rental vehicles, accommodation, taxis and shuttles, trains, ferries
  • domestic and international travel
  • individual and group travel
  • conference, events & meeting venues
• 24/7 access to travel consultants
• self-service online booking tools
• account management and training
• reporting
• travel policy and cost-reduction expertise
• flexible billing solutions
• visas, passports, foreign exchange handling
• duty-of-care
• management of traveller profiles and memberships
• customised integration between agency and provider systems (eg HR or financial systems).

Agencies and providers may agree to the provision of additional services, such as:

• coordination of conferences or events
• management of school trips, both domestic and international
• other agency-specific requirements.

What’s not covered

Leisure and personally-paid travel.

How it works

Structure of charges

Each provider offers three ways of structuring their charges.

Option 1: Nett-Nett Pricing

A nett-nett fee is charged for each service used (e.g. booking travel, change an existing booking). The fees for each service are specified in the contracts for each provider. Nett-nett transaction fee pricing means that all incentives, commissions and rebates that the provider receives from third party providers such as hotels, need to be returned to the agency. Nett-nett pricing is the default pricing model we recommend.

Some providers have unique pricing models which can be found on their provider profiles.

Option 2: Commissions retained

Agencies have the flexibility to choose a commission retained transaction fee pricing model. This means providers keep all of the incentives, commissions and rebates from third party providers such as hotels, and in return agencies receive a lower booking fee. Please note we recommend agencies to book their travel as Nett-Nett.

Option 3: Management fee pricing

Agency and provider agree a single management fee covering all services provided. The fee is typically defined as a percentage of the agency's total travel spend and is charged periodically (eg monthly or quarterly).

Some providers have unique pricing models which can be found on their provider profiles.

Secondary procurement processes for agencies

See our using this contract page for secondary procurement resources for agencies.

Using the travel management services contract

Features and benefits

• Choice of five experienced nationwide providers.
• Flexible service and price options, tailored to agency requirements.
• Customisable online booking tools paired with reduced travel booking charges.
• Specialised travel consultants available 24/7/365, providing assistance when it's needed.
• A range of payment and billing solutions to fit your needs and budget.
• A range of reporting options to help analyse travel spend.
• Duty-of-care related services to support traveller safety.
• Account management aligned to your agency's pricing model.
• Cost-reduction expertise to help reduce travel spend over time.
• Provide advice to decrease CO₂ emissions.
• Continued improvement via annual sustainability and technology forums.

Travel management services broader outcomes

Savings and costs

Savings

Agencies who participate in the travel management services contract don't need to go through a full procurement process of their own, which saves time, effort and cost.

Agencies can save in two ways:

1. Nett-nett pricing will return any incentive payments received (commissions and similar) to the agency.
2. Providers are committed to supporting the decrease of total travel spend through various initiatives.

These types of savings will vary and may depend on the extent to which:

1. The AoG Travel Management Services charges are lower than the agency’s pre-existing charges for travel management. Occasionally agencies find their pre-existing charges appear lower than the contract’s charges. This may occur as the existing provider derives a portion of its income from incentive payments, which may be unseen to the agency so that travel management services are at least partially subsidised through the price of flights, accommodation, rental vehicles etc.
2. Nett-nett pricing removes and/or returns to the agency all commissions and incentive payments.
3. The provider will help promote better booking behaviours, which will decrease the total travel spend.

Costs

There is no administration fee for the travel management services contract.

Joining the contract