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Case Study: Transforming Travel Management at a Major Texas University with CTP

Collegiate Travel Planners, a leading provider of travel management services specializing in higher education, partnered with a prestigious Division 1 (D1) university to overhaul its travel program in the winter of 2024. The university, with a large faculty, staff, and student population, sought to streamline its travel processes, improve cost efficiency, and enhance traveler experiences.

Implementation

CTP Travel Services kicked off the implementation process, which was completed in just 4.5 months. The comprehensive implementation included:

  • Online Booking Tool for Individual Travel: A streamlined tool to facilitate easy and efficient travel bookings for university staff, faculty, and students.
  • Mission Program Group Movements Configuration: Tailored solutions to manage group travel for academic missions and other university-related activities.
  • Policy Consultation and Enhancements: Expert advice to refine and enhance the university’s travel policies to align with best practices and compliance requirements.
  • Stakeholder Meetings: Regular meetings with leaders from various departments to ensure the travel program met the diverse needs of the university community.

Encouraging Program Adoption

To ensure successful adoption of the new travel management program, CTP implemented several engagement and training initiatives:

  • Onsite and Virtual Training Sessions: Conducted comprehensive training sessions to educate the university community on using the new travel tools and understanding the updated travel policies.
  • Weekly Office Hours: Provided dedicated time slots for campus community members to seek assistance and clarify doubts about the travel program.
  • Weekly Meetings with Travel Program Managers: Maintained regular communication with travel program managers to address any issues and continuously improve the program.
  • Onsite Vendor Fair Participation: Participated in university vendor fair to engage with the campus community and promote the travel management services.
  • Bi-Annual Strategic Business Planning Review: Conducted strategic reviews to assess the program’s performance, gather feedback, and plan for future enhancements.

Results After One Year

One year after partnering with CTP, the university experienced significant improvements and cost savings in its travel management program:

  • High Online Adoption Rate: Achieved a 98% online adoption rate for compatible travel, indicating acceptance and use of the new online booking tool.
  • Hard Dollar Savings: Realized savings of $178,456.70, translating to an impressive 682.9% return on investment.
  • Cost Avoidance: Managed to avoid costs totaling $278,401, with 78.8% of air travel being booked at the lowest logical fare.
  • Low Travel Policy Exception Rate: Maintained a travel policy exception rate of just 1.9%, demonstrating strong compliance with the enhanced travel policies.

Conclusion

The partnership between the university and CTP has been a resounding success. Through strategic implementation, comprehensive training, and continuous engagement, the university has transformed its travel management program, achieving significant cost savings, high adoption rates, and streamlined travel processes. The collaboration continues to thrive, setting a benchmark for excellence in travel management within higher education institutions.


Ready to upgrade your faculty travel program and drive online adoption? Contact CTP today.