Using the travel management services contract

Using this contract

• 1

  Assess your needs

  When selecting a travel management services (TMS) provider, you should first understand your agency's travel requirements and objectives. The needs analysis tool in the contract resources section below can help you do this.

  Contract resources

• 2

  Review providers

  Consider TMS provider services, profile, service standards and charges and how they align to your requirements.

  To help you with this, see our template for secondary selection and guide for due diligence to in the contract resources section below.

  Contract resources

• 3

  Engage providers

  Talk to some or all of the TMS providers to communicate your needs and critical success factors, and to learn more about their services. This could be by phone or in person.

• 4

  Select a provider

  Once you have chosen your provider, you need to complete the Form of Accession and indicate which provider you will be using.

  When we have processed your Form of Accession, we will let your TMS provider know that you have joined the contract.

  Your TMS provider will contact you to create a unique services supplement and agree on a pricing model, a transition plan, invoicing, approach to account management and any unique service requirements you may have.

  An agency can change from one provider to another at any time during the term of the contract, giving notice of one month to the current provider of your intention to terminate the service supplement.

  Form of Accession

• 5

  Transition to the provider

  If requested by your agency, your chosen TMS provider will produce a transition plan detailing the steps to be carried out to transition your agency.

  If either the provider or agency thinks a change of pricing model is necessary, a meeting can be called (within 10 business days of the initial request). If the provider and agency agreed that a change is required, this can be made by amending the service supplement.

  End of process