Spreadsheet: 02f8f941-aab5-416f-9eb9-818bfbab4d22
Sheet: Sheet1

GOVERNMENTWIDE PER DIEM ADVISORY BOARD RECOMMENDATIONS - STATUS | Unnamed: 1 | Unnamed: 2 | Unnamed: 3 | Unnamed: 4 | Unnamed: 5 | Unnamed: 6 | Unnamed: 7 | Unnamed: 8
Recommendation | Response | Adopted | Not Adopted | Not Adopted At This Time | Not Applicable Due to Method Change | Communicated to Appropriate Office | No Further Review Action Required | To Be Implemented/ Reviewed
Proposed Per Diem Program for Lodging Expenses
1. GSA should set the per diem rates as a cap.  Any lodging program should adhere to those rates or seek to improve travel spend efficiency within those guidelines. | The Office of Governmentwide Policy (OGP) used lodging industry data from a leading travel research firm to set lodging per diem rates in all specified CONUS (continental United States) destinations for FY 2005.  Consequently, the per diem program does, indeed, guide lodging program selections, as well as agreed upon rates.  Also, OGP has worked with other Federal lodging programs to form a Federal Lodging Program Team, which will meet periodically with the purpose of developing a strategically aligned governmentwide lodging program.  All Team representatives of Federal lodging programs indicate that the lodging per diem rate is the cap under all their programs.  This recommendation has been adopted and implemented. | X |  |  |  |  | X
2. GSA should continue with an area-based program. | GSA presently establishes per diem rates for specific areas and will continue to do so regardless of what per diem program method is adopted.  This recommendation has been adopted and implemented. | X |  |  |  |  | X
3. GSA should base the competing rates along [NAME] and make a search mechanism available to travelers and TMC’s. | Although we appreciate the potential for greater geographical precision for lodging per diems with a [NAME] (postal addresses) program, GSA is unable, at this time, to calculate the total dollar impact this change may have on Federal budgets, and this is a fundamental first step for building a business case for this proposed change.  A cost impact analysis must include meals per diem rates as well as lodging per diem rates.  OGP plans to conduct a new meals price survey during FY 2005 and publish new meals per diem rates to take effect in FY 2006.  In addition, this change must also be assessed in terms of a) potential impact on travelers, b) potential impact on States and other entities that rely on Federal lodging per diems, and c) potential impact on various public and private-sector electronic systems that incorporate per diems as presently configured by locations.  We also note that OGP will be researching various potential approaches to achieving greater geographical specificity in setting lodging per diem rates (e.g., we will research possible replacement of the Standard CONUS rate with regional or state rates).  OGP has already undertaken a targeted, one-state assessment of the [NAME] approach and identified several weaknesses; e.g., the requirement for FEMA approval of properties for inclusion in any data base used to set lodging per diem rates.  To achieve greater geographical specificity in setting lodging per diem rates, OGP is now using a GIS (Geographical Information System) to display lodging properties in terms of geographical boundries.  As a separate but related point, the recommendation specifies a search mechanism, which was envisoned for implementation of the [NAME] approach because it involves identification of rates in some 15,000 postal addresses, which would cause confusion for travelers.  This recommendation for a [NAME] program (and associated search engine) has not been adopted at this time.  OGP will continue to study the [NAME] concept and anticipates reaching a final decision on whether to implement before publishing the FY 2006 per diem rates. |  |  | X |  |  |  | FY2006 Per Diem Cycle
4a. GSA should contract with a lodging industry data source to get an ADR for hotels and regularly use alternative methods and resources to benchmark the reasonableness of the per diem. | GSA currently uses a contractor to provide the average daily rate for FEMA-approved properties, as required by law.  All lodging per diem rates for specified destinations have been set using ADR for FY 2005.  GSA also applies other lodging data and information, as available and appropriate, for benchmarking. This recommendation has been adopted and implemented. | X |  |  |  |  | X
4b.  GSA should develop a software program to average the rate for the appropriate number of lodging properties.  Based on the rate, remove properties that are above or below a statistically valid number (The Board arbitrarily chose 50 percent, the average rate.).  [NAME] properties that do not conform to the FTR. | GSA will assess alternative means of calculating lodging per diem rates, including calculation of a mid-point and triming what are often termed the "outliers" in a data set.  We note that this approach may work well in target markets with large numbers of properties, but may not work well in markets with few properties.  We will also test the use of running regressions to develop a predictive rate rather than setting rates based upon historical data.  OGP will compare these approaches with those used to set lodging per diem rates for FY 2005, which employed a contractor's method of segmenting the lodging market into five "buckets" by pricing (i.e., price banding).  Of the five buckets (luxury, upper-upscale, upscale, mid-scale, economy), OGP used three (upper-upscale, upscale, and mid-scale) to set the lodging per diem rates for specified destinations for FY 2005.  OGP removed properties that did not conform to the FTR.  This recommendation has not been adopted at this time and will be studied during the FY 2006 per diem work cycle (i.e., during FY 2005). |  |  | X |  |  |  | FY2006 Per Diem Cycle
5. GSA should, with the appropriate number of hotels within the appropriate range, calculate the average of ADR's to benchmark per diem. | As noted above, GSA will assess alternative means of calculating lodging per diem rates, including calculation of a midpoint within a target "market" and triming what are often termed the "outliers" in a data set.  We will then calculate the ADR as a benchmark or as the lodging per diem rate.  We note difficulty with implementing this recommendation in specified destinations with sparse data (such as only five qualified lodging properties).  However, this recommendations offers an alternative approach for calculating the Standard CONUS rate or alternatives to the Standard CONUS rate (such as regions or states).  GSA is presently calculating the average ADR to set lodging per diem rates, so we have already adopted this recommendation in part, but we have not adopted this full recommendation at this time and will resolve potential implementation prior to publication of the FY 2006 per diem rates. |  |  | X |  |  |  | FY2006 Per Diem Cycle
6. GSA should establish a model of the program described for the per diem setting process.  GSA may then see the impact the new system would have on per diems. | OGP has undertaken a targeted, one-state assessment of the [NAME] approach, which provided a model for more extensive analysis of the [NAME] approach.  Beyond this, OGP has already implemented use of the Average Daily Rate (ADR) in setting lodging per diem rates.  We also note that a model that assess the potential impact of the [NAME] approach must include new meals per diem rate data, and new data will be gathered during FY 2005.  This recommendation has not been adopted at this time, and it will be reviewed and resolved during the FY 2006 per diem work cycle (i.e., FY 2005). |  |  | X |  |  |  | FY2006 Per Diem Cycle
7a. GSA should conduct a yearly reevaluation of lodging rates. | GSA currently evaluates lodging rates annually and will continue to do so.  This recommendation has been adopted and implemented. | X |  |  |  |  | X
7b. GSA should also contract with a travel research entity to provide quarterly reports identifying areas showing a 10 percent change in lodging costs.  GSA should consider changing the rates when the rates fluctuate by more than 10 percent. | Because multiple lodging rate changes will most likely occur regularly, this change would a) cause a significant administrative burden, b) affect IRS use of annual rates for tax related purposes, c) impact other Federal electronic systems that use or display per diems, and d) affect agency travel budgets.  Consequently, GSA will not accept this recommendation as made.  However, Federal agencies may request that OGP restudy a specified destination if travelers find the lodging per diem problematic for securing rooms in that destination, and if the request is made prior to February, a report will be generated and lodging per diem rate changes (up or down) will be made by March/April. |  | X |  |  |  | X
8. GSA should use weekday rates to guide rate setting. | After completing a study of weekday versus 7-day rates in the top 24 markets, using ADR data provided by a leading travel research company, OGP found that the difference between the average ADR was less than one percent.  These 24 markets included areas of 22 Federal Premier Lodging Program (FPLP) destinations (the largest Federal government travel markets).  OGP will restudy this variable during the FY 2006 per diem work cycle.  If a gap is found, OGP will contract with a vendor for non-standard reports to generate ADR based upon weekday rates and set lodging per diem rates based upon that data; however, we also note that different markets yield different ADR results by day of week.  In many cases, tourist locations often have higher ADR over the weekend, while cities often have higher ADR during the week.  This recommendation has not been adopted, but it will be reviewed during the FY 2006 per diem work cycle (i.e., during FY 2005). |  |  | X |  |  |  | Will perform another study when market improves (scheduled for 2nd quarter of FY 2005)
9a. GSA should base seasonal rate changes on comprehensive statistics from a lodging industry data resource. The subcommittee recommends a 15 percent difference from the season immediately preceding it. | GSA currently uses a lodging industry data resource to obtain comprehensive lodging industry data by market to determine whether seasonal rates are warranted and has implemented a statistical approach to determining seasons (i.e., a 15 percent difference between seasons).  This significant re-engineering of seasonal detmination and of setting seasonal lodging per diem rates was applied to the FY 2005 per diem rates. This recommendation has been adopted and implemented. | X |  |  |  |  | X
9b. The subcommittee recommends each season has a minimum of six weeks in length and a $10.00 price difference between each season. | GSA has encountered virtually no Federal dissatisfaction with seasonal dates throughout the domestic United States.  GSA's current practice is to have a minimum of two months for each season.  Because GSA has accepted the Board's recommendation of having at least a 15 percent difference between two consecutive months to identify a season (see previous recommendation, above), we see no need to supplement this with a $10.00 price difference between consecutive months to identify a season.  Prior to the FY2006 per diem cycle, we will apply other statistical tests, such as standard deviation, to further refine identification of seasonal destinations and seasonal differentiation.  This recommendation has not been adopted, in lieu of other Board recommendations, which we have adopted. |  | X |  |  |  | X
10a. GSA should require charge card vendors to submit the reports outlined in the contracts they signed. | Contracts have been amended to ensure a regular stream of all required charge card data, as available. This requirement falls outside the purview of the Office of Governmentwide Policy; however, OGP will regularly follow up with the implementing division to track continuous improvements in the level of data availability, as well as the type of data that will be shared with vendors.  This recommendation has been adopted, but implementation falls outside OGP. | X |  |  |  | X | X | Quarterly follow-ups with the implementing division (July, October, January, April)
10b. The Board further recommends that GSA alter the contracts to allow the reports submitted to GSA to include the detailed electronic transaction file. | Contracts have been amended to ensure a regular stream of all required charge card data, as available. This requirement falls outside the purview of the Office of Governmentwide Policy; however, OGP will regularly follow up with the implenting division to track continuous improvements in the level of data availability.  At the same time, OGP is contracting for management of the Federal Premier Lodging Program (FPLP), which has the potential of supplying more detailed data from properties.  This recommendation has been adopted, but implementation falls outside OGP. | X |  |  |  | X | X | Quarterly follow-ups with the implementing division (July, October, January, April)
11. GSA should require charge card vendors to follow one reporting format, so that data can be more easily integrated and analyzed. | GSA agree with this recommendation and plans to move forward after establishing a regular stream of charge card data from the four major banks serving Federal travelers.  This requirement falls outside the purview of OGP; however, OGP will regularly follow up with the implementing division to track continuous improvements in the level of data availability.  This recommendation has been adopted, but implementation falls outside OGP. | X |  |  |  | X | X | Quarterly follow-ups with the implementing division (July, October, January, April)
12. In the future, charge card data, as well as other data sources, should be considered by GSA as an alternative source for evaluating changes in the program. | GSA agrees with using charge card data and other information resources for benchmarking and shaping program decisions, as data becomes available (for example, updating room nights).  This recommendation has been adopted, and OGP will communicate regularly with divisions that can potentially provide useful data. | X |  |  |  | X | X | FY2006 Per [NAME], if data is available, and ongoing
13. GSA should “advertise” the flexibility offered by the Revenue Procedure 97-45. | Further research is necessary to ensure value to Federal agencies.  OGP will not adopt this recommendation at this time, but OGP will continue to investigate possible application of the Revenue Procedure. |  |  | X |  |  |  | FY 2006 Per Diem Cycle
14a. GSA should ensure that the e-Travel system contributes to successful payment of expenses after travel. | This is a primary function of emerging e-Travel solutions – the successful payment of reimbursement expenses to the traveler.  This is also part of GSA’s e-Travel mandate. OGP will continue to monitor the implementation of e-Travel governmentwide.  This recommendation has been adopted, but implementation falls outside OGP. | X |  |  |  | X | X | Being addressed by the e-Travel Program Management Office (PMO)
14b. GSA should ensure that the e-Travel system contributes to successful payment of expenses as a lump sum. | This is a primary function of emerging e-Travel solutions – the successful payment of reimbursement expenses to the traveler.  This is also part of GSA’s e-Travel mandate. OGP will continue to monitor the implementation of e-Travel governmentwide.  This recommendation has been adopted, but implementation falls outside OGP. | X |  |  |  | X | X | Being addressed by the e-Travel Program Management Office (PMO)
15. The Federal Government should continue with the current reimbursement process. | This recommendation has been adopted and implemented. | X |  |  |  |  | X
Standard CONUS
16. GSA should contract to create a model to establish [NAME] areas and corresponding rates for those areas. | Although we appreciate the potential for greater geographical precision for lodging per diems with a [NAME] (postal addresses) program, GSA is unable, at this time, to calculate the total dollar impact this change may have on Federal budgets, and this is a fundamental first step for building a business case for this proposed change.  A cost impact analysis must include meals per diem rates as well as lodging per diem rates.  OGP plans to conduct a new meals price survey during FY 2005 and publish new meals per diem rates to take effect in FY 2006.  In addition, this change must also be assessed in terms of a) potential impact on travelers, b) potential impact on states and other entities that rely on Federal lodging per diems, and c) potential impact on various public and private-sector electronic systems that incorporate per diems as presently configured by locations.  We also note that OGP will be researching various potential approaches to achieving greater geographical specificity in setting lodging per diem rates (e.g., we will research possible replacement of the Standard CONUS rate with regional or state rates).  OGP has already undertaken a targeted, one-state assessment of the [NAME] approach and identified several weaknesses; e.g., the requirement for FEMA approval of properties for inclusion in any data base used to set lodging per diem rates.  To achieve greater geographical specificity in setting lodging per diem rates, OGP is now using a GIS (Geographical Information System) to display lodging properties mapped to geographical boundries.  This recommendation for a [NAME] program has not been adopted at this time.  OGP will continue to study the [NAME] concept and anticipates reaching a decision on whether to implement before publishing the FY 2006 per diem rates. |  |  | X |  |  |  | FY2006 Per Diem Cycle
17. GSA should replace standard CONUS with newly defined market areas. | OGP will research potential alternatives to the Standard CONUS rate, including regional and state lodging per diem rates.  If appropriate for implementation, more geographically sensitive lodging per diem rates will replace the Standard CONUS lodging rate.  OGP notes that implementation of such a change will necessitate working with various Federal and state organizations to ensure a successful transition from the current approach.  We appreciate the potential impact on systems and regulations before proceeding.  This recommendation has not been adopted at this time, but OGP will research potential alternatives during FY 2005.  If a change were deemed appropriate, we anticipate a 12 to 24 month period to implement fully. |  |  | X |  |  |  | FY2006 Per Diem Cycle
18. GSA should turn to a lodging industry data resource to supply a larger data set for analysis (as described in the Governmentwide Lodging Program section of the Board's Report). | OGP has contracted with a lodging industry data resource to acquire a large data set of lodging properties and rates for analysis.  According to the Board's report, the outcome of this analysis will potentially result in regional or state rates based upon lodging industry data.  If appropriate for implementation,  more geographically sensitive lodging per diem rates will replace the Standard CONUS lodging rate.  This recommendation has been adopted and implemented. | X |  |  |  |  | X
Meals Reimbursement
19. GSA should continue with an area-based program. | GSA currently establishes meals per diem rates based on specific areas and will continue to do so regardless of what per diem program is adopted.  This recommendation has been adopted and implemented. | X |  |  |  |  | X
20. GSA should set meals per diem based on lodging per diem [NAME] areas as banded for the lodging per diem rate. | Although we appreciate the potential for greater geographical precision for lodging  per diems with a [NAME] (postal addresses) program, GSA is unable, at this time, to calculate the total dollar impact this change may have on Federal budgets, and this is a fundamental first step for building a business case for this proposed change.  In addition, this change must also be assessed in terms of a) potential impact on travelers, b) potential impact on States and other entities that rely on Federal lodging per diems, and c) potential impact on various electronic systems that incorporate per diems as presently configured by locations.  The test case already undertaken did not include meals.  Decisions regarding the [NAME] approach for lodging will determine whether it will apply to meal per diem rates.  This recommendation has not been adopted at this time.  A decision on implementation of a [NAME] method of setting per diem rates will occur prior to publication of the FY 2006 per diem rates. |  |  | X |  |  |  | FY2006 Per Diem Cycle
21. GSA should continue using 2 & 3 star/diamond and family-style restaurants. | GSA currently uses 2 & 3 star/diamond and family-style restaurants, and will continue to do so when conducting the meals survey. This recommendation has been adopted and will be applied during the next meals-price survey. | X |  |  |  |  | X
22. GSA should use a data source to establish a base line.  Index the base line for the intervening years.  [NAME] the base line every five years to re-set the base to 100, which will be more geographically sensitive than the index applied. | GSA plans to establish a new base line for meals per diem rates for the FY2006 work cycle (for implementation in FY 2006).  An indexing method will be applied to adjust the meals for the four years between establishing each new base line.  This recommendation has been adopted.  OGP will recommend adjustments to meals per diem rates annually using an appropriate index (such as the CPI for Food Away from Home). | X |  |  |  |  |  | FY2006 Per Diem Cycle
23. Contract with a private industry vendor to create a model to establish [NAME] areas and corresponding rates for these areas based on a survey of no fewer than 1600 respondents, readily available economic, and demographic data. | Because GSA has moved away from the survey approach toward use of lodging industry data and basing lodging per diem rates on ADR, this recommendation no longer applies. |  |  |  | X |  | X
24. Agencies should continue with lump sum and optional actual expenses approval. | This recommendation has been adopted and is currently being implemented agency-wide; no change is contemplated. | X |  |  |  |  | X
25. Agencies should continue offering travelers 75 percent meal allowance for partial travel days. | This recommendation has been adopted and is currently being implemented agency-wide (for the first and last day of travel); no change is contemplated.  On its per diem web site, OGP now provides a column that breaks out the 75% amount for designated locations. | X |  |  |  |  | X
Incidental Expenses
26. GSA should retain the incidental expense allowance.  This policy and practice caps this nominal expenditure category and contributes to cost control.  Moreover, it simplifies voucher processing, which saves time. | GSA agrees with retaining the incidental expense allowance; no change is contemplated. | X |  |  |  |  | X
27a. GSA should adjust the incidental expense allowance amount to $3, then periodically review both the model and tip amounts for adjustments, based upon common practice as well as fair and equitable reimbursement to travelers for expenses incurred while | GSA increased the Incidental Expense (IE) amount to $3 effective October 1, 2003.  OGP will periodically review the model and amounts, as recommended.  This recommendation has been adopted and implemented. | X |  |  |  |  | X
27b. Transportation costs to restaurants should not be considered an incidental expense, and paid to employees as applicable, based on their actual cost. | Although the subject of transportation costs regarding meals is addressed in two separate sections of the Federal Travel Regulation (Part 300-3 under Per Diem Allowance and Chapter 301-10.420), the consensus among the members of the Board was to leave it as sub-category under Incidental Expenses, giving Federal agencies more options when deciding whether to reimburse this expense.  This recommendation has not been adopted. |  | X |  |  |  | X
28. GSA should change its terminology to describe what the allowance is intended to cover (tips for services provided by individuals who assist the traveler during the course of a trip) and communicate to travelers better, regarding what the allowance is | GSA will not adopt this recommendation.  Although GSA agrees with the Board on better defining what “incidental expenses” are, officially changing the name will result in unnecessarily burdening Travel Management and Financial Management Systems agency-wide with what would be a mandated language change.  However, GSA will strive to communicate more effectively to Federal travelers regarding the purpose of incidental expenses (i.e., what it does and does not cover).  This recommendation has not been adopted. |  | X |  |  |  | X
Current Per Diem Lodging Methodology and Process
29. GSA should continue with an area-based per diem program. | GSA presently establishes per diem rates based on specific areas, and will continue to do so regardless of what per diem program is adopted.  This recommendation has been adopted and implemented. | X |  |  |  |  | X
30. GSA should contract with vendors to obtain directly from AAA and Mobil their current electronic lists of 2 and 3-star/diamond properties to compensate for yearly lag time in the publishing of directives. | OGP plans to eliminate all survey research in favor of average daily market rate data and application of geographically specific economic metrics.  This recommendation is no longer applicable because OGP has adopted other recommendations (see above). |  |  |  | X |  | X
31. GSA should eliminate 2-star/diamond properties from the survey in urban centers. | GSA currently relies on market data supplied by a leading travel research company for all urban areas and market segments, thus eliminating the 2-star/diamond designation from the rate setting processing for lodging.  This recommendation is not applicable because other recommendations have been adopted and implemented (see above). |  |  |  | X |  | X
32. GSA should increase the number of survey respondents by increasing the number of survey distribution channels, for example, through on-line and FAX communications.  Follow up to properties that do not respond via telephone. | OGP has eliminated all survey research for lodging per diem rates in favor of average daily market rate data and application of geographically specific economic metrics.  This recommendation is not applicable because other Board recommendations have been implemented (see above). |  |  |  | X |  | X
33. GSA should revise the survey questions to give them a marketing edge and increase the number of completed surveys. | OGP has eliminated all survey research for lodging per diem rates in favor of average daily market rate data and application of geographically specific economic metrics.  This recommendation is not applicable because other Board recommendations have been implemented (see above). |  |  |  | X |  | X
34. GSA should reduce the number of designated cities that are surveyed based on demand (currently 486). | OGP has reduced the number of designated locations to 420 by a) increasing the Standard CONUS lodging per diem rate for FY 2005, and b) combining designated locations in several destinations, where appropriate.  We will continue to work toward reducing the number of designated locations whenever possible.  A more geographically sensitive rate-setting method to replace the Standard CONUS lodging per diem rate may contribute to this effort.  This recommendation has been adopted and implemented. | X |  |  |  |  | X
35. GSA should create regional standard CONUS rates (via survey or indexing method) | Initial research will take place during FY2005; we anticipate a go/no go decision on esablishment of regional or state lodging per diem rates by the time FY2006 per diem rates are published; if we proceed, development and transition plans will be prepared.  We anticipate a 12 to 24 month implementation period as such a change will affect public and private sector software systems and many state per diem programs.  This recommendation has been adopted for further research. | X |  |  |  |  |  | FY2006 Per Diem Cycle
36. GSA should adjust regional standard CONUS rates more frequently than every three years. | Initial research will take place during FY2005; we anticipate a go/no go decision on esablishment of regional or state lodging per diem rates by the time FY2006 per diem rates are published; if we proceed, development and transition plans will be prepared.  We anticipate a 12 to 24 month implementation period as such a change will affect public and private sector software systems and many state per diem programs.  We will also research annual adjustment of the Standard CONUS rate, using an indexing approach.  This recommendation has been adopted for further research. | X |  |  |  |  |  | FY2006 Per Diem Cycle
37. GSA should use data from a travel research firm as a benchmark to determine fair pricing. | GSA currently uses, and will continue to use, data from a travel research firm, as well other entities and resources, to ensure fair market value.  This recommendation has been adopted. | X |  |  |  |  | X
38a. GSA should review the seasonality method to ensure that changes are based on comprehensive statistics from a lodging industry data source.  Per diem rates should have a maximum of four seasons. | GSA currently uses a lodging industry data resource to determine whether seasonal rates are warranted.  Our standard practice is to have a maximum of four seasons.   We shall also investigate other statistical methods for identifying seasonal locations, such as standard deviation. This recommendation has been adopted.  (Also see discussion of seasonality above.)  This recommendation has been adopted. | X |  |  |  |  | X
38b. GSA should create a new season if there is a $10 or above lodging rate increase from the season immediately preceding it. | GSA has encountered virtually no Federal dissatisfaction with seasonal dates throughout the domestic United States.  GSA's current practice is to have a minimum of two months for each season.  Because GSA has accepted the Board's recommendation of having at least a 15 percent difference between two consecutive months to identify a season (see previous recommendation, above), we see no need to supplement this with a $10.00 price difference between consecutive months to identify a season.  Prior to the FY2006 per diem cycle, we will apply other statistical tests, such as standard deviation, to further refine identification of seasonal destinations and seasonal differentiation.  This recommendation has not been adopted, in lieu of other Board recommendations, which we have adopted. |  | X |  |  |  | X
39. GSA should adjust lodging market areas to reflect market rates. | GSA has regularly adjusted, and will continue to adjust, lodging market areas to reflect market rates.  We presently have access to ADR trend reports or we can conduct targeted surveys to develop data sets reflective of city, county, and zip code areas.  We use all of these to pinpoint the “downtown area” and where the Federal traveler historically stays to adjust market areas, as appropriate.  We will continue to follow this process of continuous improvement in rate setting.  We recognize that markets and travel patterns shift, and we shall be responsive to these changes.  This recommendation has been adopted. | X |  |  |  |  | X
40. GSA should increase the resources that are needed to support GSA/OGP’s Per Diem Program. | GSA has merged the Federal Premier Lodging Program with the Per Diem Program to form the Lodging Team, which enables shifting personnel from one program area to another as work demands shift.  Also, GSA will detail individuals and/or hire contractors to assist with Lodging Team tasks, when warranted and funding is available.  Use of a lodging industry data-resource company to supply lodging industry economic data has contributed to work-load reduction. This recommendation has been adopted. | X |  |  |  |  | X
41. GSA should facilitate and encourage feedback from travelers.  GSA should modify existing mechanisms to accommodate this objective (i.e., the “No Vacancy” web site). | An updated Customer Feedback document is currently "live" on our web site and replaces the information previously requested on the "No Vacancy” web site.  The designated "No Vacancy" has been changed to "Trip Talk".  A link to this document can also be found on GSA’s Financial Management System's web site (FEDdesk). | X |  |  |  |  | X
42a. GSA should develop an annual or ongoing survey that tracks traveler satisfaction and benchmarks travel initiatives against this feedback.  Based on the success of the web-based survey, the Board recommends a similar approach. | An updated "customer feedback" document is currently "live" on our web site and replaces the information previously requested on the "No Vacancy” web site.  The designated "No Vacancy" has been changed to "Trip Talk."  A link can also be found on GSA’s Financial Management System's web site (FEDdesk).  As OGP tracks responses, we will share pertinent information with our stakeholders, facilitating the continuous improvement of this program.  Assessment of changing the website location requires research into the process, options, and barriers.    Additionally, a "satisfaction survey" targeted to Federal travelers is under consideration.  This recommendation has been adopted.  Further implementation tasks that go beyond the recommendation will be undertaken as appropriate and available. | X |  |  |  |  | X
42b. GSA should work with professional Travel Managers from industry and TMC’s to develop a survey that produces timely, robust data that clarifies issues that affect the traveler. | GSA will ask a few TMs and TMCs to review the current survey "Trip Talk".  If recommended changes, along with the system accessibility move, appear appropriate, we will plan and implement those changes.  This recommendation has been adopted. | X |  |  |  |  | X | 2nd Qtr, FY 2005
42c.  Request contact information in the event a traveler needs to be reached to clarify a concern. | This is included as part of "Trip Talk."  This recommendation has been adopted and implemented. | X |  |  |  |  | X
42d.  Use feedback data to address issues with individual vendors, program deficiencies, and TMC performance. | "Trip Talk" went into effect on October 1, 2003.  Feedback data will be reviewed periodically. This recommendation has been adopted. | X |  |  |  |  | X
42e. Make sure that the survey requires enough “qualifying” information to enable GSA to sort out chronic complainers and unfounded issues. | Some of the items we are able to track in "Trip Talk" are, Percentage of travelers asking for the Federal Government Rate or FPLP rate; percentage of travelers receiving the applicable lodging rate, percentage of travelers paying actual expenses for lodging, percentage of travelers finding accommodations acceptable, and percentage of travelers who think the current standard CONUS rate is adequate/inadequate.  This recommendation has been adopted. | X |  |  |  |  | X
43. GSA should make more of an effort to inform the press on travel related issues. | This is already being addressed through OGP and the Office of Communications (formerly Public Affairs).  GSA has already taken steps to improve communication of its per diem methods and programs and will continue to enhance its outreach efforts.  This recommendation has been adopted.  Implementation is on-going. | X |  |  |  |  | X
Governmentwide Lodging Program
44a. GSA should implement a strategic plan that creates one overall/umbrella program that allows individual activities to meet unique mission goals while supporting the government’s overall goals. | GSA has no authority to mandate such a program to other Federal agencies.  GSA will continue to work with other lodging programs for the betterment of the Federal traveler. Through its contracting with a vendor for management of FPLP, GSA will seek to enhance the relationship among Federal lodging programs.  Also, OGP has taken the lead in formation of a Federal Lodging Program Team, comprised of representatives of Federal lodging programs, both formal and ad hoc (e.g., for training).  This recommendation has been been adopted because of legal limitations. |  | X |  |  |  | X
44b.  GSA should use the per diem program to guide lodging program selections. | Market data from a leading travel research firm is currently used to set lodging per diem rates in all CONUS specified locations.  Consequently, the per diem program does, indeed, guide lodging program selections.  This recommendation has been adopted and implemented. | X |  |  |  |  | X
44c. GSA should consolidate programs to umbrella the government lodging program where possible, but align programs that cannot be consolidated. | OGP has taken the lead in the formation of a Federal Lodging Program Team.  The purpose of the Team is to align all Federal lodging programs with a strategic purpose and goals.  This recommendation has been adopted; implementation is on-going. | X |  |  |  |  | X
45a. GSA should refine per diem rates and ensure that a government lodging program supports the per diem program. | GSA has refined its lodging per diem rate-setting method, using industry data from a leading lodging-industry research company.  All Federal lodging programs support the per diem program.  This recommendation has been adopted and implemented. | X |  |  |  |  | X
45b. GSA should ensure that per diems are specific enough for hotels to use them as a benchmark with peer hotels. | Currently, we use market rate data that allows for general comparisons among peers, resulting in geographically precise per diem rates.  As OGP continues to enhance the market sensitivity of its rate setting, hotels will increasingly find the per diems more relevant.  However, because the per diem rate necessarily incorporates a blend of properties in several price bands, precise benchmarking for the competitive purposes of the lodging industry must remain the task of the lodging industry, its associations, and  market research firms.  GSA expects to share "spend analysis data" with the hotel industry, if it becomes available.  This recommendation has been adopted to the extent possible. | X |  |  |  |  | X
46. GSA should develop a consolidated spend analysis to understand GSA’s leverage position.  This may necessitate the hiring of a data collector/consolidator by the Federal government. | GSA will work toward developing a spend analysis through usage of charge card data.  A test has been conducted to attempt to associate spend with properties.  The test suggested we can move in this direction.  During the next per diem rate-setting cycle, we will continue to move toward this outcome.  Also, we will look toward data captured through improved reporting after management of FPLP is contracted to a vendor.  Finally, we expect to obtain valuable spend data as eTS comes on line.  This recommendation has been adopted.  Implementation is on-going. | X |  |  |  |  | X
47. GSA should determine if the program is commissionable or net/non-commissionable to travel agents and third parties. | Commissionable relationship is between the property and the travel agent.  GSA does not have the authority to intervene.  This recommendation has not been adopted. |  | X |  |  |  | X
48. GSA should create a program mandatory in nature; consequently managed. | Although we have changed our Federal Travel Regulation (FTR) to advocate that Federal Premier Lodging Program properties be considered first by Federal travelers, by statute, GSA cannot mandate what properties Federal travelers must use.  This recommendation has not been adopted because of legal limitations. |  | X |  |  |  | X
49a. GSA should create a hybrid program with negotiated rates in top travel destinations. | The Office of Governmentwide Policy (OGP) and the Federal Supply Service (FSS) are in partnership to improve and expand the services offered to Federal travelers under FPLP.  FPLP fulfills the goal of having negotiated rates in top travel destinations.  Also, with the formation of the Federal Lodging Program Team, lodging programs governmentwide will increasingly be strategically aligned.  OGP and the Lodging Team will partner with FSS to implement added lodging solutions to meet other lodging needs of the Federal government, such as extended stay.  This recommendation has been adopted.  Implementation is on-going and multi-faceted. | X |  |  |  |  | X
49b. GSA should create a consortia-like program that is outsourced to a private company to cover the remainder of the country. | The Office of Governmentwide Policy (OGP) and the Federal Supply Service (FSS) are in partnership to improve and expand the services offered to Federal travelers under FPLP.  FPLP fulfills the goal of having negotiated rates in top travel destinations.  Also, with the formation of the Federal Lodging Program Team, lodging programs governmentwide will increasingly be strategically aligned.  OGP and the Lodging Team will partner with FSS to implement added lodging solutions to meet other lodging needs of the Federal government, such as extended stay.  This recommendation has been adopted.  Implementation is on-going and multi-faceted. | X |  |  |  |  | X
50. GSA should simplify the development of the program by using the consortia approach to property participation. | With the formation of the Federal Lodging Program Team, lodging programs governmentwide will increasingly be strategically aligned.  OGP and the Lodging Team will partner with FSS to implement added lodging solutions to meet other lodging needs of the Federal government, such as extended stay and, if considered strategically appropriate, a consortia approach.  The Federal Premier Lodging Program, management of which will be contracted to a vendor, may structurally move in this direction.  This recommendation has been adopted. | X |  |  |  |  | X
51. GSA should establish a minimum allowable discount off of the lodging per diem for participation, leveraging the government’s unique position in the marketplace. | This concept will be tested under FPLP after management of the program is contracted to a vendor.  This recommendation has been adopted. | X |  |  |  |  | X
52. GSA should create a standard blanket consortia-like program centered on the USG Rate Code.  The USG Rate Code would be specific to Federal travelers in GDS and lodging reservation systems. | Although we agree in principle to having one Rate Code for the entire Federal government, GSA has no authority to direct agencies to use one common USG Rate Code.  OGP will review this recommendation when e-Travel systems have been integrated in a large segment of Federal agencies.  This recommendation has not been adopted at this time.  No further action will be taken until FY 2006, which is when Federal agencies must have an eTS solution in place. |  |  | X
53. GSA should immediately commence an RFI process to begin the formal search for outsourcing vendors capable of providing comprehensive lodging services. | OGP will contract management of FPLP to a vendor capable of providing comprehensive lodging services.  Working with the Federal Lodging Program Team, OGP and the Team members will work toward strategically aligning all Federal lodging program.  This recommendation has been adopted. | X |  |  |  |  | X
54. GSA should initiate a pilot project with a private sector company as a way of gaining additional insights into the dynamics, structure, benefits, and potential savings available (by outsourcing the Federal government’s lodging program). | OGP will contract management of FPLP to a vendor capable of providing comprehensive lodging services.  This will essentially serve as a pilot for this approach to providing negotiated rate lodging in the top Federal travel markets.  This recommendation has been adopted. | X |  |  |  |  | X
55. GSA should implement an RFP solicitation process for the provision of a comprehensive Federal Government Lodging Program to be developed by a thorough government needs analysis specification that is mapped to the significant capabilities existing with private sector vendors. | Several steps have been taken.  First, vendors have been advised to submit a proposal to receive a contract under the TSS schedule.  Second, an RFI has been released.  Third, OGP, partnering with FSS, has released a Request for Proposal to act on this recommendation.  Starting with FY 2005, FPLP will be managed by a contracted vendor.  This step, along with formation of a Federal Lodging Program Team, initiates the effort to strategically align all Federal lodging programs.  The Team will work toward on-going needs analysis and identification of various solutions to meeting Federal lodging needs.  This recommendation has been adopted and expanded upon by OGP. | X |  |  |  |  | X