Concur Travel User Guide

Concur Travel User Guide

Table of Contents What is Concur?... 2 What Can You Use it For?... 2 Logging on to Concur... 3 Exploring the Home Page... 4 Updating Your Travel Profile... 5 Personal Information... 5 Travel Preferences... 7 Assistants and Travel Arrangers... 8 Credit Cards... 9 Using the Online Booking Tool... 10 Booking Travel From an Approved Request... 10 Booking a Flight... 11 Booking a Car... 16 Booking a Hotel... 18 Cancelling or Changing Airline, Rental Car or Hotel Reservation... 20 Creating an Expense Report Based on a Completed Trip... 21 1

What is Concur? Concur is a web-based tool that allows for automation of the travel request, booking and expense reporting of campus business travel. Below are some key advantages the system offers: Receipts can be emailed or scanned/uploaded to a user s available receipts area to be attached to your expense report. If you would like to email a copy of a receipt please verify your email address in your Concur profile as outlined below under Your Profile. 24 hour online booking for airfare, hotel, and car rentals reservation. Eliminate out-of-pocket expenses for traveler through direct billing and payment of airfare when using Concur and individual universtiy paid travel cards. Also allows for the electronic processing of Individual Concur Travel Card Transactions. Convenience through built-in automated features for travel policy compliance, mileage calculation, currency conversion, etc. Email notification and reminders of submissions and approvals at designated timed intervals. What Can You Use it For? Travel Request Concur Request will be used to create a travel requistion. Replaces CSF Travel Requistion process. For more information on Concur Request, please see https:// www.csus.edu/aba/accounts-payable/concur/requests.html Book Travel Concur Travel should be used to reserve airfare, rental cars, and hotels through the University s travel management company (TMC). For more information on the Concur Booking Tool, please see https://www.csus.edu/aba/accounts-payable/concur/travel.html Expense Report Concur Expense will be used to request reimbursement for travel expenses and to reconcile any travel related Travel/Ghost Card transactions. For more information, please see https://www.csus.edu/aba/accounts-payable/concur/expense.html Who can you use it? Sac State Staff and Faculty can use Concur Travel. Unfortunately, at this time, students, guests and the rest of the campus community will not be able to use the system and will need to continue to use the paper-form travel reimbursement process. What Is Concur 2

Logging on to Concur Users will access Concur through My Sac State homepage by navigating to the Travel Area and clicking on the Concur link. Additional training materials can be found on the Sac State Travel webpage. Logging on to Concur 3

Exploring the Home Page The home page contains the following sections. To return to the home page from any other page, click the SAP Concur logo on the top left of the screen. Section Trip Search Alerts Company Notes My Trips My Tasks Description This section provides the tools you need to book a trip with any or all of these: Flight: Use to book a flight. You can also book hotel and reserve a car at the same time. Car, Hotel, or Rail: Use to book hotels, reserve rental cars, etc. if not including them while booking a flight (Flight tab). This section displays informational alerts about Travel features. Content is provided by Accounts Payable/Travel Services. This section lists your upcoming trips. This section lists Open Requests, Available Expenses, Open Reports and Required Approvals. Exploring the Home Page 4

Updating Your Travel Profile Before you use Concur's travel application for the first time, you must update your Travel profile. This section walks you through updating your travel profile in order to reserve trips. The required actions are noted below in Red. Access To access the profile information: 1. Click Profile > Profile Settings. The Profile Options page appears. 2. The most common profile tasks are listed on the Profile Options page or you can use the menus on the left to select a setting to update. Personal Information Name - Required You must verify the first, middle, and last names shown are identical to those on the photo identification you will be presenting at the airport. This information is being filled in by your HR profile. Please contact HR to update any fields that do not match your photo identification. Due to increased airport security, you may be turned away at the gate if the name on your identification does not match the name on your ticket. 5

Company Information and Addresses View your company information and input your work and home addresses. You must select the Assigned Location for your Campus University from the drop down menu. Contact Information Telephone information is required so that agents can contact you or the traveler. You must input either a work or home phone number. Entering a mobile phone is highly recommend in case issues arise during your travel. Email Address - Required Email addresses should be updated and verified. When you verify your email address, Concur can associate information forwarded from that email address to your account. With your verified email address, you can: Forward travel plans to plans@concur.com to have reservations added to your trips. Forward your receipt images to receipts@concur.com to have your receipts uploaded into your Available Receipts. Follow the below steps to verify your email address: 1. Once you have saved an email address, click the "Verify" link. 2. Check your email for a verification message from Concur. 3. Copy the code from the email message into the "Enter Code" box next to the email address. 4. Click "OK" to submit the code and complete verification. 6

Emergency Contact - Optional Enter any emergency contact information in this section. Travel Preferences In this section, you can update any discount travel rates, air travel preferences, hotel preferences, car rental preferences, and frequent-traveler or advantage programs. Frequent Traveler Programs - Optional To add a new program: 1. Click the Add a Program link to enter up to five memberships at a time. 2. Use the Radio buttons to select if this is an Air/Rail Carrier, Car Rental Company, or Hotel. 3. Select the appropriate vendor from the dropdown list, and enter the Frequent Traveler/Driver/Guest Number. Make sure that the information for the membership matches the name in your profile, including middle initial. 4. Enter programs exactly as they appear on your card, excluding spaces and dashes. Do not add any additional characters, or the carrier code. If you enter a program incorrectly, you will get a profile error from the reservation system. 5. Use the Search this Vendor check box to prioritize the search in Travel. Keep in mind that your travel policy will usually override your individual vendor preferences. 6. Continue adding your Frequent-Traveler Programs, as needed, and then click Save. Note if you enter a program incorrectly, you will get a profile error from the reservation system. 7

TSA Secure Flight - Required The Transportation Security Authority (TSA) requires the Concur booking tool to transmit information collected from you. Your gender and birth date are required fields. If not provided, you may be subject to additional screening or denied transport or authorization. Assistants and Travel Arrangers You can choose an assistant/arranger to view and modify your profile or to book travel and trips on your behalf. Each traveler can have one primary assistant. Note your assistant must be an existing Travel user before you can add him or her to your profile. To add or change an assistant or travel arranger: 1. Click add an Assistant to search for your assistant's last name. 2. Select the desired assistant from the search results. 3. Select the check box(es) to allow them to book travel for you or assign them as your primary assistant for travel. 4. Click Save. If you are a travel arranger and you want to change the profile of one of your users: 1. Click Profile. 2. In the Acting as Other User field, type the first few letters of the user's name. 3. Select the desired user from the search results. 4. Click Apply. 8

Credit Cards Add an Individual Concur Corportate Travel Card to pay for your travel. No personal credit cards are allowed. In order to reserve a hotel or car rental, you must have a credit card saved here. If you need an Individual Concur Travel Card, please fill out the US Bank Concur Travel Card application. To add a new card: 1. Click Add a Credit Card. The Add a Credit Card window appears. Concur recommends that you set a credit card as the default for car and hotel travel. This way, the system will not prompt you to choose a credit card. Make sure the name on the credit card, the credit card number, the expiration date, and the billing address are all correct and current. 2. In the Add a Credit Card window, click Save. To edit card information: 1. Click the "pencil" icon for the desired card. The Edit Credit Card window appears. 2. Make the desired changes. 3. In the Edit Credit Card window, click Save. 4. Click Save. 9

Using the Online Booking Tool You can use the Online Booking Tool in Concur to to book airfare, hotel and car rental reservations. An approved travel request is required in order to book via Concur Travel. When filling in the travel request header, one of the questions is how will you book your travel? Choose the drop down option 1- Book via Concur. Sacramento State has contracted Christopherson Business Travel (CBT) as our Travel Booking Agency. We recommend university employees use the online booking tool when making a travel reservation. For more complex trips call CBT directly and provide them with the approved travel Request ID when booking. The online booking tool has CSU special pricing contracts and rates, as well as CSU and university policies integrated within the system. The online booking tool is integrated within the Concur module and everthing will be in one place: Travel Request, Book travel, and Travel Expense Reporting Booking Travel Online from an Approved Request Once the Travel Request is approved you will then have the ability to book your segments. The information you entered in your request will prepopulate the serach fields. To Book from an Approved Request: 1. From the Concur Home page, under My Tasks click Open Requests or go to Requests. 2. Requests which are ready to make travel arrangements will have the Status set to Pending on-line Booking. Click Book, to start the booking process. 3. The information you entered in your request will prepopulate the search fields. Fill in any additional information requested, such as departure times or pick-up locations. 4. Click Proceed to booking to continue with the booking process. 10

Booking a Flight Coach or any other discounted economy class fare shall be selected that meets the traveler s schedule needs. Any airfare not within university policy, will be flagged and you will be required to select or enter a justification of why you are choosing the out of policy flight. The approver will have the ability to view this information when reviewing the expense report. Please be aware if you choose an out of policy flight your expense report may be deined unless an approved Exception to the Travel Policy form is attached. Access You can access the Air / Rail doing the following: tab or by On the Concur Home page: On the menu, click Travel. The Air / Rail page. tab is on the left side of the Step 1: Use the Air / Rail To start the search: tab 1. Select one of the following types of flight options: Round Trip One Way Multi-Segment (if available) 2. In the Departure City and Arrival City fields, enter the cities for your travel. When you enter a city, airport name, or airport code, Concur will automatically search for a match. NOTE: Use the Find an airport and Select multiple airports links as needed. 3. Click in the Departure and Return date fields, and then select the appropriate dates from the calendar. Use the remaining fields in this section to define the desired time range. 4. Click the arrow to the right of the time window to see a graphical display of nonstop flights available for the routing and date you have selected. This allows you to adjust your search criteria, if necessary, to see/reserve nonstop flights. NOTES: The graphical display is based on flight schedule data. It will not show any rail options, nor can it take refundability or class of service preferences into account. Each green bar represents 30 minutes of time. Place your mouse pointer over a green bar to see all of the flights available for that time slot. If you change locations or dates, click refresh graph for more data. 11

5. If you need a car, click the Pick-up / Drop-off car at airport check box. If you need an off-airport car or have other special requests, you can skip this step and add a car later from your itinerary. 6. If you need a hotel, click the Find a Hotel check box. Additional fields appear. Choose to search near an airport, near an address, near a company location, or near a reference point / zip code (a city or neighborhood). If you are staying at more than one hotel during your trip or do not need a hotel for the entire length of your stay, you can skip this step and add a hotel later from your itinerary. NOTE: Before booking, canceling, or changing your hotel reservation, verify the hotel's cancellation policy. Hotel cancellation policies have recently become much stricter. Fees will likely apply. 7. For Search flights by, select either Price or Schedule. 8. If necessary, uncheck the Flight w/ no double connections check box. 9. Click Search. The flight search results appear. 12

Step 2: Select a flight On the Flight Search results page: If you selected Price on the previous page, then the Shop by Fares tab is initially active. If you selected Schedule on the previous page, then the Shop by Schedule tab is initially active. (Click either Shop by Fares or Shop by Schedule - whichever applies - for the appropriate help information). NOTE: The system will save the lowest cost airfare in the search results. For any flights with a price 20% greater than the lowest cost airfare, the system will display a warning icon next to the blue reserve button. If you select a flight with this warning icon, the system will log your selection and will require additional explanation regarding why the selection was necessary. Step 3: Select a rental car If you requested a car on the Air/Rail tab Search, the rental car search results appear. For information about booking a rental car, see Booking a Car in this document. Step 4: Select a hotel If you requested a hotel on the Air/Rail tab Search, the hotel search results appear. For information about booking a hotel, see Booking a Hotel in this document. 13

Step 5: Review the Travel Details page (itinerary) Review and change your itinerary, if necessary. 1. In the Trip Overview section: a. Review the information for accuracy. b. In the I want to section, print or email as appropriate. c. In the Add to your Itinerary section, add a car, hotel, etc., as necessary. 2. In the Flight section: a. Verify the information for accuracy. b. Click Change Seat to select a different seat (depending on the airline). c. You may change your flight from the itinerary page. If so, click Change, and then follow the prompts to change your outbound or return flight. Travelers given the option to change a flight will be able to select a different date or time for the trip, but must stay on the same airline. This option will only be available if the trip has not yet begun. If already in progress, the traveler will need to contact Christopherson Business Travel (CBT) or the airline to make any necessary changes. NOTE: Changing a flight can result in fare changes. The system will display any change fees as well as any fare changes. Please ensure that the change is allowable under the CSU Travel Procedures prior to confirming the change. d. Click Cancel all Air, if necessary. 3. Review the remaining sections as necessary, and make the appropriate changes. 4. Review the Total Estimated Cost section. 5. Click Next. The Trip Booking Information page appears. 14

Step 6: Review the booking information Use the Trip Booking Information page to enter additional information about your trip. 1. Enter or modify your trip name. This is how the trip will appear on your itinerary and in the automated email from Concur. 2. Enter a trip description (Optional). 3. Indicate if there is anyone else who should receive the initial confirmation email. Enter as many recipients as needed, separate by commas. If you book the trip, you will automatically receive the email. If you book as an arranger, you will also receive the email. 4. Choose your preferred email format, either plain text or HTML. 5. Click Next. Concur displays your itinerary on the Trip Confirmation page. This itinerary will include any messages about ticketing policies. Step 7: Purchase the ticket 1. Click Confirm Booking to send your request to the travel agents. The Finished! screen shows your confirmation number and information to contact the travel agent. 2. Click Return to Travel Center. 15

Booking a Car All Car Rental reservations should be booked through Enterprise or National. Any car rental made with any other vendor will flagged and a comment of why you need to book outside of Enterprise or National. Any car size larger than intermediate will be flagged as out of policy and a justification/comment will need to be added as to why an out of policy vehicle was booked. Step 1: Use the Car tab If you require a car but not airfare, request the car using the Car tab instead of the Air/Rail tab. To do so: 1. Enter your pick-up and drop-off dates and times. In the Pick-up car at section, select either: Airport Terminal and then type the city or the Airport code Off-Airport and then enter (or search for) the location 2. Select Return car to another location, if desired. Additional fields appear. Choose the desired location. 3. To see additional search preferences, click More Search Options. Select the Car Type. NOTE: Hold the Ctrl key to select more than one type. Select smoking or non-smoking. Select the preferred vendors. 4. Click Search. The rental car search results appear. Step 2: Filter the results (if desired) There are two sets of filters: one at the top of the page and one at the left side of the page. Left side of the page: Use the show and hide arrows as needed. In the Change Car Search area: o o o Change your pick-up and drop-off dates and times; change your pick-up location; change your drop-off location. Expand More Search Options to select car type, vendors, etc. Click Search. Travel displays the new results. In the Car Display Filters area, select the desired options. Matrix - Top right side of the page: Use the grid to filter the results. To see a particular size of car, click the cell with the car size. The search results below will reflect that choice. To see cars for a particular vendor, click the cell for that vendor. The search results below will reflect that choice. To see cars of a particular size and a particular vendor, click the appropriate cell. The search results below will reflect that choice. 16

Step 3: Sort the results (if desired) Below the matrix is the Sorted By list. Select the desired sort option. Step 4: Review the results Also: Review the price and options. Click the picture of the car (if available) to see a larger picture as well as passenger and luggage capacity. Click more info for more information about the available options. Step 5: Select the rental car 1. Click the blue reserve button with selected vehicle rate. Rental up to an intermediate size vehicle is allowable under the CSU Travel Procedures. Larger vehicles may be allowable if there is a no-cost upgrade provided or if the recommended sizes are not adequate to meet the business purpose of the trip. If renting larger than intermediate car classes, the system will display a warning icon next to the blue reserve button. The system will log your selection and will require additional explanation regarding why the selection was necessary. 2. The Review and Reserve Car page appears: Review the details for accuracy. Select a program if desired. Select a method of payment, if necessary. 3. Click Reserve Car and Continue. 17

4. Then: If you requested the car using the Air/Rail tab and you elected to reserve a hotel room, Travel now displays those search result pages. If not, your Travel Details page (itinerary) appears and you can complete the booking. Note: The traveler will be required to provide payment upon pick-up. No personal credit cards or Direct Billing should be used, only Individual Concur Travel Cards. Booking a Hotel The maximum nightly room rate is $275 before tax. If you book a hotel greater than $275 you will only receive reimbursement for the max rate plus any applicable taxes charged, unless an approved Travel Policy Exception Justificaton form is attached to your expense report. If a conference is doing room blocks for their attendees, please do not book though the online booking tool. Follow the instructions provided by the conference in order to get the special rate, as the online booking tool is unable to access the discounted rates you would get with these room blocks. Step 1: Use the Hotel tab If you require a hotel but not airfare, use the Hotel 1. Enter the check-in and check-out dates (or click each field and use the calendar). 2. Enter the search radius in miles. tab. To do so: 3. Choose to search near an airport, near an address, near a company location, near a reference point /zip code (a city or neighborhood), or check the box and search with names containing. 4. Click Search. The hotel search results appear. Step 2: Change and filter your search (if desired) There is a filter set on the left side of the page. Use show as needed. In the Change search area: o o and hide Change your check-in and check-out dates; change your hotel location. Click Search. Travel displays the new results. Use the slider in the Price area to narrow your search. In the Property Brand area, select the desired hotels. In the Hotel Amenities area, select the desired options. 18

Step 3: Review the hotel map (if desired) Review the hotel map. Click any green "balloon" to see specific hotel information. Click, zoom, and move the map as desired. Step 4: Sort the search results (if desired) Below the map, select from the Sorted By list to sort the results. Enter hotel names, if desired. Step 5: Review the results A picture as well as the name, address, rating stars, and price range appears. Click the picture to see more images. Click Hotel details to see contact information, street address, cancellation policy, and information about the facility. Click View Rooms to see: The available rates Other amenities per room/rate Rate details and cancellation policy Step 6: Select the hotel room 1. Click the blue rate button to Select the room. For all employee domestic travel, CSU will reimburse actual costs of lodging up to $275 per night before taxes. If selecting a lodging rate in excess of $275 per night before taxes, the system will log your selection and will require additional explanation regarding why the selection was necessary. A warning icon will be next to the room rate which will require justification. Note: A Maximum Lodging Limits Justification form will need to be pre-approved in accordance with the campus approval process. Please scan this form along with your Hotel receipt when processing your expense report for reimbursement. 19

2. The Review and Reserve Hotel page appears. Navigate through the page and: Review or modify the room preferences. Verify or modify the guest and program information. Review the price information. Select or enter a Credit Card as the form of payment. Note this card will be used for the hotel reservation. The traveler will still be required to pay upon arrival. Review the rate and cancellation information. 3. Select the I agree to the hotel s rate rules, restrictions, and cancellation policy check box. 4. Click Reserve Hotel and Continue. Your Travel Details page (itinerary) displays. Cancelling or Changing Airline, Rental Car or Hotel Reservation 1. At the top of the Home page, click Travel. 2. On the Upcoming Trips tab, click the name of the trip you want to change. Flight changes are available for e-tickets that include a single carrier. If the trip is already ticketed but has not occurred, you can change the time and/or date of the flight. Your change options will be with the same airline and routing. If you didn't book your trip using Travel or directly with Christopherson, you will need to contact the appropriate website or vendor directly. 2. To change a trip, in the Action column, click Change Trip. On the Itinerary page, select the portion of the trip you want to change. 3. To cancel your entire trip, in the Action column, click Cancel Trip, and then click OK. When you cancel a trip, if your ticket is refundable, your ticket will be voided or refunded, as applicable. If your ticket is non-refundable, and you cancel it in accordance with the airline rules, an e- ticket will be retained that you can apply to future trips. 20

Creating an Expense Report Based on a Completed Trip From the Upcoming Trips tab, you can create an Expense Report based on a trip. To create an expense report based on a completed trip: 1. On the Upcoming Trips tab, in the Action column for the completed trip, click Expense. 2. Review the expenses on the resulting expense report and update any expenses, as needed. Note the following - The Expense link appears when the actual expense is incurred: For hotel and car segments, the expense is actually incurred at check-out or when the car is returned, so the Expense link will not appear until the trip is completed (the last date of the trip). For an air expense, when the Expense link appears depends on the company's configuration. o For an air expense, the Expense link appears when the airfare has been paid for (generally well in advance of the actual trip) and ticketed. 21