Table of Contents Accessing Your Concur Site... 2 Updating Your Travel Profile (You must do this before booking travel)... 2 Reviewing the Home Page... 4 Tulane Travel Site and Policy... 4 Company Notes... 5 Mobile Registration... 5 Travel Templates... 6 Booking a Flight, Hotel and Car... 7 Agent Fees... 15 International Travel & ISOS... 15 Booking for Guests... 16 Creating an Expense Report Based on a Completed Trip... 17 Page 1 of 17
Accessing Your Concur Site You may access Concur Travel from the Tulane Travel Management webpage http://matmgmt.tulane.edu/tmc.html or through the Gibson Portal. Both options give you access through Gibson using your Tulane single sign-on (SSO). Updating Your Travel Profile (You must do this before booking travel) To access the profile information: Click Profile > Profile Settings. The Profile Options page appears. Select Personal Information. Before you use Concur's travel application for the first time, update your Travel profile. Even if you make no changes, you must save your profile before you can book a trip in Travel. Required profile fields that must be completed before you can book are: Name as appears on photo ID (pulled from Expense) Work or home phone number Gender Date of birth If your name is incorrect in your profile, please provide the corrections to WFMO to have your name updated. Page 2 of 17
TIPS: You will need to complete the required fields and add a credit card to your profile before you will be able to book travel or use the Mobile App. T&E card information will be automatically uploaded from Expense. If you need someone to receive copies of your travel itineraries, add their email information under the Email Address section of your Traveler Profile. If you are eligible for AAA, Government, Military or AARP hotel rates must check the boxes under Travel Preferences for these rates to show during hotel searches. Messages sent to car and hotel vendors directly are seen only by the vendor and not by World Travel agents. Messages can be sent to World Travel on the trip booking information page right before the final confirmation to purchase your reservations. There may be an extra charge for agents to address your request. If a Southwest booking is cancelled outside of Concur (and not with a World Travel agent) you will need to add that credit into your Concur profile for future use. To add a Southwest credit, click the Add Ticket Credit link. o Add the Southwest record locator, valid until date and ticket amount o Click Add Ticket Credit to save the ticket to your profile If you would like someone else to book travel for you, click the Add an Assistant link under Assistants and Travel Arrangers. o Type in the last name of the person you would like to book travel for you. Once that person appears in the drop down select their name. o Click the Can Book Travel for me box and Save. When adding your credit card to your profile check boxes for Use this card as the default for air, hotel, and car. Other Settings available in your Travel Profile: E-receipt activation once activated eligible vendors will send receipts directly to your Concur Expense account. These receipts will appear in your available expenses, you may mistake it for a charge, but it is to be matched to your actual credit card charge. E-receipts have a lightning bolt icon, actual charges have a credit card icon. Match the two and then move to an expense report. System Settings this section includes regional preferences (number format, date format, languages), calendar settings and email notifications Connected Apps connect to TripIt Pro, if you have not already done so on the Home page Mobile Registration download the mobile app to manage travel on the go Page 3 of 17
Reviewing the Home Page When you sign into Concur for the first time you should activate your TripIt Pro subscription/account. Concur automatically uploads all booking made in the system into TripIt Pro. TripIt Pro will provide you with automatic updates for flight changes or cancellations, giving you an opportunity to get your flights rescheduled quickly. If you already have TripIt, then when you activate your free TripIt Pro account in Concur it will merge your two accounts. You can merge the two accounts in your profile under Connected Apps signing in with your existing TripIt password. Under Travel Alerts, you will find notification if you have any unused tickets in your profile. You can click this link to find the exact information on the tickets listed in your profile. When you rebook in Concur with this airline the ticket will be automatically applied to your next fare. You can view your Upcoming Trips from the Home Page. You can access your trip if you need to cancel the reservation or if you need to add additional air, car or hotel segments. It is recommended that you always try and keep all segments of a trip on one itinerary. Tulane Travel Site and Policy Under Company Notes a link has been provided to your Tulane Travel Management site at http://matmgmt.tulane.edu/tmc.html. This site provides all the information you will need regarding travel in one spot for your convenience. On the left side of the page, you will find the login link to Concur as well as information pertaining to Concur. On the right side of the page, you will find links to the Tulane Travel Policy, Guest Travel Form and other helpful links. Page 4 of 17
Company Notes The Company Notes section is where you will find contact information for World Travel Service, the after-hours emergency assistance phone number, the contact information for your dedicated team of Tulane agents and Concur Travel support information. In this section you will be able to request airline receipts, access the travel policy, watch Concur tutorials and access visa and passport services. Mobile Registration The Concur mobile app is a companion to Travel and Expense. Following is a list of the many different features and benefits it has to offer: Concur Travel View your itinerary Complete online check-in Check your flight status Search flight schedules & seat availability Book & cancel: air, hotel, rental car, taxi Book Amtrak Check weather conditions Capture policy violations Contact: travel agent, hotel, taxi, car rental Map locations for hotel & car rental Concur Expense Create/submit/delete expense reports Add/edit/delete out-of-pocket expenses Capture & upload receipt images View your expense report status & details View expense entries Approve or reject expense reports (if you are a report approver) View & Import corporate card charges into a report Before downloading the Concur Mobile App, you should have already activated your TripIt Pro Account and/or linked Concur and TripIt in your Profile under Connected Apps. Page 5 of 17
Downloading the Concur Mobile App Under Other Settings on your Profile page, click the Mobile Registration link to download the Concur Mobile App and create a mobile pin. If you have trouble creating a mobile pin for the first time, click on Forgot Mobile Password (Pin), under Other Settings in your profile. Once you create a four digit Pin, this is what you will use to sign into your Concur Mobile App. Send the Download App link to your email address. Open the email on your mobile device and follow the instructions provided. o If you do not have the TripIt app downloaded to your phone, from your Concur Mobile App click the top left download menu and click TripIt. o This will prompt you to download the app. o You will sign in with your full email address and your TripIt password. NOTE: You may also download ExpenseIt from your mobile app using your Concur mobile pin to sign in. Travel Templates Click on the Travel tab to access features, then click the Template tab Click on the Add a New Template link Enter a Unique Template Name, Description, then you can start from an empty template, record locator or an existing template On the Edit Travel Template page add outbound air segment, add car and hotel (if needed), add return air segment Once you have completed all segments of the trip Save template When you are ready to book find your completed template under Personal Travel Templates and click Book. If you have a larger group an administrator can create a template that would be available for the entire company to access. Select your dates and search Complete as you would a normal booking Page 6 of 17
Booking a Flight, Hotel and Car Use the Flight tab to book a flight/train by itself or with car rental and/or hotel reservations. To book car and hotel reservations without a flight, use the Hotel and Car Search tabs. Step 1: Use the Flight (or Air / Rail ) tab To start the search: 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, then select the appropriate dates from the calendar. Use the remaining fields in this section to define the desired time range. 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. Site is set to search flights based on +/-4 hours but this can be changed based on your preference. You can search by price or by schedule. This preference may be changed on the flight options page. 4. To add a car, click the Pick-up / Drop-off car at airport check box. Page 7 of 17
Your Travel site allows you to automatically reserve a car, allowing you to bypass viewing the car search results. When you select this option, additional fields appear. Select a vendor and car type; the car is automatically added to your reservation. 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. Enterprise/National is Tulane s preferred vendor and the required insurance coverage is included in the corporate discount price shown. 5. To add 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). Conference rate hotels, you can either contact an agent and have them book it for you or book it yourself through the conference/hotel website. If the agent does it, they will automatically load it onto the travelers travel page and enroll the booking with ISOS. If you do it yourself, please send the confirmation to plans@concur.com. If it's international and you book yourself, you will need to enroll the booking in ISOS manually. 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. 6. You may search by a specific airline. NOTE: You can only search one vendor at a time and this will override the preferred airline searches normally done for all of the frequent flyer number carriers. If you click the Specify airline check box, a list of carriers appears that are color coded: The first (yellow) will be their frequent flyer carriers. The second (gray/khaki) are the most requested airlines. The remaining airlines are in alphabetical order. 7. To search only for refundable flights, click the Refundable only air fares check box. 8. For Search flights by, select either Price or Schedule. 9. If necessary, uncheck the Flight w/ no double connections check box. Click Search. The flight search results appear. Page 8 of 17
Step 2: Select a flight On the Flight Search results page: If you selected Price on the previous page, the Shop by Fares tab is initially active. If you selected Schedule on the previous page, 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: If airfare is chosen that is $150 over the lowest logical airfare for domestic and $200 for international flights, it will show out of policy. An arrow as shown below will appear, but you will still be allowed to book. You will just need to provide a reason as to why it was booked as shown in the Travel Policy Violation screen shot. Page 9 of 17
When selecting a flight option that is out-of-policy, a travel policy violation box will appear and you will be prompted to select a reason. You can also add comments for the approver. Step 3: Review and Reserve Flight Once you have selected your preferred flight you can: review the flight information add a frequent flyer number if one was not already listed in your profile add seats if they were not already assigned based on preferences listed in your profile verify form of payment or change if desired reserve your flight. Page 10 of 17
Step 4: Select a rental car If you requested a car on the Flight or Air/Rail Search tab, the rental car search results appear. You have the option to change your car search on the left side of the screen. Tips for filtering rental car options: 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. Below the matrix is the Sorted By list, select the desired sort option. NOTE: Tulane s policy requires that any car vendor selected that is not contracted by Tulane and any car size that exceeds the allowed size of a standard car, you will be prompted to provide a reason. This will not prevent you from booking your preferred car. 1. Click the total cost of the rental to select the car. 2. The Review and Reserve Car page appears: Review the details for accuracy. Add a rental program number if one is not already listed in your profile. 3. Click Reserve Car and Continue. If you requested the car using the Flight (or 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. Page 11 of 17
Step 5: Select a hotel If you requested a hotel on the Flight or air/rail Search tab, the hotel search results appear. You have the option to change your hotel search on the left side of the screen. Review the hotel map. Click any "balloon" to see specific hotel information. Click, zoom and move the map as desired. Below the map, select from the Sorted By list to sort the results. Enter hotel names, if desired. A picture as well as the name, address, rating stars and price range appears. Click the picture to see more images. Click more info 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 To compare hotels, click compare for the desired hotels. The selected hotels "float" to the top of the list for easy comparison. Click remove to move a hotel out of the comparison list. NOTE: Tulane s travel policy requires any hotel rate that is greater than the location policy rate, must provide a reason as to why that rate has been selected. This will not prevent you from booking your preferred hotel. 1. Click the hotel rate when you have found the hotel and rate you are ready to book. Before booking be sure that you click the Rules and cancellation policy and verify that you are not booking a nonrefundable/nonchangeable rate Page 12 of 17
2. The Review and Reserve Hotel page appears. Navigate through the page and: Add room requests. (request not guarantee) Add a rental program number if one is not already listed in your profile. Select a form of payment, if available, as defined by your company's configuration. 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. Step 6: Travel Details page (itinerary) Review and change your itinerary, if necessary. 5. 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 and parking, as necessary. 6. In the Flight section: Page 13 of 17
a. Verify the information for accuracy. b. Click Change Seat to select a difference seat (depending on the airline). c. Click Cancel all Air, if necessary. 7. Review the remaining sections and make the appropriate changes. 8. Review the Total Estimated Cost section. 9. Click Next. The Trip Booking Information page appears. Step 7: Trip 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. 3. Enter any comments for the travel agent. We recommend you call an agent during regular office hours if you have questions, there is no fee to call. NOTE: Be aware that making an entry for agent will generate an additional agency fee. 4. Indicate if there is anyone else who should receive the initial confirmation email. Enter as many recipients as needed, separated 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. 5. Choose your preferred email format, either plain text or HTML. Page 14 of 17
6. Enter your TRIP PURPOSE 7. Click Next. Concur displays your itinerary on the Trip Confirmation page. This itinerary will include any messages about ticketing policies. NOTE: Completing these fields is not required, but can be helpful to you, especially if you book a lot of travel. Step 8 : Trip Confirmation 1. Review your trip again for accuracy. 2. When you are ready to purchase, click the PURCHASE TICKET button at the bottom of the page. Step 9 : FINISHED! 1. When you see the word FINISHED! At the top of your page your reservation has been completed and you may either sign out or return to the Home Page. Agent Fees Full Service Agent Transaction fee per ticketed air and train transaction $19.00 Agent Assist Transaction fee per air and train ticketed transaction $ 8.50 (any time an agent has to stop an online transaction and contact the airline directly or address a note from traveler) Concur Online Transaction fee per air and train ticketed transaction $ 4.50 Groups of 10 or more, same itinerary, per air and train transaction $14.00 Air Charter Transaction fee, per passenger provided on final manifest $14.00 Calls made to the 800 afterhours emergency number will incur an additional $20 fee International Travel & ISOS If you use the Concur Travel online booking tool or book directly with an agent, all international itineraries will be automatically uploaded to International SOS (ISOS). If you book your accommodations outside of the university s travel management company, you are required to enter your full itinerary using the Tulane ISOS online portal. You will also need to send your itinerary to plans@concur.com, this will automatically upload your travel plans to Concur Travel and Expense. Your email must be verified in your Concur profile to use this feature. NOTE: Travelers with international or complex itineraries are urged to contact the travel agency for assistance (there will be an upcharge for agent assisted bookings for air only). Many times an Page 15 of 17
experienced international agent can break fares and issue multiple tickets for the exact same or similar itinerary, saving hundreds and sometimes thousands of dollars. There is no online tool that will tell you it s cheaper to issue multiple tickets. If the itinerary is simple (New Orleans - London and back) the fare will most likely be the same online as an agent can get. Booking for Guests A guest is a person who does not have a travel profile (i.e., student, recruit, speaker, etc.). You should not be booking faculty or staff under the guest tab, but should book in their profile as a delegate using the traveler s credit card as payment. If absolutely necessary to book for an employee using a T&E card not in their name, you must send the guest booking form to an agent and inform the agent that this is an employee. The agent needs to be instructed to book in the employee s profile, not as a guest. Booking for a Guest: 1. Before booking you may forward the Tulane Guest Traveler Form to the Guest Traveler and have them complete the form. This form will give you all the required information you will need before you begin booking your trip online. Once they have completed the form and returned it you can begin your booking or send to an agent. 2. Under Trip Search select the Book for a guest link to book for a one time traveler 3. Continue booking as normal The guest booking form is located on the Concur Travel home page under company notes helpful links. Note: you must be in the Concur Travel tab to view this, not the Concur general home page. NOTE: For international multi-leg flight itinerary, it s best to have one of your dedicated Tulane agents at World Travel book these flights. You must have your Guest Traveler fill out the Tulane Guest Traveler Form and then you must forward that form to the 3 Tulane agents at World travel. They will then book the travel and forward copies of the itinerary to both you and the traveler. Review and Reserve Flight page: 1. Once you have chosen the reservations, you will be prompted to enter the legal name (on photo id), gender, date of birth, phone number of traveler (cell recommended), EMAIL address OF THE TRAVELER, frequent flyer program 2. Assign seats if you did not do so on previous page 3. Add credit card if you have not already added in profile or add temporary card 4. Review rules of fare and then reserve flight 5. Continue as normal Page 16 of 17
Creating an Expense Report Based on a Completed Trip If you use Concur Expense, 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 Concur Home page, on the Quick Task Bar, click the New task, and then click Start a Report. OR On the menu, click Expense > Manage Expenses (on the sub-menu). Under Active Reports, click the Create New Report tile. 2. Complete all required fields (indicated with a red bar) and the optional field as directed by your company. (The fields that appear on this page are defined by your company). Some products might go directly to the expense reporting page. 3. Click Next. The expense report page appears. At this point you can add your out-of-pocket expenses and your company card transactions. 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 o If the Expense configuration allows air to be expensed when it is paid for (generally well in advance of the actual trip), then the link appears once the air has been ticketed. Pre-trip air reimbursement is not allowed per the Tulane expense report policy. If the Expense configuration does not allow for pre-trip air reimbursement, then the link appears after the trip is completed (the last date of the trip). NOTE: Despite the configuration in Concur, air expenses are not to be submitted until the trip is complete. For more detailed information on travel to expense integration please visit - http://www.concurtraining.com/resources/cte_integration.pdf. Page 17 of 17