Making Reservations and Booking Travel with the Concur ...

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Making Reservations and Booking Travel with the Concur Travel

System (as of 5.7.2021)

1. Introduction

Script:

Welcome to the Making Reservations and Booking Travel with the Concur Travel System.

This training is for review purposes only. Permanent employee seeking credit for this training

should log into Carolina Talent to complete this training. Also, this training contains audio.

Please be sure the audio on your computer or device is working and the volume is turned up.

Click the Next button to continue.


Script:

Hi, it’s me John! I am glad to see you back for another Concur training. Booking travel at the

University has never been easier with Concur! Now, you can book a Trip on Concur Travel that

is similar to how you would book a personal trip online. The Concur Travel element of the

system allows users to book travel that can include:

• Flight,

• Train,

• Rental Car,

• and or Hotel.

Users of the system can book travel for themselves as the Traveler or utilize a designated Travel

Assistant/Arranger to make the booking and travel reservations.



Script:

Once you log in to Concur, and click the Travel tab, you will be redirected to the Travel

Homepage. Here you will immediately see the Company Notes tab, displaying any important

information provided by the University. In addition, you can note the contact information for

World Travel, on how to get online support, and how to contact one of their designated team

agents, who is familiar with University travel policies and guidelines. You also have access to the

Upcoming Trips and the Remove Trips tabs.



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Prior to booking a trip, be sure to review and update your profile. You will want to review and

add any required or necessary information. Note: Be sure that your name and your TSA Secure

Flight information on your profile matches what is shown on your government issued photo ID.

If you need assistance changing the name on your profile, contact the Travel Office for

assistance.



Script:

Click one of the options on the screen to get started.

After you have reviewed the modules,

click the Next button to conclude the training.

Please note that the training will not be marked complete until all of the modules are completed.


2. Booking a Flight

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If a Traveler needs to make reservations for a trip that includes a flight, the booking process will

always begin with booking a flight, regardless if lodging, and car rental are needed as well. You

will have the opportunity to specify that you need a car and or hotel on the Flight/Train tab.

Also, if you are a Travel Assistant you can click on the red pulsing announcement marker to learn

how to act as a Travel Assistant.

Click the Next button to see a demonstration.


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After clicking the Travel tab, by default, the Flight/Train tab will be selected with Round Trip.


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However, you can click on the tab to change from Round Trip, to One Way, or Multi City.


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Notice, that with each option, the search filters will change slightly.


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However, for this demonstration, I will book a Round Trip flight.


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I will begin by searching and selecting the From and To locations. You can search for multiple

airports in an area. For example, you can type “NYC” to search for all airports in New York. In

this example, I will enter abbreviations for airport names.


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Next, I will enter my Departure and Return dates and times.


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When booking a Flight/Train, you can also book a car rental or make hotel reservations by

marking the checkbox for Pick-up Drop-off car at airport or Find a Hotel. If you mark one or

both of the checkboxes, you will automatically be prompted to continue the booking process of

making a car rental and or hotel reservations; after you book your Flight/Train.


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You also have the ability to filter your initial search by: Class or Price.


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Now I will click the Search button.


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Each time you search for flight, you will be presented with information regarding Basic Economy

Fares. This popup message explains why the University discourages the purchase of Basic

Economy Fares. After reviewing the message, click the OK button.


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Then your search results will appear. Concur provides search results with real-time ticket

availability for purchase directly from the airlines. This is different from other sites, such as

Travelocity or Expedia, which show cached data from the airline carriers. Also, at anytime, you

can click on the Live Help Online button for support.


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You can view your results by Fares or by Schedule.


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You can also change or further filter your search results by using these options.


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Then once you are ready to select a fare, click the View Fares button, next to the preferred

itinerary to view the available booking options.


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After clicking the View Fares button, the system will show you other fare options. However,

only main cabin fares that are within University policy should be booked. Unless the traveler

qualifies for Business class on a 8 hour or longer flight.


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After reviewing the options, select the fare you would like to book. You can select flights by

schedule and mix multiple airlines together. With the exception of Southwest Airlines. You

cannot mix Southwest Airlines with other carriers.


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You will then be redirected to the Review and Reserve Flight page. Here, it is important to

review the details, select seats for departure, and returning flights. If you cannot, or do not,

select a seat at this time; Concur will select a seat on your behalf, based on your Profile

Preferences.


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Then Select a Method of Payment.


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Travelers can use their T&E Card to secure their flight. However, the Airfare Direct Bill Card can

be used for Travelers who do not have a T&E Card.


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You also want to note any important message that may appear prior to booking your flight, before clicking the

Reserve Flight and Continue button.


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At this point, you may be prompted to enter a Trip Name, Trip Description, and the Concur

Request I.D. number associated with the Travel. Here, the Concur Request I.D. number is

required. Then you will need to click the Next button, and finally the Confirm Booking button, to

finalize your booking.

Also, it is important to know that if you don’t book your flight at this time, the price may

fluctuate while it is on hold. While the system will hold the ticket from being purchased by

someone else, it cannot reserve the actual cost of the ticket.



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Fare that is flagged as “Out-of-Policy” can be booked. When selected the system will generate

an Out-of-Policy pop-up window. Travelers, or Travel Assistants, must then select the reason

this “out-of-policy” fare is being selected. It is also important to note that, simultaneously, the

system will maintain historical data of the “in-policy” bookings that were available at the time as

well.

Click the Next button to return to the Main Menu.


3. Booking a Rental Car

Script:

If your travel does not require airfare and you only need to request a car rental, you will begin

the booking process by clicking the Car icon. Or, if you marked the check box, Pick-up/Drop Off

Car at airport, when clicking on the Flight/Train icon you will want to complete your booking.

Also, if you are a Travel Assistant you can click on the red pulsing announcement marker to learn

how to act as a Travel Assistant. Click the Next button to view a demonstration of how to book a

car rental.


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When you start booking a car rental you have the option to pick up the rental at an Airport

Terminal


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Or an Off-Airport location.


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Also, if you intend to return the car to a location that is different from the select Pick-up location,

mark the Return car to another location box.


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In this demonstration, I will book a car rental for pick-up at an Airport Terminal.


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Next, I will enter the Pick-up and Drop-off dates and times.


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Now, I will enter the airport.


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Also, if you click on the More Search Options link, you will see additional search options such as:


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car type, preferred vendors, and other vendors.


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You can add any additional search options. Then click the Search button.


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As a result, you will see a listing of available car rentals based on your search. When reviewing

the search results, keep in mind that per University policy, allowable size vehicles go up to a

Standard Size. And Preferred vendor are noted as well. Also, if I need assistance booking a car

rental, I can click the Live Help online button.


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After reviewing the search results, click on the button showing the price of the car rental to

initiate the car reservation.


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On the Review and Reserve Car page, you can add comments such as preferences in the Provide

Rental Car Preferences field. These comments will be passed along to the car agency.


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Then click the Reserve Car and Continue button.


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Here you will begin the steps to finalize your trip.


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Be sure to review the Travel Details and make any edits as necessary. Here you can also print or

email the itinerary.


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Then click the Next button.


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At this point you may be prompted to enter a Trip Name, Trip Description, and the Concur

Request ID number associated with the Travel. Then you will need to click the Next button, and

finally the Confirm Booking button to finalize your car rental booking.


Script:

Before renting, consider other methods of ground transportation which may be less expensive

such as: airport shuttles to and from hotels, taxis, rideshares, etc. Enterprise Rent-a-Car and

National, are preferred vendors with the State of North Carolina. Both offer competitive rates,

the newest makes and models of vehicles, and inclusive auto coverage.

Click the Next button to return to continue.


Script:

Also, do not accept any optional insurance for domestic car rentals. This is not a reimbursable

expense, and these expenses cannot be charged to a T&E Card. State employees are covered

under the State’s Auto Insurance program, so any additional insurance is not necessary.

However, if the car rental is international, the purchase of optional insurance is encouraged, and

an allowable charge.



4. Booking a Hotel

Script:

If your travel does not require airfare and you only need to request hotel lodging, you will begin

the booking process by clicking the Hotel icon. Or if you marked the check box, Find a Hotel,

when clicking on the Flight/Train icon you will want to complete your booking. Also, if you are a

Travel Assistant, you can click on the red pulsing announcement marker to learn how to act as a

Travel Assistant. Click the Next button to view a demonstration of how to book a hotel.


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When booking a hotel, you can search by:

a reference point/ Zip Code, address,


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company location, this option especially useful when searching for other ACC schools or other

UNC System schools,


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or Airport.


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In this example, I will conduct a hotel search using the Airport option. Next, I will enter my

Check-in and Check-out dates.


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Then I will enter and select the airport.


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Then click the Search button.


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The lodging per diem page will appear. This displays the federal lodging and per diem rates

based on the location selected. If your travel includes federal funding, please take note of these

allowable rates. Once you have reviewed the rates, or if you are not traveling on federal funds,

click the Next button to continue the booking process.


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Now, I am able to view the search results. And if I need assistance booking my hotel, I can click

the Live Help online button. Also, if I want to refine my search, I can use the filters on the left of

the screen.


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You can click on the image of the hotel room to see more images. And to view rates, click on the

Get Rates button.


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Then click the View Rooms button to see available rooms.


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Rooms marked with a green checkmark icon, indicate that the room falls within the University’s

travel guidelines and policies. Rooms marked with a blue i, indicate that additional information

should be viewed prior to booking. Once you have identified the room you would like to book,

click the button that shows the pricing for the room.


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From there, you will be redirected to submit any additional requests, and select the method of

payment. Select the method of payment by clicking on the Please choose a credit card drop-

down.


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Review the Accept Rate Details and Cancellation Policy. Then mark the check box to agree to

the hotel’s rate rules, restrictions, and cancellation policy.


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It is important to review the Accept Rate Details and Cancellation Policy prior to moving forward.


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Then Click the Reserve Hotel and Continue button.


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At this point you may be prompted to enter a Trip Name, Trip Description, and the Concur

Request ID number associated with the Travel. Then you will need to click the Next button, and

finally the Confirm Booking button to finalize your hotel booking. Click the Next button to

continue.


Script:

Before booking your hotel room reservations, it is important to review hotel rules and

cancellation policies. In addition, you may find rooms marked with a red exclamation point icon.

These rooms cannot be booked due to University Travel guidelines and or policy. Click the Next

button to return to the Main Menu.


5. Changing or Canceling a Trip

Script:

Once you have finalized your trip booking, it will appear in the Trip Library tab. In addition, the

Trip Library tab is where you will see Trips that have incomplete reservations and cancel a trip.

You also have the ability to create template options, for frequent travel as well.

Click the Next button to learn how to cancel a trip.


Script:

The Trip Library tab is also where you can change or cancel a Trip. Flight changes may be

available for travel that includes a single carrier. If the trip has been booked or ticketed, but has

not occurred, you can change the time or date of the trip. If you need to cancel a trip, click the

Cancel Trip link next to the appropriate booking. To view steps of how to cancel a trip, click on

the red pulsing suitcase marker.

Then, once you are ready, click the Next button to continue the training.


Script:

Also, if you find you are unable to change or cancel your Concur World Travel reservation,

contact your World Travel, Inc agent for assistance.



6. Acting as a Travel Assistant

Script:

A Travel Assistant, also known as an Arranger, can manage travel activities for other travelers.

Individuals who have been designated as a Travel Assistant, should login to the Concur system,

and click the profile link to begin Acting as another user. After clicking the start button, Travel

Assistants can begin booking travel as they normally would for themselves, but as the selected

traveler. To learn more about how to manage travel as a Travel Assistant, be sure to view the

Step-by-step Guide in the Resources link.

Click the X button to close this window.


7. Conclusion

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Again, a Travel Assistant, also known as an Arranger, can manage travel activities for other

travelers. They have access to book travel against any form of payment in the traveler's profile,

though they cannot see the full card details. Also, they have access to the traveler's profile and

can assist in updating some elements of the profile as needed. Note: The date of birth of the

Traveler and credit card numbers are redacted for the Traveler's protection.

You may have multiple travel assistants and they will all have the same access, but only the

primary assistant will be cc'd on applicable communications.



Script:

If you have additional questions, please feel free to contact the University Travel Office.

Thank you for completing the Making Reservations and Booking Travel with the Concur Travel

System training!

Making Reservations and Booking Travel with the Concur ...

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