Concur Travel QuickStart Guide. Concur Technologies Version 1.0

Transcription

1 Cncur Travel QuickStart Guide Cncur Technlgies Versin 1.0 August 22, 2014

2 Dcument Revisin Histry Date Descriptin Versin Authr 08/22/2014 Cncur Travel QuickStart Guide 1.0 Cncur Prprietary Statement These dcuments cntain prprietary infrmatin and data that is the exclusive prperty f Cncur Technlgies, Inc., Bellevue, Washingtn, and its affiliated cmpanies (cllectively, Cncur ). If yu are an active Cncur client, yu d nt need written cnsent t mdify this dcument fr yur internal business needs. If yu are nt an active Cncur client, n part f this dcument may be used, reprduced, transmitted, stred in a retrievable system, translated int any language, r therwise used in any frm r by any means, electrnic r mechanical, fr any purpse, withut the prir written cnsent f Cncur Technlgies, Inc. Infrmatin cntained in these dcuments applies t the fllwing prducts in effect at the time f this dcument's publicatin, including but nt limited t: Travel & Expense Invice Expense Travel Request Risk Messaging Cncur fr Mbile The abve prducts and the infrmatin cntained in these dcuments are subject t change withut ntice. Accrdingly, Cncur disclaims any warranties, express r implied, with respect t the infrmatin cntained in these dcuments, and assumes n liability fr damages incurred directly r indirectly frm any errr, missin, r discrepancy between the abve prducts and the infrmatin cntained in these dcuments Cncur. All rights reserved. Cncur is a trademark f Cncur Technlgies, Inc. All ther cmpany and prduct names are the prperty f their respective wners. Published by Cncur Technlgies, Inc th Avenue, NE, Suite 1000 Bellevue, WA 98004

3 Table f Cntents Updating Yur Travel Prfile... 4 Bking a Flight... 2 Access... 2 Step 1: Use the Flight (r Air/Rail ) tab... 2 Step 2: Select a flight... 4 Step 3: Select a rental car... 4 Step 4: Select a htel... 4 Step 5: Prvide a credit card... 4 Step 6: Review the Travel Details page (itinerary)... 4 Step 7: Review the bking infrmatin... 5 Step 8: Purchase the ticket... 6 Bking a Htel... 7 Step 1: Change and filter yur search (if desired)... 7 Step 2: Review the htel map (if desired)... 7 Step 3: Srt the search results (if desired)... 7 Step 4: Review the results... 7 Step 5: Cmpare the results... 8 Step 6: Select the htel rm... 8 Bking a Car... 9 Step 1: Filter the results (if desired)... 9 Step 2: Srt the results (if desired) Step 3: Review the results Step 4: Select the rental car Creating an Expense Reprt Based n a Cmpleted Trip... 12

4 Updating Yur Travel Prfile Befre yu use Cncur's travel applicatin fr the first time, update yur Travel prfile. Even if yu make n changes, yu must save yur prfile befre yu can bk a trip in Travel. NOTES: Sme cmpanies have custm fields n this page. Check with yur agency r Travel administratr if yu need infrmatin n custm prfile fields. Depending n yur cmpany's cnfiguratin, sme f these ptins may nt be available t yu. Check with yur Cncur administratr. Depending n yur cmpany's cnfiguratin, this area in Prfile may appear even if yur cmpany des nt use Cncur Travel. Use the Travel prfile ptins t set r change yur persnal Travel preferences and settings. They include: Apprval ptins Assistant r travel arranger Credit card ptins E-Receipts Language Passwrd Persnal preferences (name, address, emergency cntact, credit card) Reginal preferences (number frmat, date frmat, language) Register fr Cncur fr Mbile Travel preferences (air, htel, car rental, rail preferences) Travel vacatin reassignment and Other preferences and settings (default hme page, calendar, s, accessibility mde) T access the prfile infrmatin: 1. Click Prfile > Prfile Settings. The Prfile Optins page appears. 2. Select the desired ptin n the left side f the page.

5 Bking a Flight Use the Flight tab t bk a flight by itself r with car rental and/r htel reservatins. T bk car and htel reservatins withut a flight, use the Htel and Car tabs. NOTE: If yur cmpany is cnfigured t use rail, then the Flight tab may shw Air/Rail. Access Yu can access the Flight (r Air/Rail On the Travel page: On the menu, click Travel. ) tab in these ways: On the Cncur hme page: On the menu, click Hme r the Cncur lg (whichever applies). The Flight (r Air/Rail Step 1: Use the Flight (r Air/Rail T start the search: ) tab is n the left side f the page. ) tab 3. Depending n yur cmpany's cnfiguratin, yu may be able t select a rule class. If s, select the apprpriate rule class. 4. Select ne f the fllwing types f flight ptins: Rund Trip One Way Multi-Segment (if available) 5. In the Departure City and Arrival City fields, enter the cities fr yur travel. When yu type in a city, airprt name, r airprt cde, Cncur will autmatically search fr a match. NOTE: Use the Find an airprt and Select multiple airprts links as needed. 6. Click in the Departure and Return date fields and select the apprpriate dates frm the calendar. Use the remaining fields in this sectin t define the desired time range. 7. Click the arrw t the right f the time windw t see a graphical display f nnstp flights available fr the ruting and date yu have selected. This allws yu t adjust yur search criteria, if necessary, t see/reserve nnstp flights. NOTES: The graphical display is based n flight schedule data. It will nt shw any rail ptins, nr can it take refundability r class f service preferences int accunt. Each green bars represents 30 minutes f time. Hver the muse pinter ver a green bar t see all f the flights available fr that time slt. If yu change lcatins r dates, click refresh graph fr mre data Cncur. All rights reserved. 2

6 8. If yu need a car, click the Pick-up/Drp-ff car at airprt check bx. Depending n yur cmpany's cnfiguratin, yu may be able t autmatically reserve a car, allwing yu t bypass viewing the car search results. When yu select this ptin, additinal fields appear. Select a vendr and car type; the car is autmatically added t yur reservatin. If yu need an ff-airprt car r have ther special requests, yu can skip this step and add a car later frm yur itinerary. 9. If yu need a htel, click the Find a Htel check bx. Additinal fields appear. Chse t search near an airprt, near an address, near a cmpany lcatin, r near a reference pint / zip cde (a city r neighbrhd). If yu are staying at mre than ne htel during yur trip r d nt need a htel fr the entire length f yur stay, yu can skip this step and add a htel later frm yur itinerary. NOTE: Befre bking, canceling, r changing yur htel reservatin, verify the htel's cancellatin plicy. Htel cancellatin plicies have recently becme much stricter. Fees will likely apply. 10. Depending n yur cmpany's cnfiguratin, yu may be able t specify an airline. If s, the Specify airline check bx appears. NOTE: Only ne vendr can be searched at a time, and this will verride the preferred airline searches nrmally dne fr all f the frequent flyer number carriers. If yu click the Specify airline check bx, a list f carriers appears: The first (in yellw) will be their frequent flyer carriers. The secnd (in a gray/khaki clr) are the mst requested airlines. The remaining airlines are in alphabetical rder. 11. T search nly fr refundable flights, click the Refundable nly air fares check bx. 12. Depending n yur cmpany's cnfiguratin, yu may be able t bk fr a cmpanin. If s, select frm the Number f adults list. NOTE: If a cmpanin is selected, the payment screen prvides the ptin t use the credit card frm the cmpanin's prfile. 13. Depending n yur cmpany's cnfiguratin, yu may be able t select the desired class f service. 14. Fr Search flights by, select either Price r Schedule. (Depending n yur cmpany's cnfiguratin, yu may nt have these ptins r yu may have an additinal ptin: Multi- Fare.) 15. Click Search. The flight search results appear Cncur. All rights reserved. 3

7 Step 2: Select a flight On the flight search results page: If yu selected Price n the previus page, then the Shp by Fares tab is initially active. If yu selected Schedule n the previus page, then the Shp by Schedule tab is initially active. (Click either Shp by Fares r Shp by Schedule - whichever applies - fr the apprpriate help infrmatin.) Step 3: Select a rental car If yu requested a car n the Flight (r Air/Rail ) tab, the rental car search results appear. Step 4: Select a htel If yu requested a htel n the Flight (r Air/Rail ) tab, the htel search results appear. Step 5: Prvide a credit card Depending n yur cmpany's cnfiguratin, yu may be asked t select a credit card fr payment. If s, select the card and click Next. Step 6: Review the Travel Details page (itinerary) Review and change yur itinerary, if necessary. 1. In the Trip Overview sectin: Review the infrmatin fr accuracy. In the I want t sectin, print r as desired. In the Add t yur itinerary sectin, add car, htel, etc., as necessary. 2. In the flight sectin: Verify the infrmatin fr accuracy. Click Change Seat t select a different seat (depending n the airline). Yur cmpany may allw yu t change yur flight frm the itinerary page. If s, click Change and fllw the prmpts t change yur utbund r return flight. Travelers given the ptin t change a flight will be able t select a different date r time fr the trip but must stay n the same airline. NOTE: Changing a flight can result in fare changes. If this ptin is available t yu, please make sure t check with yur travel agency n fare differences. Click Cancel all Air, if necessary. 3. In the car rental sectin: Verify the infrmatin fr accuracy. Click Cancel r Change as necessary Cncur. All rights reserved. 4

8 4. In the htel sectin: Verify the infrmatin fr accuracy. Click Cancel r Change as necessary. NOTE: Befre bking, canceling, r changing yur htel reservatin, verify the htel's cancellatin plicy. Fees will likely apply. 5. Review the remaining sectins (if any) and make the desired changes. 6. Review the Ttal Estimated Cst sectin. 7. Click Next. The Trip Bking Infrmatin page appears. Step 7: Review the bking infrmatin Use the Trip Bking Infrmatin page t enter additinal infrmatin abut yur trip. Then: 1. Enter r mdify yur trip name. This is hw the trip will appear n yur itinerary and in the autmated frm Cncur. 2. Enter a trip descriptin. 3. Enter any cmments fr the travel agent. Refer t yur cmpany plicy fr infrmatin regarding the use f the agent cmments field. NOTE: Be aware that making an entry in this field will likely generate an agency fee. 4. Indicate if there is anyne else wh shuld receive the initial cnfirmatin . Enter as many recipients as needed, separated by cmmas. If yu bk the trip, yu will autmatically receive the . If yu bk as an arranger, yu will receive the as well. 5. Chse yur preferred frmat, either plain text r HTML. Sme cmpanies d nt ffer travelers this ptin and always send plain text Depending n yur cmpany's cnfiguratin, yu may be able t chse whether yu wuld like t receive directins r maps t the htel. This infrmatin will be part f the initial frm Cncur. 7. Depending n yur cmpany's cnfiguratin, yur cmpany may require billing infrmatin. If s, make sure t cmplete this infrmatin if required. NOTE: Yur cmpany may ffer its travelers the ptin t Hld a trip. Travel will always display the length f time this trip can be held n this page. Pay clse attentin t the date and time displayed; if the trip is nt submitted, apprved, and ticketed by the date and time displayed, in mst cases it will be autmatically cancelled. 8. Click Next. Cncur displays yur itinerary n the Trip Cnfirmatin page. This itinerary will include any messages abut ticketing plicies Cncur. All rights reserved. 5

9 Step 8: Purchase the ticket 1. Click Purchase Ticket t send yur request t the travel agents. The Finished! screen shws yur cnfirmatin number and infrmatin t cntact the travel agent. 2. Click Return t Travel Center Cncur. All rights reserved. 6

10 Bking a Htel If yu require a htel but nt airfare, use the Htel tab. T d s: 1. Enter the check-in and check-ut dates (r click each field and use the calendar). 2. Enter the search radius and chse either miles r kilmeters. Cncur will always shw cmpany preferred htels within a larger radius, usually 30 miles r kilmeters. 3. Chse t search near an airprt, near an address, near a cmpany lcatin, r near a reference pint / zip cde (a city r neighbrhd). 4. If yu will be using mre than ne htel n yur trip, select the Add Anther Htel check bx. Additinal fields appear. The Checkin Date field fr the secnd htel is autmatically ppulated with the check-ut date f the first htel. Change as necessary. 5. Click Search. The htel search results appear. Step 1: Change and filter yur search (if desired) There is a filter set n the left side f the page. Use shw and hide as needed. In the Change search area: Change yur check-in and check-ut dates; change yur htel lcatin. Click Search. Travel displays the new results. Use the slider in the Price area t narrw yur search. In the Htel chain area, select the desired htels. In the Htel Amenities area, select the desired ptins. Step 2: Review the htel map (if desired) Review the htel map. Click any green "balln" t see specific htel infrmatin. Click, zm, and mve the map as desired. Step 3: Srt the search results (if desired) Belw the map, select frm the Srted By list t srt the results. Enter htel names, if desired. Step 4: Review the results A picture as well as the name, address, rating stars, and price range appears. Click the picture t see mre images. Click mre inf t see cntact infrmatin, street address, cancellatin plicy, and infrmatin abut the facility. Click chse rm t see: Available rates Other amenities per rm/rate Rate details and cancellatin plicy Htel prgram infrmatin: Cncur. All rights reserved. 7

11 Select a different prgram, if available. T add a prgram, click the Add a Prgram link. Select buttn (Nte that the clr f the Select buttn reflects plicy cmpliance.) Step 5: Cmpare the results T cmpare htels, click cmpare fr the desired htels. The selected htels "flat" t the tp f the list fr easy cmparisn. Click remve t mve a htel ut f the cmparisn list. Step 6: Select the htel rm Click Select. (Nte that the clr f the Select buttn reflects plicy cmpliance.) Yur Travel Details page (itinerary) appears and yu can cmplete the bking Cncur. All rights reserved. 8

12 Bking a Car If yu require a car but nt airfare, request the car using the Car tab instead f the Flight (r Air/Rail ) tab. T d s: 1. Enter yur pick-up and drp-ff dates and times. 2. In the Pick-up car at sectin, select either: Airprt Terminal and then type the city r the Airprt cde Off-Airprt and then enter (r search fr) the lcatin (depending n yur cmpany's cnfiguratin, yu may be able t have a car delivered t r picked up frm yur cmpany lcatin) 3. Select Return car t anther lcatin, if desired. Additinal fields appear. Chse the desired lcatin. 4. T see additinal search preferences, click Mre Search Optins. Select the car type. NOTE: Hld the Ctrl key t select mre than ne. Select smking r nn-smking. Select the preferred vendrs. 5. Click Search. The rental car search results appear. Step 1: Filter the results (if desired) There are tw sets f filters: ne at the tp f the page and ne at the left side f the page. Left side f the page: Use shw and hide as needed. In the Car bking ptins area, select ther desired ptins. Car prgram infrmatin: Select a different prgram, if available. T add a prgram, click the Add car Mileage Prgram link. If yu set up a credit card as the default in yur prfile, the card appears. Change if desired. In the Change Car Search area: Change yur pick-up and drp-ff dates and times; change yur pick-up lcatin; change yur drp-ff lcatin. Expand Mre Search Optins t select car type, vendrs, etc. Click Search. Travel displays the new results. In the Car Display Filters area, select the desired ptins. Matrix - Tp right side f the page: Use the grid t filter the results. Yur cmpany may display nly its preferred vendrs in the left clumn. The shaded clumn, if any, displays the type f car defined in yur cmpany's travel plicy. T see a particular size f car, click the cell with the car size. The search results belw will reflect Cncur. All rights reserved. 9

13 that chice Cncur. All rights reserved. 10

14 T see cars fr a particular vendr, click the cell fr that vendr. The search results belw will reflect that chice. T see cars f a particular size and a particular vendr, click the apprpriate cell. The search results belw will reflect that chice. Step 2: Srt the results (if desired) Belw the matrix is the Srted By list. Select the desired srt ptin. Step 3: Review the results Nte that the clr f the Select buttn reflects plicy cmpliance. Als: Review the price and ptins. Click the picture f the car (if available) t see a larger picture as well as passenger and luggage capacity. Click mre inf fr mre infrmatin abut the available ptins. Step 4: Select the rental car 1. Click Select. (The clr f the Select buttn reflects plicy cmpliance.) 2. The Review and Reserve Car page appears: Review the details fr accuracy. Select a prgram if desired. Select a methd f payment, if necessary. 3. Click Reserve Car and Cntinue. 4. Then: If yu requested the car using the Flight (r Air/Rail ) tab and yu elected t reserve a htel rm, Travel nw displays thse search result pages. If nt, yur Travel Details page (itinerary) appears and yu can cmplete the bking Cncur. All rights reserved. 11

15 Creating an Expense Reprt Based n a Cmpleted Trip If yu use Cncur Expense, frm the Upcming Trips tab, yu can create an expense reprt based n a trip. T create an expense reprt based n a cmpleted trip: 1. On the Upcming Trips tab, in the Actin clumn fr the cmpleted trip, click Expense. 2. Review the expenses n the resulting expense reprt and update any expenses, as needed. Nte the fllwing - The Expense link appears when the actual expense is incurred: Fr htel and car segments, the expense is actually incurred at check-ut r when the car is returned, s the Expense link will nt appear until the trip is cmpleted (the last date f the trip). Fr an air expense, when the Expense link appears depends n the cmpany's cnfiguratin. If the Expense cnfiguratin allws air t be expensed when it is paid fr (generally well in advance f the actual trip), then the link appears nce the air has been ticketed. If the Expense cnfiguratin des nt allw fr pre-trip air reimbursement, then the link appears after the trip is cmpleted (the last date f the trip) Cncur. All rights reserved. 12