Concur Travel User Guide

Transcription

1 1) Home Tab Includes the Travel Wizard for travel searches, Alerts for unused ticket availability and profile expiration notices, Company Notes for information and resources and My Trips for Upcoming Trips detail. 2) Travel Wizard Allows you to search for Flights, Hotel and Rental Car by clicking all that apply for your trip. You will fill in the departure city, arrival city, departure dates and times ) Travel Alerts Available unused tickets will be listed for reference. You will be notified of upcoming profile expirations. 4) Company Notes Click on the Company Notes tab to find links to pertinent travel resources and information ) My Trips Listing of all trips with start or end dates in the future. 6) Facts & Stats This section shows travel related facts, stats, and tidbits to educate travelers. 5 6 Concur Travel User Guide Page: 1 Update: 12/22/2014

2 7) Travel Tab Click on the Concur logo to return to the Home Tab. a) Travel Wizard: Allows you to search for Flights, Hotel and Rental Car by clicking all that apply for your trip. You will fill in the departure city, arrival city, departure dates and times. b) Travel Alerts: Available unused tickets will be listed for reference. You will be notified of upcoming profile expirations. 7 7c 7b 7d c) Company Notes: Click on the Company Notes tab to find links to pertinent travel resources and information. d) My Trips: Listing of all trips with start or end dates in the future. e) Facts & Stats: This section shows travel related facts, stats, and tidbits to educate travelers. 7a 7e Concur Travel User Guide Page: 2

3 8) Travel Wizard Allows you to search for Flights, Hotel, Limo and Rail. a) Trip Type: Controls the number of flights returned for search. 8a b) Arrival/departures: Select departure/arrival dates and times. c) Pick-up/drop Off Car: Pick up at airport or other location. d) Find Hotel: Define the hotel location. It will default to arrival city, but can be adjusted. Search by a company location or an address. e) Flight Preferences: 1. Specify Airline. 2. Refundable Rates 3. Search Flights: Search by schedule or price. Defaults to schedule. 8b 8c 8d 8e Concur Travel User Guide Page: 3

4 9e 9) Flight Search Results View a matrix with available airlines and prices. 9c a) Trip Summary: Overview of booking progress in the reservation. b) Flight Options: View a matrix that shows a synopsis of the availability. c) Airline Preferences: Company preferred airlines are indicated by. 9a 9b 9d d) Unused Tickets: Displays airlines with unused ticket availability. 9e e) Alternate Flights: You can filter the results by fare or schedule options. f) Search Criteria: Change or adjust flights. 9f Concur Travel User Guide Page: 4

5 9) Flight Search Results Con t g) Seat Selection: Pick your seat for both your outbound and return flight. h) Selecting a Flight: Once outbound and return selections are made, click Price these options. 9g 9h Concur Travel User Guide Page: 5

6 10) Flight Selection 10a Indicates a selection within policy. Indicates a selection that is out of policy. 10b 10c Indicates a selection that is out of policy and may require approval in order to purchase. a) Show Details: Display additional information about your selection. b) Select Selection: Click on the select button to confirm the selection. c) Change Selection: Click Remove to change your selection. d) Select: Click on the select button to confirm the selection. e) Indicates that Wi-Fi is available on the flight. 10d 10e Concur Travel User Guide Page: 6

7 11) Review and Reserve Flight a) Review Flights: Displays selected flight information. b) Enter Traveler Information: Displays basic information for the reservation s primary traveler. c) Seat Assignment: Click select seats for seat map. (For detailed instructions see page 9) d) Review Price Summary: The total plus fare, taxes/fees and any charges. 11a 11b 11c 11d Concur Travel User Guide Page: 7

8 11) Review and Reserve Flight con t e) Select A Method Of Payment: Choose a credit card on file or add a new one. f) Fare Rules And Restrictions: Scroll down for complete fare rules. g) Reserve Flight And Continue: 11e 11f 11g Concur Travel User Guide Page: 8

9 12) Seat Selection a) Select Seat: Click to view the seat map on all flights b) Seat Legend: Click on the desired available seat and it will put an icon the on the selected seat. The seat assignment will populate under seat selection. c) Save Seat: Click select seat to save. d) Seat Assignment: Seat assignment overview once all selections made. 12a 12b 12c 12d Concur Travel User Guide Page: 9

10 13) Car Rental Search Results 13b Indicates the rental car company is a preferred vendor. Indicates a selection within policy. Indicates a selection that is out of policy. 13a Indicates a selection that is out of policy and may require approval in order to purchase. a) Trip Summary: Overview of booking progress in the reservation. b) Car Model: Use the matrix to filter to the desired car type. c) Car Rental Return: Check to return car to another location other then pickup location. d) Modify Search: By pick-up date, drop-off date and location. e) Select: Click on the select button to confirm the selection. 13d 13c 13e Concur Travel User Guide Page: 10

11 14) Review and Reserve Car a) Review Rental Car: Displays pick-up/drop-off locations and type of rental car. b) Rental Car Preferences: Your preferences and comments concerning the rental car. c) Enter Driver Information: Displays basic information for the reservation s primary traveler. d) Review Price Summary: The total estimated cost, daily rate and dates. e) Reserve Car And Continue: 14a 14b 14c 14d 14e Concur Travel User Guide Page: 11

12 15) Hotel Search Results Concur displays a map powered by Bing to make a hotel search easier. Indicates the hotel is a company preferred property. a) Trip Summary: Overview of booking progress in the reservation. 15a b) Hotel Results: The hotels display in order of company preference. c) Hotel Information: Click on the more info under the hotel name to display information about the hotel along with photos. d) Available Rates: Click on choose room to see room type and rates available. 15c e) Modifying Hotel Search: Adjust your search criteria under the Change Search section. 1. Brand or Name: Narrow the search to a specific brand or by hotel name. 2. Location: Change the mileage distance for a hotel search. 15e 15d 15b Concur Travel User Guide Page: 12

13 16) Reserve Hotel Indicates the hotel is a company preferred property. Indicates a selection within policy. Indicates a selection that is out of policy Indicates a selection that is out of policy and may require approval in order to purchase. a) View Rates: Use the scroll bar to see all available rates, in order from lowest to highest. b) Review Hotel Details: Review the rate rules and restrictions. c) Select: Click on the select button to confirm the selection. 16a 16b 16c Concur Travel User Guide Page: 13

14 17) Review and Reserve Hotel b) Review Hotel Room: Displays rate/room type, check-in/check out dates, address and phone number of the hotel. c) Hotel Room Preferences: Your preferences and comments concerning the rental car. d) Enter Guest Information: Displays contact information for the reservation s primary traveler. 17b 17c 17d Concur Travel User Guide Page: 14

15 e) Review Price Summary: The total plus fare, taxes/fees and any charges. f) Select A Method Of Payment: Choose a credit card on file or add a new one. g) Fare Rules And Restrictions: Scroll down for complete fare rules. h) Reserve Flight And Continue: 17e 17f 17g 17h Concur Travel User Guide Page: 15

16 18) Trip Overview Review and/or change the itemized selections. a) Trip Summary: Overview of booking progress in the reservation. b) Trip Overview: Review and/ or change itinerary. 1. Print or your itinerary. 2. Trip Name: Assign a custom name to your itinerary. 3. Additions: Add additional, car, limo or hotels to the itinerary. c) Air Details: Review and/or change itinerary. 1. Change Seat: Adjust the seat selection. 2. Confirmation number d) Car Details: Review and /or change 1. Confirmation number 18a 18b 18c 18d Concur Travel User Guide Page: 16

17 18) Trip Overview con t e) Hotel Details: Review and /or change 1. Confirmation Number 2. Hotel Policies f) Check Air Details: Review and/or change itinerary. 1. Change Seat: Adjust the seat selection. 2. Confirmation Number g) Total Estimated Cost: The breakdown of total trip cost: The only fee not included in this cost is the service fee that CI Travel charges. h) Fare Rules: Click View Fare Rules to review the airfare rule details. 18e 18f i) Book Trip: Click Next to proceed. j) Cancel Trip: Click cancel to start over. 18g 18h 18i 18j Concur Travel User Guide Page: 17

18 19) Trip Booking Information a) Trip Summary: Overview confirmation progress of the reservation. b) Trip Name: This will appear in your upcoming trip list. c) Trip Description: Used to identify the trip purpose d) Enter additional addresses to receive a copy of the confirmation. This will only affect the Concur , it will not affect the CI Travel generated invoice. e) Ticketing Time Limit: The time limit for holding the airline space is listed. If you choose to hold, you need to finalize the purchase before this time or the reservation will be cancelled. f) Finalize Trip: Choose Hold Trip to hold, Next to Proceed, or Cancel to cancel. 19a 19b 19d 19e 19c 19f Concur Travel User Guide Page: 18

19 20) Trip Confirmation This is the final review prior to the purchase ticket confirmation. You cannot make changes on this screen. If changes are needed, click Previous to return to the overview. 20 Concur Travel User Guide Page: 19

20 20) Trip Confirmation con t This is the final review prior to the purchase ticket confirmation. You cannot make changes on this screen. If changes are needed, click Previous to return to the overview. 20 Concur Travel User Guide Page: 20

21 20) Trip Confirmation con t This is the final review prior to the purchase ticket confirmation. You cannot make changes on this screen. If changes are needed, click Previous to return to the overview. a) Finalize Purchase: Click Purchase Ticket to finalize the purchase 20 20a Concur Travel User Guide Page: 21

22 21) Upcoming Trips a) Upcoming Trip view on the Home Tab 1) Review/change: Click on the trip name to review and/or make changes b) Upcoming Trip view on the Travel Tab 1) Review/change: Click on the trip name to review and/or make changes 22) Trip Library a) All trips, past dated and upcoming, are available in the Trip Library. You can only access the trip library from the travel tab. 1. Review/change: Click on the trip name to review and/or make changes. b) Search Trips: Check the box to Include Withdrawn Trips to include any cancelled trips. c) Cancel Trips: You can cancel by clicking Cancel Trip. 21a 21b 22a 20b 22b 22c Concur Travel User Guide Page: 22