All Concur bookings are fulfilled through Corporate Travel Planners (CTP).

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1 Quick guide: Effective May 1, 2013, UT System rolled out the use of Concur for online booking of business travel. The University of Texas at Dallas faculty and staff can utilize one simple tool to book their flights, car rentals, and hotel stays. Advantages of Booking through Concur: Ease of booking all travel necessities in one platform Access to exclusive web fares due to a direct connection to Southwest Airlines Ability to direct bill airfare and rental car Ability to delegate travel arrangers to book travel on your behalf Lower cost to the University* *Concur Travel Management fees are currently paid centrally by the University In order to book travel through Concur, employees must first register to create a profile. If you have not set up your Concur profile, please view the Quick Guide on how to register, or visit the Travel Management Website for more information. This is a one-time process. Please take note that the Concur Online Booking tool is for business travel only. More complicated bookings may require the assistance of a full-service travel agent: Corporate Travel Planners (CTP) 8:00AM 6:30PM Monday-Friday (toll-free) or utdal@ctp-travel.com ** **After-hours number to be used only in case of emergencies; VIT Code: S2P2A Anthony Travel (ATI) 8:00AM 6:00PM Monday Friday (toll-free) or UTD@anthonytravel.com ** **After-hours number to be used only in case of emergencies, VIT Code S4RRG All Concur bookings are fulfilled through Corporate Travel Planners (CTP). Any questions regarding Concur technical issues can be addressed by the Online Help Desk at: If you have any further questions regarding the online booking process, please contact the Travel Management Office: travel@utdallas.edu 1

2 Log in to your Concur account at Once you are logged in, click the drop-down menu in the top-right corner to choose the person that will be traveling. If you are booking travel for yourself: Choose the Me option If you are booking travel for another UTD employee: Choose that person s name from the menu. This person must set you up as a travel arranger in their Concur profile in order for you to book on their behalf If you are booking Guest Travel: Choose Guest Traveler. See this Quick Guide and Checklist to help book guest travel 2

3 Enter your Departing and Arriving cities, departure date, and arrival date. You may also choose to see car and hotel reservation options simply by clicking Pick-up/Drop-off car at airport and Find a Hotel. You may choose to look for a hotel by airport, address, any UT System company location, or reference point/zip code. Choose your flight choice. You can toggle between shopping by fares or schedule. You may also use the Print/ function located above the matrix to share the flight options with the traveler. 3

4 You may also view seat maps for any flight option. Click on the seat icon to see available seats, and click on a seat to choose your preference. Save your selection. If you do not see any available seats, please contact the CTP Online Help Desk at A travel agent is often able to free up seats on these flights. 4

5 If you are shopping by schedule, click Price these options to reserve your flight choices. Choose Show details to view a summary of your flights, and click Reserve. All airfare is direct billed you will be prompted to provide a cost center at the end of the booking process. 5

6 Note: any non-refundable tickets will prompt this disclaimer. Make sure you or the traveler is aware of these travel policies. Next, you will be prompted to choose your rental car. UT Dallas has rental car agreements with Budget, Avis, Hertz, National, and Enterprise. Only National and Enterprise have the ability to direct bill through Concur. Any other options will require a personal credit card to make the reservation. If you are not booking a rental car or hotel, proceed to the end of the Quick Guide. Note: all car reservations via Concur include liability insurance for domestic use. 6

7 The next screen will show hotel per diem rates based on location. Click Next to proceed to booking a hotel reservation. If you are not booking a hotel, proceed to the end of the Quick Guide. Note: hotels do not have the ability to be direct billed through Concur. You will have to provide a personal credit card to hold the reservation and request a travel advance or reimbursement upon completion of travel. Personal credit cards can be entered into the traveler profile to ease the process of booking non-direct billed travel. You can sort hotels via a number of preferences. Please note that all policy-compliant choices will appear in green, and out-of-policy choices will be yellow. These choices will let the traveler know why it is noncompliant: i.e.: the hotel rate is greater than the established per diem. 7

8 If you attempt to reserve a non-compliant choice, you will be prompted to enter a reason from the drop-down menu. It will also show compliant hotel choices that were not chosen. This message is logged and sent to the Travel Management Office. Please remember that if you book a hotel above the per diem, it must be approved by the Assistant Vice President of Procurement Management prior to booking the hotel. If the non-compliant hotel choice is not approved, the traveler will only be reimbursed up to the per diem rate for the hotel stay. 8

9 Reserve your hotel choice. Review the hotel cancellation policy pop-up, and click Continue to proceed with the reservation. 9

10 Review and confirm your itinerary by clicking Next. Once confirmed, the traveler s itinerary will be ticketed and will be subject to any applicable non-refundable fares or fees. 10

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12 After confirming your itinerary, Travelers are required to enter: An 8-digit cost center (can split between up to two) Type of travel (choose one of the drop-down options) Whether they would like to use an unused ticket Travelers may also: Designate a trip name and description for easier identification in the Trip Library Leave comments for a travel agent (i.e. seat request/preference, etc.) 12

13 At the end of the booking process, you will receive a confirmation page which will give you a Trip Record Locator and overview. Trip details can be accessed at any time in your Trip Library on the Travel tab. Once travel is booked, travelers can also register for TripCase, a free web and mobile-based application that lets the traveler retrieve itineraries, receive flight alerts, view seat maps, e-tickets, and e-invoices. Please see the Travel Management website for more information on how to register and download the TripCase app. Note: Use of TripCase is not mandatory, and does not replace the service provided by Concur or the travel agencies. This is simply a tool to help ease frequent travel. 13