Concur Travel QuickStart Guide. Concur Technologies Version 1.4

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2 Dcument Revisin Histry Date Descriptin Versin Authr 08/22/2014 Cncur Travel QuickStart Guide 1.0 Cncur 4/23/2015 Updated UI Cntent 1.1 Cncur 10/2/2015 Added UI Images 1.2 Cncur 08/11/2016 Updated UI Cntent 1.3 Cncur 11/30/2016 Updated prprietary statement 1.4 Cncur 1/23/2017 Updated UI Cntent 1.5 Cncur Prprietary Statement This dcument and any attached materials (including vides r ther media) cntain Cncur Technlgies, Inc. ( Cncur ) prprietary infrmatin and are nt t be used by yu ther than t custmize yur internal training materials. This dcument and any attached materials are nt t be disseminated, distributed, r therwise cnveyed thrughut yur rganizatin t emplyees withut a need fr this infrmatin r t any third parties withut the express written permissin f Cncur. The Cncur name and lg and all ther names identifying Cncur services are trademarks r registered trademarks f Cncur r its affiliates in the United States and/r ther cuntries. Any ther trademarks and service marks are the prperty f their respective wners. Cncur disclaims any warranties, express r implied, and assumes n liability fr damages incurred directly r indirectly frm any errr, missin, r discrepancy with respect t the infrmatin cntained in these dcuments and/r materials Cncur. All rights reserved. Cncur is a trademark f Cncur Technlgies, Inc. Published by Cncur Technlgies, Inc th Avenue, NE, Suite 1000 Bellevue, WA Cncur. All rights reserved. 2

3 Table f Cntents Dcument Revisin Histry... 2 Prprietary Statement... 2 Table f Cntents... 3 Updating Yur Travel Prfile... 4 Travel Arranger... 4 Access... 4 Bking a Flight... 6 Step 1: Start the Search... 6 Step 2: Select a flight... 8 Step 3: Select a rental car... 9 Step 4: Select a htel... 9 Step 5: Review the Travel Details page (itinerary)... 9 Step 6: Review the bking infrmatin Step 7: Purchase the ticket Bking a Car Step 1: Use the Car tab Step 2: Filter the results (if desired) Step 3: Srt the results (if desired) Step 4: Review the results Step 5: Select the rental car Bking a Htel Step 1: Use the Htel tab Step 2: Change and filter yur search (if desired) Step 3: Review the htel map (if desired) Step 4: Srt the search results (if desired) Step 5: Review the results Step 6: Cmpare the results... Errr! Bkmark nt defined. Step 7: Select the htel rm Creating an Expense Reprt Based n a Cmpleted Trip Cncur. All rights reserved. 3

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: Travel Arranger 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) If yu are a travel arranger and yu want t change the prfile f ne f yur users: 1. Click Prfile. 2. In the Administer fr anther user field, type the first few letters f the user's name. 3. Select the desired user frm the search results. 4. Click Apply. Access 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 Cncur. All rights reserved. 4

6 Bking a Flight Frm the Cncur Hme page, 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 Search tabs, respectively. NOTE: If yur cmpany is cnfigured t use rail, then the Flight tab may shw Air / Rail. Yu can access the Flight tab (r Air / Rail ) by ding the fllwing: On the Cncur Hme page: On the menu, click Travel. On the Cncur Hme page: On the menu, click Hme OR On the Cncur lg (whichever applies). The Flight tab (r Air / Rail ) is n the left side f the page. Step 1: Start the Search 1. Depending n yur cmpany's cnfiguratin, yu may be able t select a rule class. If s, select the apprpriate rule class. 2. Select ne f the fllwing types f flight ptins: Rund Trip One Way Multi City 3. In the Departure City and Arrival City fields, enter the cities fr yur travel. When yu enter 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. 4. Click in the Departure and Return date fields, and then select the apprpriate dates frm the calendar. Use the remaining fields in this sectin t define the desired time range. 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 Cncur. All rights reserved. 6

7 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 bar represents 30 minutes f time. Place yur 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. 5. If yu need a car, click the Pick-up / Drp-ff car at airprt check bx. Depending n yur cmpany's cnfiguratin, yu might 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. 6. 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. 7. Depending n yur cmpany's cnfiguratin, yu might be able t specify an airline. If s, the Specify airline check bx appears. NOTE: Yu can nly search ne vendr 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 that are clr cded: The first (yellw) will be their frequent flyer carriers. The secnd (gray/khaki) are the mst requested airlines. The remaining airlines are in alphabetical rder. 8. T search nly fr refundable flights, click the Refundable nly air fares check bx. 9. Depending n yur cmpany's cnfiguratin, yu might be able t bk fr a cmpanin. If s, select frm the Number f adults list Cncur. All rights reserved. 7

8 NOTE: If a cmpanin is selected, the payment screen prvides the ptin t use the credit card frm the cmpanin's prfile. 10. Depending n yur cmpany's cnfiguratin, yu might be able t select the desired class f service. 11. 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.) 12. If necessary, uncheck the Flight w/ n duble cnnectins check bx. 13. Click Search. The flight search results appear. 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) Cncur. All rights reserved. 8

9 Step 3: Select a rental car If yu requested a car n the Flight tab (r Air / Rail) Search, the rental car search results appear. Fr infrmatin abut bking a rental car, see Bking a Car in this dcument. Step 4: Select a htel If yu requested a htel n the Flight tab (r Air / Rail) Search, the htel search results appear. Fr infrmatin abut bking a htel, see Bking a Htel in this dcument. Step 5: Review the Travel Details page (itinerary) Review and change yur itinerary, if necessary. 1. In the Trip Overview sectin: a. Review the infrmatin fr accuracy. b. In the I want t sectin, print r as apprpriate. c. In the Add t yur Itinerary sectin, add a car, htel, etc., as necessary. 2. In the Flight sectin: a. Verify the infrmatin fr accuracy. b. Click Change Seat t select a difference seat (depending n the airline). c. Yur cmpany might allw yu t change yur flight frm the itinerary page. If s, click Change, and then 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. Nte: 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. d. Click Cancel all Air, if necessary. 3. Review the remaining sectins as necessary, and make the apprpriate changes Cncur. All rights reserved. 9

10 4. Review the Ttal Estimated Cst sectin. 5. Click Next. The Trip Bking Infrmatin page appears. Step 6: Review the bking infrmatin Use the Trip Bking Infrmatin page t enter additinal infrmatin abut yur trip. 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 s cmment 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 Cncur. All rights reserved. 10

11 If yu bk the trip, yu will autmatically receive the . If yu bk as an arranger, yu will als receive the 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 might 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 requested. NOTE: Yur cmpany might 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. Step 7: Purchase the ticket 1. Click Cnfirm Bking 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. 11

12 Bking a Car Step 1: Use the Car tab 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. 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) 2. Select Return car t anther lcatin, if desired. Additinal fields appear. Chse the desired lcatin. 3. T see additinal search preferences, click Mre Search Optins. Select the Car Type. NOTE: Hld the Ctrl key t select mre than ne type. Select smking r nn-smking. Select the preferred vendrs. 4. Click Search. The rental car search results appear. Step 2: 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 the shw and hide arrws 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 Cncur. All rights reserved. 12

13 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 that chice. 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 3: Srt the results (if desired) Belw the matrix is the Srted By list. Select the desired srt ptin. Step 4: Review the results Nte that the clr f the Ttal cst buttn reflects plicy cmpliance. Als: Review the price and ptins Cncur. All rights reserved. 13

14 Click the picture f the car (if available) t see a larger picture as well as passenger and luggage capacity. Click Lcatin details fr mre infrmatin abut the available ptins. Step 5: Select the rental car 1. Click Select. (The clr f the Select buttn reflects plicy cmpliance. A green buttn indicates the car is within cmpany plicy. A red buttn indicates the car is nt within cmpany plicy.) 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. 14

15 Bking a Htel Step 1: Use the Htel tab 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 Check-in 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 2: 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 Cncur. All rights reserved. 15

16 Step 3: 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 4: 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 5: 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 Htel details t see cntact infrmatin, street address, cancellatin plicy, and infrmatin abut the facility. Click View Rm t see: The available rates Other amenities per rm/rate Rate details and cancellatin plicy Cncur. All rights reserved. 16

17 Step 6: Select the htel rm 1. Click the Cst buttn next t the rm that yu want t reserve. 2. The Review and Reserve Htel page appears. Navigate thrugh the page and: Review r mdify the rm preferences. Verify r mdify the guest and prgram infrmatin. Review the price infrmatin. Select a frm f payment, if available, as defined by yur cmpany's cnfiguratin. Review the rate and cancellatin infrmatin. 3. Select the I agree t the htel s rate rules, restrictins, and cancellatin plicy check bx. 4. Click Reserve Htel and Cntinue. Yur Travel Details page (itinerary) displays Cncur. All rights reserved. 17

18 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 Cncur Hme page, n the Quick Task Bar, click the New task, and then click Start a Reprt. OR On the menu, click Expense > Manage Expenses (n the sub-menu). Under Active Reprts, click the Create New Reprt tile. 2. Cmplete all required fields (indicated with a red bar) and the ptinal field as directed by yur cmpany. (The fields that appear n this page are defined by yur cmpany). Sme prducts might g directly t the expense reprting page. 3. Click Next. The expense reprt page appears. At this pint yu can add yur ut-f-pcket expenses and yur cmpany card transactins. 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. 18