Transcript Concur Training

10/3/2011
Travel, Inc.’s Concur
Online Travel Booking
Training
CC-QPL.0023.E01
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COLSA Online Booking
When using Concur Travel for the first
time:
1) Click on the 'Profile' menu option.
2) Review your profile and make any
changes or additions.
3) Save your profile, even if you didn't make
any changes!

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Please note that before any booking
takes place, the Expense Authorization
should be completed through Time &
Expense per COLSA Policy.
Booking Flights
1.
To make a flight reservation, you will
first select the type of trip. The default
selection for the type of trip is Round
Trip. If you are flying one way or have a
multiple city itinerary, then select those
options, as needed.
4.
Select a Departure Date.
5.
You can search for flights by the
time of your departure or the time
of your arrival in the Arrival
City.
 If traveling internationally –
STOP and call a Travel Inc.
agent at (877)805-7114
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2.
Enter the name of your
Departure City.
3.
Enter the name of your
Arrival City.
6.
Select a Flight Time.
7.
You can specify the
number of hours before
and after your selected
time to be included in
your search results.
8.
Select your return date,
departure (or arrival)
time and search range
for your Return Flight.
Booking Flights
 If traveling internationally –
STOP and call a Travel Inc.
agent at (877)805-7114
9.
From the Flight tab, you can
indicate that you need a Rental
Car. You will provide more
details on this request later in the
process.
11. When you select Find a
Hotel, you will see
additional options that
allow you to search for a
hotel by Airport, Address,
Company Location, or
Reference Point/Zip
Code.
10. From the Flight tab, you
can also indicate that
you need a Hotel. You
will provide more
details on this request
later in the process.
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
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Please note the hotel per diem
rates are derived from the
location visited, not the arrival
airport.
COLSA Travel Policy
(CC-QPL.0026)
3.4.1 Airfare is limited to the
Lowest Airfare Available.
Typically the lowest airfare
is a NON-REFUNDABLE
ticket. If the lowest fare is
not purchased, an explanation
is required.
Booking Flights
The default is Shop
by Fares. You can
Shop by Schedule by
clicking on the tab.
The flights that do meet
COLSA’s Travel Policy are
indicated in green.
Review the flights
that fit your search
criteria. To see more
details on a specific
itinerary, click on the
show details link.
Those that do not meet
COLSA’s Travel Policy criteria
are indicated in yellow.
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Booking Flights
When you reserve a flight that does not
meet COLSA’s Travel Policy (i.e. the
flights indicated in yellow), this screen
will appear.
COLSA Travel Policy not met.
You must choose a reason for selecting
the non-compliant flight from the dropdown list. If none of the selections match
your reasoning, contact the COLSA
Travel Department at (256) 964-5288.
If Policy is not followed, a
detailed reason will need to be
provided before moving on with the
reservation.
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COLSA Travel Policy
(CC-QPL.0026)
3.4.1 Airfare is limited to the
Lowest Airfare Available.
Typically the lowest airfare
is a NON-REFUNDABLE
ticket. If the lowest fare is
not purchased, an explanation
is required.
Booking Flights
The fare chosen and the
lowest fare available will be
logged.
The full itineraries of the flight
chosen and all of the policycompliant flights will also be
logged.
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Booking Car Rental
 After reserving your flight, you
will be prompted to select your
rental car (if applicable).
COLSA Travel Policy
(CC-QPL.0026)
3.4.2 Purchase of additional insurance
(note: LDW is already included in our
negotiated rates with AVIS) is not an
authorized expense and should be rejected
when picking up the rental car.
 CONCUR will calculate and display
the available rentals for your TDY.
Traveler should click on the
Reserve button beside rental
needed.
 Traveler should choose the lowest rate
available. If rental exceeds COLSA
Policy the Reserve button will be
yellow; if the rental is within Policy
the Reserve button will be green.
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COLSA Travel Policy
(CC-QPL.0026)
3.4.2 COLSA normally authorizes the
rental of compact vehicles.
Intermediate vehicles are authorized
if used by at least two COLSA
travelers.
Booking Car Rental
When you reserve a car that does not
meet COLSA’s Travel Policy (i.e. the
rentals indicated in yellow), this screen
will appear.
COLSA Policy not met.
 You must choose a reason for selecting the
non-compliant rental from the drop-down
list. If none of the selections match your
reasoning, contact the COLSA Travel
Department at (256) 964-5288.
 If policy is not followed, a detailed
reason will need to be provided before
moving on with the reservation. If
traveling with additional passengers,
provide their names here.
 Displayed here will be the rental that
was chosen and the rentals not chosen
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COLSA Travel Policy
(CC-QPL.0026)
3.4.2 COLSA normally
authorizes the rental of
compact vehicles.
Intermediate vehicles are
authorized if used by at least
two COLSA travelers.
Booking Hotel
 After booking your flight and/or rental
car, you will be brought to this screen to
book your hotel.
 Be sure to select the
city/county that reflects that of
the facility to be visited in the
purpose.
COLSA Travel Policy
(CC-QPL.0026)
3.5.1 Employees are not to exceed the
government per diem rate for lodging.
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Booking Hotel
 Ensure that the Per Diem selected is for
your ultimate destination – not the
airport you are traveling to.
COLSA Travel Policy
(CC-QPL.0026)
3.5.1 Employees are not to exceed the
government per diem rate for lodging.
 You can sort the list of hotels by
Preference, Price, Rating, Distance and
Policy.
 Stay at or below the Per Diem amount
shown when selecting a hotel.
 Click choose room to see detailed listing.
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COLSA Travel Policy
(CC-QPL.0026)
3.5.1 Employees are not to
exceed the government per
diem rate for lodging.
Booking Hotel
 Per Diem Limit

Rooms that do
meet COLSA’s
Travel Policy
are indicated in
green.

Rooms that do
not meet
COLSA’s
Travel Policy
are indicated in
yellow.
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 After clicking Reserve,
you will be prompted to
read and agree to the hotel
rates and rules. Select the
box to agree.
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Booking Hotel
When you reserve a hotel that
does not meet COLSA’s Travel
Policy (i.e. the rooms indicated in
yellow), this screen will appear.
COLSA Travel Policy not met.
You must choose a reason for selecting
the non-compliant room from the dropdown list. If none of the selections match
your reasoning, contact the COLSA
Travel Department at (256) 964-5288.
If Policy is not followed, a
detailed reason will need to be
provided before moving on with the
reservation.
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COLSA Travel Policy
(CC-QPL.0026)
3.5.1 Employees are not to
exceed the government per
diem rate for lodging.
Booking Hotel
The room chosen will be
logged.
All available policy-compliant
rooms will also be logged.
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Finalizing Trip
 After selecting your flight/car
rental/hotel (as applicable), you will be
brought to the Travel Details page.
From this screen, you can review and
make changes to your Flight, Seats,
Car Rental, and Hotel reservations.
 Review totals at the bottom of the
page.
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Finalizing Trip
 Concur Travel uses the Trip Name
on the Travel page in your Trip List.
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Finalizing Trip
 You are asked once again to review all of your
selections before completing your transaction.
Look over carefully.
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Finalizing Trip
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Upcoming Trips
 Your trip will now appear under
the Upcoming Trips tab on the
Travel page.
 The Trip Actions menu
displays all available
actions for your trip when
you single-click the link.
 Changes to your trip can
be made from the Change
Trip link.
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Resources To Remember
 In order to comply with government rules and
regulations, COLSA employees must follow our
documented policies and procedures.
 Each employee is personally accountable for
understanding and following COLSA’s policies
and procedures.
COLSA’s policy is located on the corporate website:
Travel & Temporary Duty (TDY) CC-QPL.0026
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Contact Information
Travel Department
Melissa Brown (256) 964-5288
Melissa Lee (256) 964-5317
[email protected]
Travel Inc. (877) 805-7114
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