Booking Travel For UD Employees

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Booking Travel for UD EmployeesBooking travel for yourself or another UD employee

Booking Travel in Concur for UD Employees This guide will illustrate:– How to book business travel in Concur for yourself– How to book travel for another UD employee who has named you as theirTravel Arranger or Travel AssistantTo begin, log into udel.edu/concur using your UD credentials1

To book travel for yourself in Concur: On the left side of the Concur home page, locate the Trip Search portal. The default setting is “Booking for myself”. You will use the “Booking for myself” setting to arrange your owntravel in Concur.2

To book travel for another UD employee as a Travel Arranger or Assistant: Select “Act on behalf of another user”, then select them in the “Choose auser” menu. On the left side of the Concur home page, locate the Trip Search portal. The default setting is “Booking for myself”. You will use the “Booking for myself” setting to arrange their travelwhen you are acting on behalf of them in Concur.3

Complete the search information for your trip. Click “Search”. Note: Concur offers a mixed Flight/Rail search. While your search may return rail results in addition to flight results,it is not recommended to book domestic rail through Concur. Instead, go directly to Amtrak.com to book domestic rail travel.4

Note: If you wish to view any non-stop flights prior to viewing all of yoursearch results, click the down arrow/carat. Hover over any green bar to view the flight information for any non-stopflights available during your travel time range.5

Choose the Traveler Type and Trip Purpose from the dropdown menus. Click “Next”.6

You will first select your flights. You can shop flights by fares or by schedule. You can view a summary of flights that match your search requirementsin the matrix at the top of the screen. You can select results from the matrix at the top of the page to filteryour search and you can also sort your results by various criteria.7

Note: If you have questions while booking travel, you may call UD’sdesignated World Travel agent team at 855-215-8312. You may also engage an agent for help via chat by clicking the “LiveHelp Online” button. There is no fee associated with using these methods of contact to askquestions, however, if the World Travel agent books your travel for you,the 30 agent booking fee will apply.8

You can view available seats before selecting your flights. Once you have selected your departing flight, it will be listed at thetop of your flight results. Your return flight result will be listed beneath it. Select your return flight.9

During the flight selection process, you may also change yoursearch criteria as needed Once you have chosen your flights, your Selected Fare will displayat the top of your results. If you decide that you don’t want that flight combination, you mayselect “Remove” and continue to shop for flights from your resultslist. There is also an option to “Show all flight details”10

If you have chosen to “Show all details”, you can click “Hidedetails” or “Hide all details” to collapse the information. When you have decided on a Selected Fare, click the blue buttonwith the fare on it to proceed to the “Review and Reserve Flight”screen11

The upper half of the page will display your flight details and will askyou to review your traveler information for accuracy12

On the lower half of the screen, you can: Select your seats Review your flight price Verify your payment information Be sure to read any notifications, restrictions and policies Click “Reserve Flight and Continue”13

If you opted to book a hotel as well, you will now begin your hotel search. The first screen in your hotel search is the “Hotel Per Diem Locations” screen. When you enter your location, Concur will generate the GSA per diem rates for lodging and meals The lodging rate will provide a guideline to determine a reasonable rate for a standard room rate in your destination location. Some programs and grants may require you to stay within this rate You can take note of the Meals and Incidentals rates to estimate what your personal meal allowance will be for your trip You will calculate your exact meal allowance after you travel to account for any provided meals and travel day reductions. Click “Next”14

Your hotel results will be delivered as pins on a map as well as in list form. The lodging per diem rate is listed under the map for reference. You can search for specific hotels and sort your results by various criteria.15

If needed, you can modify your original search parameters on the left sideof the page. You can also refine your search results by adjusting the search filters16

When you find a hotel and rate that meets your needs, click “View Rooms”17

Select the room that you would like to book and click the blue rate button toproceed to the “Review and Reserve Hotel” page.18

The upper half of the page willdisplay your room details and will askyou to review your hotel guestinformation for accuracy. You can also provide any roompreferences. They are notguaranteed, but they will be providedto the hotel for consideration whenbooking your room.19

On the lower half of the screen, verify your payment informationBe sure to read any rate details, rules, and cancellation policiesCheck the box to agree to the rate, rules, restrictions, and cancellation policyClick “Reserve Hotel and Continue”20

On the Travel Details page, you have the opportunity to review all of youritinerary details (flight, hotel, etc.). You can make changes and edits on this page, if needed.21

Please take notice of the messaging onthe lower half of the page: Travel is only reserved at this pointand will be cancelled (by theairline) if not booked within 24hours. Note: Some airlines/hotels areinstant purchases (i.e.Southwest).If you cancel the trip at this point,you will need to contact the vendordirectly to seek reimbursement. Click “Next” to proceed to the TripBooking Information page22

The information fields on this screen areoptional, but can be used to addadditional trip details. Travel is still only reserved at this point. Note: If you enter information in the“Comments for the Travel Agent” box, itwill prompt a World Travel Agent to takeaction and a fee will be incurred. Click “Next” to proceed to the TripConfirmation page23

Travel still just reserved at this point,and this is one last chance to reviewyour travel plans prior tobooking/purchasing.24

After you have reviewed your tripdetails, confirm your itinerary by clicking“Purchase Ticket”25

Travel has been successfully bookedwhen you see the “Finished!” page.26

You may print or email your itineraryfrom this page.Enjoy your travel!27

Questions? AskConcur@udel.eduudel.edu/procurement29

Booking travel for yourself or another UD employee. Booking Travel for UD Employees. Booking Travel in Concur for UD Employees. 1 . to the hotel for consideration when booking your room. 20 On the lower half of the screen, verify your payment information Be sure to read any rate details, rules, and cancellation policies .

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