How do I get help for using Concur Travel & Expense?
Click Help on the My Concur page. In the Help section, you can find specific instructions for the task you are trying to complete. You can also view demonstrations of the most important tasks. For additional questions, please call the Help Line at 740.597.6446.
Why should I use Concur Travel & Expense instead of calling the agent directly?
Concur Travel & Expense allows you to quickly make plans after viewing your travel options. In addition, you have access to Internet fares. Concur Travel & Expense provides a list of all your travel plans and is your direct source for travel alerts.
How is ticket fulfillment handled?
When you use Concur Travel & Expense to reserve your company's agency fares, your agency will handle fulfillment/ticketing in the same manner as a phone reservation. Electronic tickets are issued unless otherwise requested.
What if I want to book a flight on my own?
When you use Concur Travel & Expense, you can book flights yourself while maintaining access to discounts. You can compare these discounted flights with Internet fares and other alternatives to find the best travel solutions – solutions that comply with company's travel policies.
What is the difference between booking a flight with Concur Travel & Expense and purchasing an Internet fare from a vendor's website?
Concur provides access to both agency and Internet fares. The difference between the two fares is where it is fulfilled and who provides the customer support. With an agency purchase, you have the full support of your agent in making changes. Your ticket is purchased through your agency.
What happens if I do not comply with company policy?
When you go outside of your company policy, Concur Travel & Expense notifies you by showing the fare with a yellow tab. When you select a yellow tab, Concur Travel & Expense prompts you to enter an explanation as to why you chose a fare that did not comply with your company's policy.
What does the yellow star represent for air, hotel, and car options?
The yellow star represents a company preferred vendor.
Why does the Reserve button appear in more than one color?
The following table describes the meaning of the Reserve button colors:
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If the Reserve Button color is... |
Then the fare is...
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|
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Green |
Within policy compliance |
|
|
Yellow |
Outside of policy compliance and you are required to enter additional information |
|
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Red |
Outside of policy compliance and you are required to enter additional information |
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Can I add a car or hotel to an airline reservation after it is booked?
Yes, you can make changes before your ticket is issued. To add or modify your trip, click the name of the trip on the Upcoming Trips section of My Concur and then click Change Trip.
Why does Concur Cliqbook Travel display hotels that are outside my search distance?
Concur Travel & Expense displays all company preferred hotels within a distance determined by your individual company. The search distance is a selected number of miles from your reference point. Because Concur Travel & Expense uses a square rather than a circle as the search boundary, the search results can include hotels that are farther away than the distance you entered. For example, if you select a 5 mile radius as your search distance, Concur Travel & Expense will build a square that is 10 by 10, with your reference point in the center as illustrated in the following graphic.
How do I pay for my reservations?
When you reserve airfare, hotel, and car rental reservations, your OHIO PCard number is used to purchase your reservations. Please confirm that your credit card information in your Concur Travel & Expense Profile is accurate. If the credit card is missing, you will not be able to continue with your reservation.
How can I view the itinerary for flights I have already booked?
On the My Concur page, review the Upcoming Trips section. For more detailed information, click the appropriate trip name in the Trip Name/DescriptionView Itinerary. column and then click
What type of confirmation do I need at the airport?
You should bring a printed copy of your email itinerary with ticket number information or the paper ticket (whichever is acceptable by the airline) and a government approved identification document such as a driver's license, passport, VISA, etc.
How do I change my reservation after it's been booked?
To make changes to your seat assignment or add a hotel or car reservations to a trip, click the trip name in the Upcoming Trips area of My Concur. To change your air itinerary contact your travel agency directly.
To change an Internet ticket, contact the airline customer service directly. Your agency or company will not be able to assist with changes to Internet tickets as they do not have access to the ticket data through the agency booking system.
Note: When you contact your travel agency to cancel your reservation, the itinerary is not automatically removed from the Upcoming Travel section on My Concur. To remove the canceled itinerary from the Upcoming Travel section:
1. In the Upcoming Travel section, select the appropriate itinerary
2. Click View Request and then click Withdraw Request.
How do I schedule a multi-leg flight?
To schedule a multi-leg flight:
1. On the My Concur page, click the Flight tab on the Trip Search wizard.
2. Click Multi-segment additional departure.
3. Enter you departure and arrival information for each segment and then click Search.
How do I reserve an international flight?
To reserve an international flight:
1. On the Travel page, select the Cliqbook Map tab.
2. Click the continent on the globe (in the lower left corner of the map area) to where you would like to travel.
3. If you do not see the appropriate city or country, click the Search for an airport link and enter the appropriate search criteria.
4. You can also click on a country in the map to select your airport from a list of airports.
Where do I view my itinerary?
Concur Travel & Expense will send your itinerary to you immediately after you confirm the trip. Your agency will email your final itinerary when it is ticketed. In addition, you can view your itinerary from in the Upcoming Trips section on the My Concur or Travel pages.
How do I reserve a car or hotel?
If you specified that you need a car on the Flight tab when you reserved your flight, you will see the car and hotel search results. You can then reserve your car and hotel based on those results.
If you want to reserve a car or hotel without making air travel reservations, click the Car or Hotel tabs in the Trip Search area. Select the appropriate city and then search for a car or hotel.
How do I enter my account number within Concur?
It is recommended that you completely delete the project number in the field and slowly type in the project number of the cost center you want. PLEASE wait for the system to recognize the project number. It should then be listed as a choice below the field. Once you see it there click on it. For the remaining account number fields (organization, fund, and fund type), begin typing to narrow the list or click on the drop down arrow.
How do I split (allocate) an expense to multiple accounts?
Click on the "Allocate" button located on the bottom right of the "Expense" screen. The "Allocations for Report" window appears. Choose your allocation method by clicking the "Allocate By" button. Click on "Add New Allocation" to create an additional account lines as needed. Enter the amount/percentage and account number information for each line.
What natural account code do I use for my expense?
Please refer to the natural account code lookup: http://portal.finance.ohiou.edu/nalookup/.
How are per diems handled in the system?
Travel allowance (per diem meals and incidentals) amounts are fed from the GSA schedule, updated annually for domestic, monthly for international. To receive reimbursement, select "Yes" when asked the travel allowance expenses question after creating the report header.
The city I travelled to is not on the list?
Choose the closest large city. You may also contact the Pcard Helpline at purchasing.card@ohio.edu to have the city added to the list.
When I create my itinerary, I get an error that the date overlaps with an existing itinerary. How do I delete the previous itinerary?
Click on the "Details" button and choose "Available Itineraries". Then delete the itinerary that conflicts with the new itinerary.
How do I book a hotel room at a reduced rate? E.g. my conference offers a reduced room rate.
If you are given a conference rate for hotel, you may book directly with the hotel using your purchasing card.
Do I have to reserve my rental car through Cliqbooks?
Cliqbooks is the preferred method for all travel arrangements. Ohio University's preferred rental car vendors can be accessed through the system where their services are available. Other vendors can be utilized when necessary.
