1 Travel, Inc.’s Concur Online Travel Booking Training CC-QPL.0023.E01 10/3/2011 TRA-W.0001
2 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! Please note that before any booking takes place, the Expense Authorization should be completed through Time & Expense per COLSA Policy. TRA-W.0001
Booking Flights 3 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. 2.Enter the name of your Departure City. 3.Enter the name of your Arrival City. 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. 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. II f traveling internationally – STOP and call a Travel Inc. agent at (877) TRA-W.0001
Booking Flights 4 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. 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. II f traveling internationally – STOP and call a Travel Inc. agent at (877) 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. Please note the hotel per diem rates are derived from the location visited, not the arrival airport. TRA-W.0001
Booking Flights The flights that do meet COLSA’s Travel Policy are indicated in green. Those that do not meet COLSA’s Travel Policy criteria are indicated in yellow. The default is Shop by Fares. You can Shop by Schedule by clicking on the tab. Review the flights that fit your search criteria. To see more details on a specific itinerary, click on the show details link. COLSA Travel Policy (CC-QPL.0026) 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. 5TRA-W.0001
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 drop- down list. If none of the selections match your reasoning, contact the COLSA Travel Department at (256) COLSA Travel Policy (CC-QPL.0026) 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. 6 If Policy is not followed, a detailed reason will need to be provided before moving on with the reservation. TRA-W.0001
Booking Flights The fare chosen and the lowest fare available will be logged. The full itineraries of the flight chosen and all of the policy- compliant flights will also be logged. 7TRA-W.0001
8 Booking Car Rental CONCUR will calculate and display the available rentals for your TDY. Traveler should click on the Reserve button beside rental needed. COLSA Travel Policy (CC-QPL.0026) 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. 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. COLSA Travel Policy (CC-QPL.0026) COLSA normally authorizes the rental of compact vehicles. Intermediate vehicles are authorized if used by at least two COLSA travelers. After reserving your flight, you will be prompted to select your rental car (if applicable). TRA-W.0001
9 Booking Car Rental COLSA Travel Policy (CC-QPL.0026) COLSA normally authorizes the rental of compact vehicles. Intermediate vehicles are authorized if used by at least two COLSA travelers. 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) 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 TRA-W.0001
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) Employees are not to exceed the government per diem rate for lodging. 10TRA-W.0001
Booking Hotel COLSA Travel Policy (CC-QPL.0026) Employees are not to exceed the government per diem rate for lodging. Stay at or below the Per Diem amount shown when selecting a hotel. Ensure that the Per Diem selected is for your ultimate destination – not the airport you are traveling to. You can sort the list of hotels by Preference, Price, Rating, Distance and Policy. Click choose room to see detailed listing. 11TRA-W.0001
Booking Hotel 12 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. COLSA Travel Policy (CC-QPL.0026) Employees are not to exceed the government per diem rate for lodging. Per Diem Limit After clicking Reserve, you will be prompted to read and agree to the hotel rates and rules. Select the box to agree. TRA-W.0001
Booking Hotel 13 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 (CC-QPL.0026) Employees are not to exceed the government per diem rate for lodging. COLSA Travel Policy not met. You must choose a reason for selecting the non-compliant room from the drop- down list. If none of the selections match your reasoning, contact the COLSA Travel Department at (256) If Policy is not followed, a detailed reason will need to be provided before moving on with the reservation. TRA-W.0001
Booking Hotel 14 The room chosen will be logged. All available policy-compliant rooms will also be logged. TRA-W.0001
Finalizing Trip 15 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. TRA-W.0001
Finalizing Trip 16 Concur Travel uses the Trip Name on the Travel page in your Trip List. TRA-W.0001
Finalizing Trip 17 You are asked once again to review all of your selections before completing your transaction. Look over carefully. TRA-W.0001
Finalizing Trip 18TRA-W.0001
Upcoming Trips 19 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. TRA-W.0001
20 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 TRA-W.0001
21 Contact Information Travel Department Melissa Brown (256) Melissa Lee (256) Travel Inc. (877) TRA-W.0001