1. 2017 Annual Travel Coordinator Training
April 28, 2017
9 am – 11 am
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2. Welcome 1 Introduction Travel Services Jenita Approving TAs
Introduction Travel Services
Jenita
Approving TAs
Back up documentation
Conference Event Listing
Kim
New Foreign Policy Travel Updates   
Sasi
Q&A Segment
Submitted questions by TC
New Electronic Expense Report Training
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3. Leading Causes for Delays in Releasing TAs
Training
Job Related Training (JRT) form from HR
Registration Form
Conference
Registration Form 
Letter of Invitation
Sponsorship
Attach document indicating the cost to be covered by host
Attach letter of invitation from JLab to the visitor 
Personal Days
Add the vacation dates in the note section
As a reminder, when personal days are indicated on the TA, an airfare cost comparison should be completed at the same time the reservation is being made. 
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4. Common Issues Lodging (If higher than GSA rate) Visitor Extended Stay
Attach Actual Lodging Form (ALF) if not booked through Concur 
Submit the correct ALF (updated on website)  
Visitor Extended Stay
To extend dates for a visitor, please update the existing TA
Concur Booking
Do Not make a reservation for an employee as a guest
Create profile -add cell phone number, credit card and correct frequent flyer numbers.
Expense report submission:
Domestic within 10 working days and foreign 20 working days after trip completion.
No costs incurred on a trip
Send an to TS to archive the TA.
Unused Tickets
Traveler has pending airfare. Please try to use old tickets. See trip(s): 2017XXXXXX ($)
Click Box- Sends notification to Travels
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5. Q&A SEGMENT How do I get a rental car comparison?
CONCUR. You may use Concur for all comparisons including Airfare and Hotel.
Can I select other locations in Concur for rental car besides the airport?
Yes, you must choose the Off- Airport selection and enter number of miles from certain point OR zip code to retrieve other pick-up/drop-off options.
What if lodging rates are above GSA rate?
Complete Actual Lodging Form (ALF). Be sure to complete form based on daily rate of hotel not on an average per night.
2 Destinations- Do I create 1 or 2 TAs?
Create 1 TA with multiple destinations.
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6. Q&A SEGMENT
JLab is not paying lodging- Can the visitor still get the JLab rate?
Yes, when making reservations be sure to state NOT DIRECT BILL TO JLAB.
Do I need insurance for domestic and foreign rental car?
Domestic- NO, Foreign- YES, take the insurance provided by the agency.
When can I purchase my airline ticket?
Tickets can be purchased when TA is in the SUBMITTED status with all approvals.
Can the associated taxes for lodging be auto calculated on the TA?
Yes. The TA has been updated to auto calculate 13% of the total lodging costs. This field may be overwritten if necessary.
What if I have problems in Concur while making reservations?
Contact Concur Tech Support directly at
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7. Concur Profile Frequent Flyer #s
American Airline bought out US Air and United Airlines bought out Continental.
American and United sent letters to program members to discontinue using the US Air and Continental numbers. In the event a traveler did not already have an American or United number they were to establish one and request the transfer of miles.
This week, a Travel Coordinator recognized that frequent flyer numbers may not be accurate in the Concur profiles.
Action Needed
FF Number
Delete Program Ended
XXXXXX
XXXXXX
Delete and Add United
XXXXXX
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XXXXXX
Delete
XXXXXX
Travel Services will research report options to identify impacted travelers,
In the meantime, please validate each traveler’s frequent flyer account prior to making reservations.
(Concur/Profile/Travel Settings/Frequent-Traveler Programs) 6

8. YOUR TURN
QUESTIONS
Comments

9. NEW ELECTRONIC EXPENSE REPORT (EER)
LIVE DEMO
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