QUICK START GUIDE. Concur Travel Documentation. Welcome to Concur. Log on to Concur

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1 QUICK START GUIDE Cncur Travel Dcumentatin Welcme t Cncur Lg n t Cncur Travel Hme Page Travel Prfile Travel Reservatin Assign Seats Cancel r Change an Airline, Car Rental, r Htel Reservatin Welcme t Cncur This cmprehensive web-based service prvides all f the tls users need t bk travel, as well as create and submit expense reprts. Cmpanies have the ptin t implement Travel and Expense tgether r separately. These instructins are specifically fcused n Cncur Travel. Please cntact yur cmpany s Cncur Administratr fr further instructins regarding Cncur Expense. Lg n t Cncur Lg n t Cncur fllwing yur cmpany s lgn instructins. Yur passwrd is case sensitive. If yu are nt sure hw t lg n, check with yur cmpany s travel administratr. TOP TOP Cncur Travel - Quick Start Guide, Fx Wrld Travel 1

2 Travel Hme Page The Travel Hme page is the main lcatin fr Cncur Travel s navigatinal resurces. The My Cncur page and Expense page are nly visible t cmpanies with Cncur Expense. The My Cncur page cmbines the Travel Hme and Expense navigatinal resurces. Travel Wizard This sectin prvides the ability fr the user t search and bk Air/Rail, Car, Htel, and ther tabs that are custmizable t meet cmpany requests. Other tab ptins that may r may nt be visible are: Taxi, Lim, Flight Status, Dining. Travel Alerts Required prfile update alerts will appear in this area with a red exclamatin pint alert. If the user has unused ticket credits, the link will appear t view further credit details. This is a reminder, and the user des nt need t d anything during the bking prcess. Fx Wrld Travel will autmatically apply the unused ticket credit if the new reservatin falls within the airline restrictins. Cmpany Ntes This sectin displays infrmatin and links prvided by yur cmpany. There is als a link n this page t register fr ne f the upcming Cncur Travel Training webinars. They ccur twice mnthly, as refreshers r fr new travelers. Upcming Trips This tab lists any upcming trips fr quick accessibility t view travel details and make changes. Cncur Travel - Quick Start Guide, Fx Wrld Travel 2

3 Trips Awaiting Apprval This tab appears if the user is an authrized apprver. This may be ne cmpany administratr r multiple apprving managers. This sectin lists the trips awaiting yur apprval. Remve Trips This tab nly appears fr Cncur Expense users. It allws the user t remve a trip frm the list f items requiring an expense request. TOP Travel Prfile Befre yu use Travel fr the first time, update yur prfile. Yu must save yur prfile befre yu first attempt t bk a trip in Travel. If yu are a travel arranger, select the name f the persn s prfile that yu want t edit frm the Administer fr anther user menu, lcated in the Prfile drpdwn (upper-right). The tpics cvered within the Travel Prfile sectin are: Change Yur Passwrd Change yur Time Zne, Date, Frmat, r Language Update Yur Persnal Infrmatin Setup a Travel Arranger r Assistant Change Yur Passwrd If yu enter a passwrd t access Cncur, yu can change yur passwrd n the Prfile tab. Sme cmpanies have single sign-n capabilities. This allws the user t access Cncur thrugh a cmpany prtal r intranet site that enters the passwrd fr yu. If yur cmpany has a single sign-n, yu will nt be able t change yur passwrd. Prfile Drpdwn > Prfile Settings > Change Passwrd Cmplete the New Passwrd and Re-enter Passwrd fields. Enter a wrd r phrase in the Passwrd Hint field t act as a reminder if yu frget yur passwrd. Click Save. Screensht f the > Prfile Tab > Change Passwrd. Cncur Travel - Quick Start Guide, Fx Wrld Travel 3

4 Change yur Time Zne, Date, Frmat, r Language This is the lcatin t change reginal settings, language, calendar settings, view preferences and ntificatins. Prfile > System Settings On the System Settings page, update the apprpriate infrmatin. Click Save. Update Yur Persnal Infrmatin Cncur uses the infrmatin stred within the travelers prfile t custmize and expedite the bking and checkin prcess with the vendrs. Cmplete all fields marked [Required] in rder t save yur prfile. There are several save buttns n the prfile page. Yu nly need t save nce; as every save buttn will save the entire prfile. Prfile > Persnal Infrmatin Cmplete the fllwing sectins f yur persnal travel prfile. Name This is cmpleted during the registratin prcess. The name needs t match the gv t issued pht ID used upn check-in at the airprt. If crrectins need t be made, please cntact yur cmpany s Travel Administratr. Cmpany Infrmatin Enter yur Emplyee Psitin r Title. This is a free frm text bx. Wrk Address Office lcatins may be laded in t Cncur. Select yur assigned lcatin frm the drp-dwn, and check the Address same as bx. The cuntry yu select in the wrk address fields will determine the default map that appears n the Cncur Travel Map tab. Hme Address Cncur Travel - Quick Start Guide, Fx Wrld Travel 4

5 Cntact Infrmatin This lcatin is fr string yur persnal phne numbers. Addresses Enter up t 5 addresses. Each listed will be included in any agency-generated s abut yur trips. D nt add a Primary Assistant s in this field. Designate Primary Assistants in the Assistants and Travel Arrangers sectin. Emergency Cntact In the case f an emergency, this infrmatin is shared with the vendrs. Travel Preferences Cmplete this sectin t cmmunicate yur travel preferences t every reservatin. TSA Secure Flight Infrmatin This field is required by the Transprtatin Security Administratin in rder t prceed thrugh airprt security. Hver ver the blue questin mark t learn mre n the DHS Redress & Knwn Traveler. Internatinal Travel: Passprts and Visas Passprt infrmatin is required fr Internatinal Travel. Depending n the destinatin, Visas may be required as well. If yu bk an internatinal reservatin, and this infrmatin is nt entered, a Fx Wrld Travel agent will cntact yu. Assistants and Travel Arrangers Please view the instructins n the next page fr further details. The primary assistant s name and wrk phne number becme part f the traveler s GDS prfile, if cnfigured. Credit Cards Frm f Payment requirements are different fr each cmpany. Please see yur cmpany s Travel Administratr, with frm f payment questins. Assign a Default card fr plane tickets, rail tickets, car rentals, r htel reservatins. This will expedite the bking prcess by always using the designated frm f payment. Setup a Travel Arranger r Assistant Assign Travel Arranger & Assistants t give ther travel users the ability t view and mdify yur prfile; as well as bk travel fr yu. The assistant/travel arranger must have an existing Cncur Travel prfile, befre they can be added t yur prfile. The Primary Assistant designatin will add the name and wrk phne number f the Primary assistant t yur GDS travel prfile that is viewed by the agency. This means the primary assistant is included n any agency-generated s abut yur trips. >Prfile >Persnal Infrmatin >Scrll t the bttm f the page r click Assistants/Arrangers link. Assistants and Travel Arrangers sectin. Click Add an Assistant Search fr the assistant s last name Cncur Travel - Quick Start Guide, Fx Wrld Travel 5

6 Hint: When searching, use the fllwing frmat: LastName,FirstName (n spaces). Fr example: Smith,June The Assistant drpdwn list displays any individuals that match yur search criteria. Select the apprpriate name frm the list. Check the bx Can bk travel fr me. If applicable, check the bx Is my primary assistant fr travel. Only One Primary Assistant is allwed. TOP Make a Travel Reservatin The fllwing instructins utline the steps fr an Air, Car, and Htel reservatin all at nce. Cncur Travel Hme Page Click the Flight/Rail tab n the left side f the screen, within the Travel Wizard. Select ne f the fllwing types f flight ptins: Rund Trip, One Way, Multi-Segment. Departure City and Arrival City fields type the 3 digit airprt cde r spell ut the city name. Departure and Return date fields - Select the apprpriate dates frm the calendar. If yu need a car, select the Pick-up/Drp-ff car at Airprt checkbx. Off-airprt car searches can be made n the Car Results page. Depending n yur cmpany s cnfiguratin, yu see a check bx t autmatically reserve a car. This will bypass the car results page during the bking prcess. After yu select a vendr and car type, a car is autmatically added t yur reservatin. If yu need a htel, select the Find a Htel checkbx. Search fr the htel by Airprt, Address, Cmpany Lcatin, Reference Pint r Zip Cde If yu are staying at mre than ne htel during yur trip r d nt need a htel fr the entire length f yur stay, yu can skip this step and add a htel n the Travel Details page. Click Search t view flight ptins and prceed with the bking prcess. Depending n yur cmpany s cnfiguratin, a pp-up may appear ntifying yu that there are nn-stp flights, but they dn t exactly fit the times yu have entered. Cncur Travel - Quick Start Guide, Fx Wrld Travel 6

7 Air Search Results Page Filter the results using the matrix grid n the tp f the Air results page r use the filters n the right. Click n the Shp by Fares r Shp by Schedule tabs t adjust the flight ptin display. Shp by Fares Displays the 10 lwest rund-trip fares fr the dates and times requested. Click the mre like this link, t adjust the rund-trip ptins t meet yur needs. Shp by Schedule Allws the user t select the utbund and return flights individually. Click the radi buttn n the left side f the flights t select the utbund & return flights. Click Price these ptins t btain the rund-trip fare. Click View Fares t expand flight details, seats, fare rules and frequent flier infrmatin. See the Assign Seats instructins fr details n hw t assign seats. Plicy infrmatin appears next t the Select buttn. The Select buttns are clr cded as: Green Indicates the fare is within plicy. Yellw Indicates the fare is utside f plicy. If selected a reasn cde must be selected. Red Indicates the fare is utside f plicy. If selected apprval is required. The trip will nt be ticketed until is apprved by a manager. A reasn cde must als be selected befre sending ff fr apprval. Click the blue fare buttn t reserve yur airfare. Optins t select a frm f payment r enter in TSA may be requested n the fllwing page. Cncur Travel - Quick Start Guide, Fx Wrld Travel 7

8 Assign Seats Seat Assignments can be selected in tw lcatins during the bking prcess. The first lcatin is n the Air Search Results page, and the secnd lcatin is n the Travel Details page. Assign Seat Lcatins Air Search Results page Lcate the link next t the flight segment. If yu are n the Shw by Fares tab, click the Shw Details link t lcate the seat icn. This lcatin is unable t read a frequent flyer number entered in a prfile. If yu have frequent flyer status that qualifies fr an upgrade, request seats n the Travel Details. OR Travel Details page Lcate the link next t the flight details that says Change Seat r Assign Seat. The prfile is mved ver and the airline can read yur frequent flyer number. If yu have frequent flyer status that qualifies fr an upgrade, select a yellw highlighted seat. Cncur Travel - Quick Start Guide, Fx Wrld Travel 8

9 Assign Seats Prcess Open the Seat map and select an available seat fr each flight individually. A cde index fr the seat map appears at the bttm f the seat map pp-up windw. Seats marked handicapped can nly be selected by a travel agent. Once a seat is selected, clse ut f the windw. Repeat the prcess fr all flight segments in the itinerary. Select a Car If yu selected Pick Up/Drp ff Car at airprt in the beginning f the search request, the car search results page will appear. If yu selected Autmatically reserve this car, Cncur will add yur car and then display the htel search results page. Select the desired car rental cmpany, rate, and size f vehicle. Cmpany preferred vendrs will be indicated via text within the search results User the filters within the matrix grid n the tp f the page, r the filters n the right side. Click the car image t view the maximum capacity fr passengers and bags. Cncur Travel - Quick Start Guide, Fx Wrld Travel 9

10 Car Bking Optins bx Depending n yur cmpany s cnfiguratin, the ptin t request In-car GPS system r Ski rack may be available. Car Prgram ID numbers may als be added here, if it is nt already stred in yur prfile. Click the blue rate bx next t yur desired selectin t reserve. Select a Htel If yu selected the Find a Htel ptin in the beginning f the search request, the htel search results page will appear after yu chse yur car rental. Srt the list f htels by Preference, Price, Rating, Distance, r Plicy. Depending n yur cmpany s cnfiguratin, yu may be prmpted t prvide the htel infrmatin if yu are bking a rundtrip vernight stay withut a htel. Apply Filters within the Htel Map r by using the filters listed n the right side. Other search ptins are: by htel chain, htel name, and amenities. Cmpany preferred htel prperties will be indicated by the text Preferred Htel. Preferred htel chains will be indicated by the text Preferred Vendr. Click the Chse Rm link belw the desired htel t view all the rate categries. Cncur Travel - Quick Start Guide, Fx Wrld Travel 10

11 Watch fr blded Depsit Required, Pre-pay rates, and ther nn-refundable rate categries. Click the blue buttn next t the rate categry and rm type that best meets yur needs. Click Reserve. Review the Rate details/cancellatin plicy pp-up windw. Click I agree t the rate details and cancellatin plicy. Click Cntinue. Select the frm f payment t reserve the htel. Cmplete the Reservatin Travel Details page. Assign Seats n this page if yu have a frequent flyer number with status entered in yur prfile. Review the details f the reservatin. Make any changes t the itinerary r bk a htel if it is nt fr the entire length f the stay. Click Next. Trip Bking Infrmatin page. Trip Name is aut-ppulated. Change this field if yu wish t find it easier within yur trip library. Trip Descriptin can remain blank, r fill it in with details fr yur wn recrds. Ntes t the Agent If yu have any special requests fr the travel agent, please enter them here. Cncur Travel - Quick Start Guide, Fx Wrld Travel 11

12 Sme request may result in a higher fee. Cmplete any ther cmpany specific questins that may be required fr reprting. Seat Enhancement Click Next. Trip Cnfirmatin page. Final review f all the trip details befre sending the reservatin ff fr ticketing. There is an ptin t click previus if any changes need t be made. Click Purchase Ticket. FINISHED! Lk fr the wrd finished at the tp f the screen. This reservatin is nw n its way thrugh the quality assurance, file finishing, and ticket prcess. TOP Cancel r Change an Airline, Car Rental, r Htel Reservatin Cmpany cnfiguratins may r may nt allw flight changes. Cntact a Fx wrld Travel agent if yu need t make a change t the air prtin f yur reservatin. Flight cancellatins will autmatically vid, refund r file the nn-refundable tickets fr future use, in accrdance with airline rules and restrictins. Cncur Travel Hme page > Upcming Trips tab Click n the name f the trip yu wish t change. This will take yu t the Travel Overview page. Actin items are listed in the tp left f the screen and under the Add t yur Itinerary bx n the right. TOP Cncur Travel - Quick Start Guide, Fx Wrld Travel 12