Once you’ve obtained your supervisor/department approval to travel on behalf of UConn, you can book your trip. However, a fully approved Travel Request must be obtained, within Concur, prior to beginning all business travel.
If you are booking on behalf of a Guest or Student prior to starting the booking, you will use the book for guest feature and it is required that you obtain the Student/Guest’s full legal name as it appears on their official travel document such as a Passport or Driver’s License in addition to their phone number and email address. For Airfare bookings you are also required to obtain the traveler’s Date of Birth and optionally any rewards (airline, hotel or car rental) to be added to the booking.
Employees are responsible for getting a copy of the receipt from the Guest for any airfare, car rental or hotel charges expected to be paid or reimbursed by UConn.
This reference page covers best practices when using Concur to book airfare, car rental, and/or hotel reservations.
Table of Contents
Logging In
Navigate to any web browser.
Access Concur by logging in through our website at http://travel.uconn.edu and clicking “Login to Concur Travel & Expense.”
Booking Travel
From the Concur homepage, navigate to the Trip Search section. The Air tab is selected by default.
If Booking for a Guest or Student select Book for a guest to start the process of booking the trip.
Select a flight option (e.g., Round Trip, One Way or Multi-City).
Type a departure city, airport name, or airport code in the From field. Live search results display.
Click to select the preferred departure airport.
Type an arrival city, airport name, or airport code in the To field. Live search result display.
Click to select the preferred arrival airport.
Click in the Departure and Return date fields and select appropriate dates from the calendar.
Use the remaining fields in this section to define the appropriate time range.
If a car rental will be necessary for the reservation, click Pick-up/Drop-off car at airport checkbox.
If a hotel will be necessary for this reservation, click Find a Hotel checkbox, and then complete additional applicable Hotel fields.
Click Search. Flight search results display.
If personal travel is combined with business travel, a flight comparison must be obtained (at time of booking) from the preferred UConn Travel Management Company, or via Concur.
Selecting a Flight
Flights are sorted by Price – Low to High, by default. Each fare option includes both the departure and return flight per result.
Scroll through the flight search results to locate a desired flight.
Click View Fares. Fare options and other flight details display.
Click the informational icons for any allowable flight to see applicable details for each option.
Click an allowable flight fare. The Review and Reserve Flight page displays.
Review and Reserve Flight
Scroll through the Review and Reserve Flight page to confirm accuracy.
If booking for a Guest or Student enter the required Student/Guest’s information as noted with the red asterisks.
Title
Legal First Name
Middle Name (on ID) or check the No Middle name box
Legal Last Name
Gender
Date of Birth
Phone
Email
Optionally you may also enter the Known Traveler Number, DHS Redress No., and the Airline Frequent flyer rewards number.
Edit or Add information, as necessary.
Traveler information will auto populate from the travelers profile, if available. See the Concur Navigation and Profile Setup documentation for details regarding Profile Setup.
If your Travel Card information has been previously saved to your Concur Profile, it will be listed under the “How would you like to pay” drop down menu.
We recommend that you use your Travel Card as the form of payment for the Student/Guest.
Click Reserve Flight and Continue to confirm.
If you are not booking a car rental or hotel as well skip ahead to the Travel Details section of this document.
Selecting a Car Rental
If a rental car was requested with your initial trip search, the rental car search results display next.
UConn’s preferred car rental providers include Enterprise and National. If an alternate car rental company is used, you will need an Enterprise or National comparison from Anthony Travel.
(1) GUESTS and STUDENTS – For Enterprise/National car rentals employees can book a in Concur for guest and students but the employee will need to contact Anthony Travel in order to direct bill the charges to UConn (The UConn Travel card cannot be usedc for guest car rental charges). Please note these charges will show up in the UConn employee’s Available expense queue in Concur, where they will need to submit a Concur Expense report. Alternately, the guest can pay for the car rental out of pocket and seek reimbursement through HuskyBuy.
Review car rental search result options.
Scroll through the search results.
Click a Total Cost to make a Most Preferred Car Rental selection. he Review and Reserve Car screen displays.
Review Rental Car details for accuracy.
Business travel car rental charges should be charged to your Travel Card. A comparison quote must be obtained from the TMC (Anthony Travel) if personal travel is combined with business travel. Personal car rental charge difference should be charged to your personal card.
Confirm the Rental Car Preferences and Driver Information details are complete and accurate. Edit as necessary.
If booking for a Guest or Student enter the required Driver Information details noted by the red asterisks:
Title
Legal First Name
Legal Last Name
Phone
Email Click Reserve Car and Continue.
Optionally you can also enter the traveler’s Rental Car Agency reward program number.
Search results for next segment display, as applicable.
For any car rental reservation, that falls within a class that is not compliant to the travel policy, a price comparison (dated at the time of booking) must be obtained. Price comparisons should be attached to the respective expense report with the car rental expense. For more information contact travel@uconn.edu, or the Accounts Payable team directly.
Selecting a Hotel
If a hotel was requested with your initial trip search, the hotel search results display next.
From the Hotel Per Diem Locations screen, confirm the Country, State, and Location fields have accurately prepopulated based on the hotel details.
Click Next. The business/personal travel prompt displays.
Read through the business/personal travel prompt and then click OK. The Hotel search results display.
Review the hotel search result options.
Click View Rooms for the desired hotel. Hotel rate details and room options display.
Click the desired rate/room.
If the hotel selected exceeds 150% of the allowable Hotel Per Diem, additional information will be required.
If selecting a Hotel option that exceeds 150% of the allowable Hotel Per Diem for the location you are traveling to, additional information is required within Concur. Additionally, the traveler should obtain written approval from Dean/Director/Department Head.
Review details for accuracy.
Confirm the Hotel Room Preferences.
For Guest and Student hotel bookings at local hotels with UConn Travel Rate Agreements enter in the Comments field under the Hotel Preferences: “UConn Guest – Charge Room rate only” or specify exactly what hotel expenses should be charged to the employee’s travel card e.g. Parking, etc.
If booking for a Guest or Student enter Hotel Guest Information required as noted by the red asterisks:
Title
Legal First Name
Legal Last Name
Phone
Email
Optionally you can also enter the traveler’s Hotel’s reward program number.
If your Travel Card information has been previously saved to your Concur Profile, it will be listed under the “How would you like to pay” drop down menu.
(1) GUESTS and STUDENTS - The University has negotiated rate agreements with several local hotels. Employees can book these local hotels in Concur and utilize their University Travel Card to pay for the guest or student local hotel stay without having to complete a 3rd Party Credit Card Authorization. For a list of local hotels please see UConn Travel Rate Agreements. For hotels without a UConn negotiated rate agreement, employees can use their travel card to book in Concur for the guest or student but would need to work with Anthony Travel to secure a 3rd Party Credit Card Authorization form. In both instances advise the Guest or Student they will need to provide a personal credit card at check-in for incidentals (nonreimbursable expense such as movie rentals, etc.). Alternately, the guest can also choose to pay out of pocket and provide their own form of payment to cover the duration of their stay, upon check-in then seek reimbursement through HuskyBuy after the trip has ended.
If the Guest would like to use their own credit card to secure the booking, select the option to Use a temporary card and enter the credit card type, credit card number and expiration date.
Review the Rate Details and Cancellation Policy information.
Check the “I agree to the hotel’s rate rules, restrictions, and cancellation policy” box.
Click Reserve Hotel and Continue.
Travel Details
From the Travel Details screen,
Scroll through each segment to review the trip details, including the total estimated cost of the trip.
Make any necessary changes.
Click Next. The Trip Booking Information screen displays.
Review the Trip Name. Edit as desired.
If booking for a Student or Guest, the email address entered earlier in the booking process will automatically populate in the field Send a copy of the confirmation to:
Make the appropriate selection from the Airfare charged to a Federal grant? dropdown.
There is no option to hold a trip before booking. Airfare is not ticketed upon booking, rather a UConn travel agent will send a follow-up email with a ticket number once a seat is confirmed on a flight.
Click Next. The Trip Confirmation page displays with details.
To complete booking, scroll down to click Confirm Booking. Trip details are sent to an agent for ticketing.
Click Finish.
To ensure the booking is completed, we suggest that you keep clicking next until there are no further next options and the finial confirmation page of the booking appears that says your trip is confirmed.
Shortly after travel is booked, Concur will send an email to the traveler (and their delegate(s), if applicable) confirming travel details. Within 24 hours, Anthony Travel will send a separate email confirming ticketing number, and respective flight information, if a flight was booked.
Cancelling or Changing Airline, Rental Car, or Hotel Reservation
If an upcoming trip requires changes or a partial cancellation, please contact Anthony Travel for Assistance.
If an upcoming trip requires a full cancellation of all segments, you have the option of canceling your booking online in Concur or contacting Anthony Travel for assistance.
Follow the instructions below to complete a full cancellation of all segments on your trip in Concur.
Click Travel at the top of the Concur page.
In the Travel module, click Upcoming Trips. To review trip details, click on the link under Trip Name/Description.
Click Cancel Trip.
The Cancel Trip popup box will display. Enter any comments you would like to add for reporting purposes.
If a hotel was booked as a part of the trip you are cancelling, Concur will display the Rules and cancellation policy. Click the check box to agree and click Continue.
The cancellations details will display with a message confirming your trip has been successfully cancelled.
Additional Support
For help with Concur, contact travel@uconn.edu.
For additional reference material, refer to the Training and Resources page located on the Travel Services page.