Booking Travel in Concur

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.

This reference page covers best practices when using Concur to book airfare, car rental, and/or hotel reservations.

Table of Contents

Logging In

1. Navigate to any web browser.

2. Access Concur by logging in through our website at Travel Services and clicking “Login to Concur Travel & Expense.”

Booking Travel

1. From the Concur homepage, navigate to the Trip Search section. The Air tab is selected by default.

2. Select a flight option (e.g., Round Trip, One Way or Multi-City).

3. Type a departure city, airport name, or airport code in the From field. Live search results display.

4. Click to select the preferred departure airport.

5. Type an arrival city, airport name, or airport code in the To field. Live search result display.

6. Click to select the preferred arrival airport.

7. Click in the Departure and Return date fields and select appropriate dates from the calendar.

8. Use the remaining fields in this section to define the appropriate time range.

9. If a car rental will be necessary for the reservation, click Pick-up/Drop-off car at airport checkbox.

10. If a hotel will be necessary for this reservation, click Find a Hotel checkbox, and then complete additional applicable Hotel fields.

11. Click Search. Flight search results display.

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.

1. Scroll through the flight search results to locate a desired flight.

2. Click View Fares. Fare options and other flight details display.

3. Click the informational icons for any allowable flight to see applicable details for each option.

4. Click an allowable flight fare. The Review and Reserve Flight page displays.

Review and Reserve Flight

1. Scroll through the Review and Reserve Flight page to confirm accuracy.

2. If booking for a Guest or Student enter the required Student/Guest’s information as noted with the red asterisks.

   1. Title

   2. Legal First Name

   3. Middle Name (on ID) or check the No Middle name box

   4. Legal Last Name

   5. Gender

   6. Date of Birth

   7. Phone

   8. Email

3. Edit or Add information, as necessary.

4. 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.

5. Click Reserve Flight and Continue to confirm.

   1. 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. Review car rental search result options.

2. Scroll through the search results.

3. Click a Total Cost to make a Most Preferred Car Rental selection. he Review and Reserve Car screen displays.

4. Review Rental Car details for accuracy.

5. Confirm the Rental Car Preferences and Driver Information details are complete and accurate. Edit as necessary.

6. If booking for a Guest or Student enter the required Driver Information details noted by the red asterisks:

   1. Title

   2. Legal First Name

   3. Legal Last Name

   4. Phone

   5. Email Click Reserve Car and Continue.

7. Search results for next segment display, as applicable.

Selecting a Hotel

If a hotel was requested with your initial trip search, the hotel search results display next.

1. From the Hotel Per Diem Locations screen, confirm the Country, State, and Location fields have accurately prepopulated based on the hotel details.

2. Click Next. The business/personal travel prompt displays.

3. Read through the business/personal travel prompt and then click OK. The Hotel search results display.

4. Review the hotel search result options.

5. Click View Rooms for the desired hotel. Hotel rate details and room options display.

6. Click the desired rate/room.

7. If the hotel selected exceeds 150% of the allowable Hotel Per Diem, additional information will be required.

8. Review details for accuracy.

9. Confirm the Hotel Room Preferences.

10. If booking for a Guest or Student enter Hotel Guest Information required as noted by the red asterisks:

    1. Title

    2. Legal First Name

    3. Legal Last Name

    4. Phone

    5. Email

11. 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.

12. 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.

13. Review the Rate Details and Cancellation Policy information.

14. Check the “I agree to the hotel’s rate rules, restrictions, and cancellation policy” box.

15. Click Reserve Hotel and Continue.

Travel Details

1. From the Travel Details screen,

2. Scroll through each segment to review the trip details, including the total estimated cost of the trip.

3. Make any necessary changes.

4. Click Next. The Trip Booking Information screen displays.

5. Review the Trip Name. Edit as desired.

6. 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:

7. Make the appropriate selection from the Airfare charged to a Federal grant? dropdown.

8. Click Next. The Trip Confirmation page displays with details.

9. To complete booking, scroll down to click Confirm Booking. Trip details are sent to an agent for ticketing.

10. Click Finish.

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.

1. Click Travel at the top of the Concur page.

2. In the Travel module, click Upcoming Trips. To review trip details, click on the link under Trip Name/Description.

3. Click Cancel Trip.

4. The Cancel Trip popup box will display. Enter any comments you would like to add for reporting purposes.

5. 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.

6. 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.

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