Overview
This article demonstrates how to book travel using Concur Travel.
Essential Information
- Confirm that all travel bookings are following policy.
- Concur Travel, the Travel module in Concur, is UC San Diego's direct booking tool for University travel.
- Employees have access to UC-negotiated rates within this single platform.
- Concur requires a completed Profile in order for you to make travel arrangements; scroll through each Concur Profile section to ensure completion before proceeding with the following steps to book travel.
- When booking airfare, we recommend making your seat selection directly on the airline's website or mobile app.
- After your ticket has been confirmed, take the Airline Record Locator (PNR) from the Balboa invoice to the airline website and select your seat there.
- Note that seat selection is based on availability.
- A Travel Request must be completed and approved prior to booking travel, see KB0032013: How to Create a Travel Request.
- All employee travelers seeking to book trains, car rentals, or non-local hotels in Concur Travel should have a Travel & Entertainment Card.
- For booking Guest (Non-UCSD Employee) travel via Concur travel, please reference the second section below.
- If booking for another employee, ensure that you have been added as their Travel Assistant and Delegate:
- When booking travel arrangements for a group, please contact Balboa Travel directly (provide them with your Request ID) and they can assist with the group's accommodations.
Next Steps
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Video: How to Book Travel in Concur Travel (Click above Image)
1. Login to Concur
a. If you are using the Concur Travel module on behalf of another user as a Delegate, you must select the option to act as their Delegate before starting this process.
2. Select the Home dropdown and then click on Travel.
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3. Select type of trip search (airfare, car rental, hotel, train)
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4. Enter Search Criteria
5. Select Search
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6. In Welcome to Concur dialog box, enter Request ID:
a. See KB0032739: How to locate Concur Report Key, Report ID, and Request ID to find the Request ID.
b. Concur Travel can also be used for personal travel - in such a case, a Request ID isn’t necessary.
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7. Check the information/alerts to ensure purchase is within policy.
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8. Click Select for desired booking
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9. Ensure UCSD CTS Air Charge Card (for airfare), Local Hotel Card (for local hotels), or Travel & Entertainment Card is selected for method of payment.
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10. Select Reserve Flight and Continue.
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11. Your reservation will be in Concur under Available Expenses by the next day.
Overview
This section provides a brief overview of booking guest travel via Concur Travel.
Essential Information
- You will need all of the non-UCSD employee traveler’s personal information so you can get the ticket in their name.
- Information has to match their identification, failure to do so will result in invalid tickets and inability to board flight.
- Alternatively, the traveler may call Balboa Travel to book, in this case provide them with the Concur Request ID.
- Reservation will be placed under the employee’s Available Expenses in Concur, who will be creating the Request and Expense Report.
- For the rest of the Guest Travel process in Concur, see KB0032015: How to Process Non-Employee (Guest) Travel in Concur.
Next Steps
Booking Guest Travel via Concur Travel:
1. The steps for booking travel for a guest are similar to booking travel for an employee, with two variations:
2. Select Booking for a guest when entering search criteria.
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2. After selecting a reservation, the system will ask you to enter the Guest Traveler’s information.
3. Confirm this information is correct before reserving the flight for the Guest Traveler.
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