Overview

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This KBA will demonstrate how to book travel using Concur Travel

Critical Concepts

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• 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 How to Create a Travel Request KBA 
• All employee travelers seeking to book trains, car rentals, or non-local hotels in Concur Travel should have a Travel & Entertainment Card
  
  • See How to request a Travel & Entertainment Card KBA
• 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 
  
  • Travel assistants/arrangers and Delegates must also complete their profile
  • See How to add a Request and Expense Delegate
  • See How to add a Travel Assistant/Arranger KBA

Steps to Take

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Video: How to Book Travel in Concur Travel (Click above Image)

 

1. Log into 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 Travel module from the top of the screen

3. Select type of trip search (airfare, car rental, hotel, train)

4. Enter Search Criteria  

5. Select Search

6. In Welcome to Concur dialog box, enter Request ID

a. See How to locate Concur Report Key, Report ID, and Request ID KBA to find Request ID

b. Concur Travel can also be used for personal travel - in such a case, a Request ID isn’t necessary

7. Check the information/alerts to ensure purchase is within policy

8. Click Select for desired booking

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

10. Select Reserve Flight and Continue

11. Your reservation will be in Concur under Available Expenses by the next day

Booking Guest Travel via Concur Travel

• This section will provide a brief overview of booking guest travel via Concur Travel 

Critical Concepts

• 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 the How to Process Non-Employee (Guest) Travel in Concur KBA

Steps to Take

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

2. After selecting a reservation, the system will ask you to enter the Guest Traveler’s information

3. Confirm this information is correct before selecting Save