Overview

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This article demonstrates how to book travel using Concur Travel.

Essential Information

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• Confirm that all travel bookings are following travel 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, you are now able to select your Seat (no fee) in Concur.
  • Note: Not all airlines have seat selection available in Concur.
  • For flights that you are not able to reserve your seat directly in Concur, 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 and may not apply to code share flights. 
• A Travel Request must be completed and approved prior to booking travel, see KB0032013: How to Create a Travel Request.
  • A Travel Request is a preauthorization and it does not issue payment. 
• All employee travelers seeking to book trains, car rentals, or non-local hotels in Concur Travel should have a Travel & Entertainment Card.
  
  • See KB0032026: How to request 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/Arranger and Delegate:
  
  • Travel assistants/arrangers and Delegates must also complete their profile
    • See KB0032821: How to Add a Travel Assistant/Arranger.
    • See KB0031969: How to add a Request and Expense 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.
• Keep an eye out for the icons/alerts that come up throughout the booking process as they contain important information.
  • Click into those icons to read the information they are providing (handshake icon, (i) icon, star icon, triangle alert icon)

Next Steps

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Video: How to Book Travel in Concur

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 the booking process. 

2. Select the Home dropdown and then click on Travel.

3. In the Trip Search section, select what you want to book: Airfare, Car Rental, Hotel Accommodation, Train.

1. In this example, we will be booking a flight.

4. Enter Search Criteria and select Search.  

1. In the Time Preferences section you can select the time of the day you prefer your flights to be (i.e. morning, afternoon, evening).

5. In the next screen, choose your preferred departure flight by clicking into it and then click on the Select Fare button.

1.  Keep an eye out for the icons/alerts that come up throughout the booking process (handshake icon, (i) icon, star icon, triangle alert icon) as they contain important information. 

6. Repeat the same process to choose your departure flight, and then click the Select Fare button.

7. In the Review and Book section, review the flights that you selected, and this is where you will also enter the Traveler Information. 

8. If you scroll down to the Additional Information section, this is where you would select if your trip was for a Business trip with Request ID or Personal.  

1. If you select Business trip with Request ID, this is where you would enter your 4-digit Travel Request ID (refer to KB0032013 for information on creating a Travel Request).

9. Under the Estimated Total Cost section, make sure to choose the UCSD CTS Air Charge Card as the form of payment for airfare purchased in Concur if it's associated with a business trip.  

1. If the trip is personal, then you will need to enter your own personal form of payment. 

10. Select the “I have read and accept the rules and restrictions and policies. I authorize SAP Concur to share my Traveler Information and preferences with the travel provider” box and then click the Book and Continue button. 

11. In the next page, you will add a description for your trip in the Trip Description field, and from this page you can also choose to add Lodging Accommodations and/or Rental Car if needed.   

12. After doing that, click the Finalize Trip button to finalize the booking process. 

1. You will find your Trip Itinerary under your Trip Library in Concur. 

Overview

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This section provides a brief overview of booking guest travel via Concur Travel. 

Essential Information

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• 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 on behalf of the Guest Traveler.
• For the rest of the Guest Travel process in Concur, see KB0032015:  How to Process Non-Employee (Guest) Travel in Concur. 
• Even though we have transitioned to the New Concur Travel Booking Experience, booking Guest Travel will remain in the old travel booking experience. 
  • For more information on how to book travel in the old travel booking experience, review the How to Book Travel video. 
    • Note: This video was recorded in the old home page User Interface (UI), however, the process for booking travel remains the same. 
• All guest travelers, will need to be invited to register as Payee's in PaymentWorks. 

Next Steps

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Booking Guest Travel via Concur Travel:

1. Once you're in the Trip Search section, select Booking for a guest.

2. Enter the Search Criteria. 

3. Select Search.

4. In the Welcome to Concur dialog box, enter Travel Request ID:

1. See KB0032739: How to locate Concur Report Key, Report ID, and Request ID to find the Request ID.
2. Concur Travel can also be used for personal travel - in such a case, a Request ID isn’t necessary and you would just select Personal from the dropdown.

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

6. Click Select for desired booking

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

1.  Confirm this information is correct before reserving the flight for the Guest Traveler.

9. Ensure the UCSD CTS Air Charge Card (for airfare), or the Local Hotel Card (for local hotels) is selected as the method of payment.

10. Select Reserve Flight and Continue.

11. In the next screen, you can review the Travel Details (trip itinerary, the total estimated cost, the traveler information) and then click the Next button that will be located at the bottom of the page.

12. In the Trip Booking Information section, you will be prompted to provide a Trip Description and then you will select Next. 

13. To finalize the booking, in the Trip Confirmation page, you will scroll all the way to the bottom and then click the Purchase Ticket button.  

1. Your reservation will be in Concur under Available Expenses by the next day and you can access your itinerary under your Trip Library.