FAQ s Concur Travel. How do I log out of Concur Travel? Click on the Profile drop down link in the upper right corner. Click on Sign Out.

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1 FAQ s Concur Travel How do I log into Concur Travel? Go to Click Book Travel in upper left corner Member ID: Your full address Initial Password: fortune123 If you wish to change your password, once signed in, click on the Profile drop down link in the upper right corner. Then click on Profile Settings and the Change Password link. Follow the directions. How do I log out of Concur Travel? Click on the Profile drop down link in the upper right corner. Click on Sign Out. What should I do the first time I log into Concur Travel? The first time you log into Concur Travel, you must: 1. On the top menu bar, upper right, click the Profile drop down link. Then click on Profile Settings/Personal Information which will bring you to the top of your travel profile. 2. Complete the information and click the blue Save buttons along the way if you are entering a lot of information. 3. At the end of your profile, click SAVE and wait until you see the Profile Saved green indicator in the upper right corner. Your information will synchronize into the travel counselors computer system as well. Your Concur Travel profile becomes your Master profile. Therefore, it is important to complete all sections such as passport information even if you will not be using Concur Travel to make international reservations. Upon calling Professional Travel for an international reservation, the counselor will already have that information stored in their system. Important Notes: Disabled fields (shown in gray) cannot be changed. If there are errors in these fields, contact Professional Travel s On-Line Fulfillment Support Team: Phone: , Press 1 FBHSConcur@protrav.com Fields marked [Required] (shown in red) must always be completed to save your profile. Depending on how your site was configured by your company, there may be other fields required. Concur will alert you, upon saving, if a field is missing: Middle Name or Initial to match your ID. If no middle name, check the No Middle Name box. Work or Home phone number. 1 address is already populated with your work address. Under the TSA Secure Flight section, gender and date of birth is required. FBHS Concur FAQ s 2017 Page 1 of 18

2 Your Name and Airport Security: Please make certain that your first, middle, and last names are identical to those on the photo identification that you will be presenting at the airport. Due to increased airport security, you may be turned away at the gate if the name on your identification does not exactly match the name on your ticket. In addition, you should ensure all your Contact Information is up to date. Complete the Travel Preference section by including all your frequent traveler program numbers which will transfer automatically into all of your reservations. Some tips: Enter frequent flyer/guest programs EXACTLY as they appear on your card, excluding spaces and dashes. Do not add any additional characters. Do not include the carrier code. If you enter a program incorrectly, you will get a profile error from the reservation system. For example, if your card is printed "AA12345" or "John Doe/12345", your program number is "12345". When entering the frequent flyer number for an airline, you can also make that airline the default airline for an Alliance program i.e. if you make United the default airline for the Star Alliance and fly Air Canada, your miles will be credited to your United mileage bank unless you designate Air Canada during that particular booking. This can be changed on the fly at the bottom of the availability screen. When entering the frequent guest numbers for hotels, use the parent chain indicator so your frequent number will apply for all brands that are part of the parent; i.e. choose All Marriotts, so your number will be transferred to Marriott, Residence Inn, Courtyard, etc. Within the Travel Preference section, you can add a Message to the Vendor for car and hotel preferences. During your booking, you can change this hard coded message on the fly for just that one booking rather than changing it every time in your profile. You ll note a Provide Rental Car Preferences or Provide Hotel Room Preferences section in the middle of your Review and Reserve screen. You can overtype what is currently stored in your profile for just that particular reservation. Ensure your individual Corporate Credit Card is in your Concur Travel profile. You must edit this card in order to make it your default business card: Click on the pencil icon next to the credit card (right side of screen) to edit. When the pop-up box appears, locate the Use this card as the default card section. Place check marks in the Plane Tickets, Rail Tickets, Car Rentals and Hotel Reservations boxes. Click Save in the pop-up box. Click the blue Save button on your profile page. If you are a travel arranger, instruct your traveler to go to their profile, navigate to the Assistants and Travel Arranger Section towards the bottom of their profile, and add you as their assistant. If they do not see you in the list of people to select from, you might not have access to Concur Travel. To add yourself as an arranger to the list, send a request to Professional Travel s On-Line Fulfillment Support Team at FBHSConcur@protrav.com. FBHS Concur FAQ s 2017 Page 2 of 18

3 Once your traveler adds you as their arranger, you will then have the capability to use the Arranger link from the Travel tab to easily manage all your travelers from one screen. Click on the Profile drop down link and you will see the Administer for Another User section where you can click on the drop down box and select appropriate traveler. If you have any problems or questions, contact Professional Travel s On-Line Fulfillment Support Team: Phone: , Press 1 FBHSConcur@protrav.com What do I do if I forgot my username and/or password? Select the Forgot your user name link on the FBHOnline sign-on page. You will be prompted to enter your address and your user name will be ed to you. If you forgot your password, select Forgot your password link and you will be prompted to enter your login ID. You will be sent an to reset your password. How do I activate my mobile device within Concur Travel? Go to the Profile drop down link, click on Profile Settings, click on Mobile Registration. To log in to Concur on your mobile device, you must enter your User Name and a Mobile PIN in the spaces provided. Your PIN can include letters, numbers, and special characters such as!,$, or # but no spaces. Click Create/Update Mobile PIN. Currently Concur Travel supports Blackberry, Android, Windows Phone, iphone and ipad. Click the Learn More links within this section of your profile to view demos and obtain further information. Is my information entered in the travel profile shared with or seen by anyone? Only you as the traveler and your designated travel arranger have access to the profile information. The travel arranger does not have access to your personal credit card information. No one has access to your number, as it is a secure site. Only the last four numbers of your credit card are shown. What credit cards are on file with Concur Travel? My recent car rental was charged to my personal card. If your company is using Concur Expense as well, your individual Corporate Credit Card has been moved from Concur Expense into your Concur Travel profile. You must use above specified card for your air/rail, car rental and hotel reservations. If any portion of your trip was charged to your personal card, it s because your Corporate Card was not selected in Concur Travel as your default card. Be sure you edit this card in your profile and ensure it is the default card so your air ticket will be correctly charged and your hotel will be guaranteed against this card as well. See Page 2 for instructions on how to make your Corporate Card the default card. For car rentals, you should check your Avis, Hertz and/or National/Enterprise profiles since your credit card number is stored within those profiles. Make sure the credit card numbers and expiration dates match in both the car rental system and Concur Travel. FBHS Concur FAQ s 2017 Page 3 of 18

4 How do I get help for using Concur Travel? Refer to the home screen of the Travel tab. The Company Notes tab provides you with all pertinent phone numbers and addresses. In addition, you can click the Help link in the upper right corner. What are the benefits of using Concur Travel to book my business airfare? Access to all major airline fares, displayed in an easy to read matrix, not just the specific airline fares when going to their website. Professional Travel s systems search for and rebook lower fares as they become available and when it makes economic sense to do so. Ticket inventory which allows usage of unused ticket value toward future trips. 24 hour traveler assistance by phone. The ability to void a non-refundable ticket purchased on most airlines by 5:00 PM the next business day without penalty. (Note: The ability to void a ticket is governed by rules specific to each airline and the Airline Reporting Corporation. Concur Travel will display a message warning the purchaser if a ticket on a particular airline cannot be canceled). When should I call Professional Travel vs. using Concur Travel? Concur Travel should be used to book all airline, car rental and hotel arrangements for simple, domestic flights in general. These types of bookings can then be saved as a template and launched with one click at a later date to book the same itinerary. For multi-leg, more complicated domestic trips, you may want to consider contacting your Professional Travel Team directly to assist. In addition, you can use Concur Travel for international travel but Professional Travel advises that unless the trip is a routine, simple point to point itinerary, i.e. roundtrip Chicago to London, you should call the travel agency. Although the Concur Travel product can price international itineraries, we feel it is a best business practice to utilize a skilled international agent to arrange such travel as creative ticketing can be utilized in order to save you money. If I find a lower fare on another commercial internet site, can I book it? No you should attempt to book the itinerary using Concur Travel first since, with some suppliers, Concur Travel has direct connections into the inventory. In addition, the GDS (Global Distribution Systems) companies have agreements in place with major US airlines requiring them to provide access to all their published airfares which they also make available online. Your company wants to be able to track all travel costs in a central database by booking outside the system, we lose the data crucial during supplier negotiations and we are unable to contact you in case of a crisis; i.e. 911, volcanic ash incident, etc. We realize that occasionally internet fares can be lower. The airlines load domestic fares 3 times a day and international fares 5 times a day. These fares trade much like the stock market, well over 100,000 fare changes done each day and, at any given time, a lower fare could be captured in any given system at a particular moment in time. Keep in mind that many of the airline sites or other consumer sites will show fares/rates as low as a certain price, but until you actually confirm it, it may not really be available. FBHS Concur FAQ s 2017 Page 4 of 18

5 Some factors to consider if comparison shopping and you find a lower fare/rate: Concur Travel searches for lowest fares based on a time window your company s site is set to default to <<3>> hours before or after the departure or arrival time you have selected for each flight. Therefore, the exact same parameters must be used when comparing to public booking sites. Advise Professional Travel immediately so a price comparison can be conducted and any issues reported if necessary even waiting a few hours will render an inconclusive analysis. Screenshots of fare differences would be helpful to determine if the searching was truly an apples-to-apples comparison. If screenshots are not available, date and time when going online to external site(s) will be helpful. Be aware that some websites do not include taxes until the final purchase screen making Concur Travel fares appear higher our fares include taxes upfront. Similarly for hotels, users can enter parameters to search for hotels within a given number of miles from the search criteria; i.e., 20 miles from the airport or a particular address again the exact same parameters must be used when comparing to public booking sites. For car rentals, your negotiated program includes the insurance. Booking on a consumer site could place your company at risk since insurance is not built into those rates. Professional Travel will research your booking and try to find this lower fare within their system and book it for you. This itinerary will then synchronize back into Concur Travel within 24 hours after ticketing so you will have access to it for expense reporting. May I use Concur Travel for booking personal (non-business) trips? No. Concur Travel is set up with your corporate travel policy and is meant to function as a corporate tool. If you wish to book personal/vacation travel, Professional Travel offers your company a Vacation Services Desk. Call , and at the prompt enter x4753. Or you can your request to leisure@protrav.com. How do I schedule a multi-leg flight? On the Travel screen, click the Flight/Airplane icon tab. Click Multi-Segment radio button. Enter your departure and arrival information for each segment and then click Search. Click the Add Segment link if you need more drop down boxes for additional legs of the trip. Concur Travel will first book each airline leg, then sequentially will book car/hotel for the first leg, car/hotel for the second leg, etc. This is so the arrival/departure dates/times for the car and hotel are pre-populated with flight arrival/departure times. How do I reserve a car or hotel? If you specified that you need a car and/or hotel on the Flight/Airplane icon tab when you reserved your flight, you can click the box(es) for Pick-up/Drop-off Car at airport and/or Find a Hotel. After making your air booking, Concur will sequentially bring up a car availability and/or hotel availability screen for completion. If you wish to reserve a car or hotel without making air travel reservations, click the Car icon or Hotel icon tabs in the Trip Search area, left hand side. Select the appropriate city and then search for a car or hotel. You can also click the More Search Options link for filters. FBHS Concur FAQ s 2017 Page 5 of 18

6 How do I search for an airport or hotel near my company locations? If during implementation, your company chose to do so, Professional Travel may have loaded all your company locations into Concur Travel. When beginning a flight search from the Travel tab, you can click the Find an Airport link under the departure city. When the pop-up appears, click the Company Location radio button and begin typing the city name and/or state in the search box. Select appropriate location and click the Search button. A map with the appropriate airports by mileage from your location will appear. You can then Choose the airport from this screen. When searching for hotels from the home Travel tab, when you click the Find a Hotel box, a drop down menu appears. Click on the Company Location radio button and choose from the drop down menu. Why is the default for departure and return times on Concur Travel set at <<3>> hours? A 2 3 hour window is considered industry best practice. You have the ability to change the window to a longer period, up to 23 hours, to increase the possibility of finding lower fares. Keep in mind that the longer the search window is, the longer the processing time while Concur Travel searches for hundreds of different possibilities. In addition, and depending on your site configuration, you may be notified that there are non-stop flights but they don t exactly fit the times you have entered. If you wish, you can change your search criteria to include the non-stop flight(s). How do I book airline fares by individual flight segments? There are 2 methods to book airline fares by individual flight segments. From the Home Page/Travel screen, on the selection menu on the left side of the screen, you can select via a dropdown menu to Search Flights by: Price or Schedule. This allows you to pick outbound and return flights via radio buttons and then price them. Or, you can first search by price, retrieve the availability screen and then Shop by Schedule by clicking that tab. By clicking this tab, Concur Travel will present outbound and return flights. You can then select your Flights and compare them to other options presented underneath a Selected Fare shaded box. You can toggle between both tabs ( Shop by Fares and/or Shop by Schedule ) and use the filter options in the grid as well as any filters in the left window pane. When I search by schedule on my initial availability, why are the prices not displayed in the search results? When you choose to Search by Schedule, you will first see a list of outbound flights as noted by the highlighted Outbound tab. After you select the appropriate Outbound flight tab, Concur Travel places it in a Chosen Carriers shaded box. The Return flight tab is then automatically selected so you can then choose your return flight to add to the Chosen Carriers box. Click the blue button called Price these Options and Concur Travel will then display the price for your selected flights in a Selected Fare box as well as several similar flights below this box for price comparison. You can toggle back and forth between the Shop by Fares / Shop by Schedule tabs. Note - if you choose to search by price on the initial availability screen, you can then toggle to the Shop by Schedule tab. You will see pricing FBHS Concur FAQ s 2017 Page 6 of 18

7 indicated as From. Once you select your return trip, Concur Travel will price the entire round trip option. Is there any way to display departure and return options from more than one airport at the same time? I have two main options and like to check prices and times for both. There are some airports that are classified as co-terminals in all of the online and GDS (Global Distribution Systems) used by the counselors. Some examples are: Cleveland/Akron Los Angeles/Santa Ana Orange County/Ontario LaGuardia/JFK/Newark Washington/Baltimore/Dulles From the Trip Search/Travel home screen, after entering your Departure and Arrival Cities, click the Select Multiple Airports link. A pop-up box appears where you can search up to 200 miles from your selected departure or arrival airport for additional airports to include in your search. When the availability screen displays, you will notice a Multiple Airports Selected note in the airport fields. Proceed by entering your departure/return dates and begin your availability search. In addition, from the left pane, you can click the Change Flight Search area towards the top of the screen and change the From or To boxes and/or departure/arrival times and then click Search. A new availability screen will appear. You ll notice a Previous Searches box now appears in the left pane and you can click to drop down past searches. Click on one of them to view again and click Load. This allows you to toggle back and forth between various searches without starting completely over from the home screen. How do I narrow down my flight availability list so I don t have to sift through hundreds of flights? There are several different methods of using filtering and sorting on the flight availability screens to narrow down the flight search: Using the matrix/grid, click on the airlines across the top to only show a particular airline or click along the left hand side to only show non-stops, 1-stops or 2-stops. For example, to show only United non-stops, click in the box where United and non-stop intersect. The availability screen changes to only show those results. To turn off this filter, click in the upper left box of the matrix titled All to set it back to show all results. Use the Sorted By drop down box (top of availability list, right side) to change the order of flights; i.e. click Duration to show flights in low to high order based on length of flight. From the left window pane, use the slider bars to change departure and/or return times to filter out flights that don t fit within the chosen parameters. Use the slider bar to filter out prices. Use the Display Settings filters to hide non-refundable fares, to hide propeller planes and to ensure depart/return from same airport. As an example, if you had a Cleveland to Los Angeles outbound flight paired with a Burbank to Cleveland return flight showing in the availability display, by checking Depart/Return Same Airport Only, this flight would be hidden from the display. Use the Airport Filters section to filter out any co-airports you may not want; i.e. filter out Akron/Canton from Cleveland. Use the Connecting Airport Filters section to filter out certain connection cities. FBHS Concur FAQ s 2017 Page 7 of 18

8 Back on the right pane, click the Shop by Schedule tab to create your own outbound/return schedules and price the option. Then utilize all the above filters to narrow down the list of flights. How do I reserve seat assignments? Concur will do its best to automatically reserve you seats that coincide with your preference as shown in your profile. You can review the seat chart during the initial availability call by selecting the seat icon next to each flight. You can also change/select your seat assignments after selecting your flights from the Review and Reserve flights screen. Under the Seat Assignment section, you can Change or Choose your seats. Be sure to turn off your pop-up blocker in order for this to work properly. You can also add/change your seats after your booking is complete by retrieving your reservation from the Upcoming Trips tab and selecting the Change Seat link. How can I reserve a premium economy seat (economy plus, etc.) using my status with the airline? First let Concur assign generic seats or pick a regular economy seat when you reach the "Review and Reserve Flight" screen. Once you click "Reserve Flight and Continue", the airline is receiving the reservation and your frequent flyer information. You will now be able to change your seats to the premium economy seat at the "Travel Details" page. The airline will now recognize your status and confirm the seat, if your status allows. FBHS Concur FAQ s 2017 Page 8 of 18

9 Is there a travel alert feature like Orbitz has for departures, arrivals and delayed flights? Yes, from the Travel Home Screen, next to the Flight, Car, Hotel icon tabs, there is a Clock icon which, when clicked, brings up a Check Flight Status menu where you can enter From/To, Departure Date, Carrier Name and/or Flight Number. Concur Travel, at this time, does not programmatically send delay notifications. Travelers need to sign up on the airlines website(s) to have alerts sent directly to your /mobile phone. Concur has acquired TripIt, the market leader in mobile trip management. The TripIt Pro product does provide this capability. Please visit the website for more information and a video. The color coding (Red, Yellow, Green) for the RESERVE button is missing. With the most recent update to Concur, the color coding has been removed. What is the NEW coding for policy compliance? You will now see a triangle with an exclamation point. You can hover or click on the triangle to find the reason why the flight/hotel/car is out of policy. Typically, you will still be able to book the flight/hotel car, but need to select a reason why you are booking out of policy. What will happen if I purchase a fare that is labeled out of policy meaning not the lowest fare offered by Concur Travel? Upon selecting the higher airfare, as denoted by a Yellow triangle with an exclamation point next to the Fare button, you will be presented with a pop-up box and will be required to select a reason code from a drop down box. Your selected fare, along with the less expensive alternatives that were presented to you, will be listed on an Exception Report which will be provided monthly to your company s Travel Manager. The fare purchased will be considered out of policy if it is $100 more costly than the lowest logical fare offered. It is recommended that the traveler or travel arranger be prepared to provide an after-the-fact explanation, if requested to do so. FBHS Concur FAQ s 2017 Page 9 of 18

10 Why don t I see the yellow diamonds the designated the most preferred company supplier? Concur s most recent update eliminated the diamonds and replaced them with the designation of MOST PREFERRED and PREFERRED. Examples: Air Page Matrix Air options Hotel options How do I book a Southwest flight? Southwest Airlines is now available via Direct Connect. You no longer need to click on the SWABIZ link for Southwest content. Southwest will now be displayed side by side with other airline options. You no longer will need to leave the Concur site and book in Southwest s site. After selecting the desired flight(s), you ll notice that where you normally see a Reserve button, Southwest flights will say View Fares : FBHS Concur FAQ s 2017 Page 10 of 18

11 When you click on the View Fares link, the flight details screen will open with the various fare types available: After you select the type of fare desired, you can then click on the green Reserve button. Please note that the tickets are instant purchase and will be ticketed immediately after completing the Trip Payment information. You can also apply outstanding credits on the Trip Payment screen. You will see a link toward the bottom of this screen called Apply Ticket Credit with a link to Add Ticket Credit as shown below. Note - Southwest ticket credits must be used at the time of purchase in Concur, and cannot be applied after the fact. FBHS Concur FAQ s 2017 Page 11 of 18

12 How do I book Amtrak in Concur? From the Home Travel screen, select the Rail icon and enter in Departure/Arrival Stations as shown on the left. Consider the various availability options, select the type of fare and Select as shown on the right. From the Review and Reserve Rail screen, scroll down where you will see the Provide Ticket Delivery Preference section. A description of each is listed below: 1. Electronic - This method will allow you to open the /pdf on your phone to access the barcode. The tickets are actually being purchased directly with Amtrak, so they will the confirmation that includes the attachment. FBHS Concur FAQ s 2017 Page 12 of 18

13 2. Quik Trak the credit card swipe method 3. Ticket Counter Can I add a car or hotel to an airline reservation after it is booked? Yes, you can make changes before your ticket is issued and, depending on how your site was configured during implementation, you may be able to make changes after your ticket is issued. To add to or modify your trip, click the name of the trip on the Upcoming Trips tab on the Travel home screen. Concur retrieves your itinerary. From here you can change the various pieces of your trip by clicking the blue link called Change. You can also add air, car or hotel to your existing itinerary by using the blue links. FBHS Concur FAQ s 2017 Page 13 of 18

14 Why does Concur Travel display hotels that are outside my search distance? Concur Travel displays all company preferred hotels within a distance determined by your company, usually 30 miles from your reference point. Because Concur Travel uses a square rather than a circle as the search boundary, the search results can include hotels that are farther away than the distance you entered. How do I narrow down my hotel availability? Hotels are pulled into the availability display based on the search parameters you requested during the initial search; i.e. 10 miles from airport, company locations, address or reference point. The default display for hotels is to show all company preferred hotels first and then all other hotels within the search parameter in low to high order based on price. There are several different methods of using filtering and sorting on the hotel availability screens to narrow down the search: Use the Sorted by drop down box to change the order; i.e. click on Distance to show hotels nearest to your reference point used during initial search. Start to type the name of a hotel or chain in the Hotel Name Search box to filter the list. On the left window pane, click the Change Search link to make changes to your initial search, then click the blue Search button to pull up new availability. Use the Price slider bar to filter out low priced/high priced hotels. Use the Hotel Chain link to filter hotels by Chain, i.e. Courtyard, Residence Inn, Fairfield, or by Superchain (Parent Chain); i.e. select Marriott which would show Courtyard, Residence, Fairfield, Marriott International, etc. all rolled together. Click Reset to return to original state. Use the Hotel Amenities link to narrow the search based on certain amenities of interest keeping in mind that hotel amenities may change over time and without notice. Note that not all hotels have provided their amenities list. What is the difference between Hold Trip and Purchase Now? Purchase Now will purchase and ticket your flight as well as confirm car and hotel reservations. Hold Trip will save your itinerary and confirm the car and hotel but does not ticket your flight. You can come back later to purchase the flight. In order to prevent a hotel noshow charge, you will want to cancel a reserved itinerary if you are not going to use it. Also, airfare is subject to change until ticketed, so the fare could change until you purchase the ticket. When placing a trip on hold, a date and time will be displayed advising how long the trip may be held. Once this time limit has expired, the trip will be automatically cancelled by the system. You will receive an advising that the trip was not finalized and was cancelled. How do I pay for my reservations? When you reserve airfare, hotel, and car rental reservations, your default credit card as shown in your profile is used to purchase your reservations. Please confirm that your credit card information in your Concur Travel Profile is accurate. Your individual Corporate Credit Card must be used for all business travel. FBHS Concur FAQ s 2017 Page 14 of 18

15 If I ve made my booking via Concur Travel, but need some agent assistance on some part of the booking, how do I request help? After reserving your air, car and hotel, and reviewing the itinerary, you will be presented with a Trip Booking Information screen. From here, you can enter the name of your trip, purpose of trip and Comments for the Travel Agent. The comments typed in this box are meant to instruct the agent to assist you on some part of the booking where you were experiencing trouble and need their help. Please do not enter extraneous comments here since you will incur a higher fee and this booking will be placed in a help queue and worked manually by an agent. How is ticket fulfillment handled? When you use Concur Travel to reserve your air, car and hotel, Professional Travel will handle fulfillment/ticketing in the same manner as a phone reservation. Electronic tickets are issued and upon ticketing, Professional Travel will you a final itinerary/invoice in PDF format to be used for submission with your expense report. Under normal conditions, fulfillment or ticket issuance is done within minutes after you click on Purchase Ticket and no later than the end of the business day. Once the ticketing is done, the status in Concur Travel is changed within minutes. I have received 3 s for the same trip. How can I set which itinerary s I receive via Concur Travel? There are various settings within the Profile/Profile Settings/System Settings link as shown below: You can uncheck any of the above type of Concur Travel itinerary s. Click the? to obtain more information. Your travel arranger will still receive these s unless they uncheck them in their profile as well. You will still receive your official PDF from Professional Travel showing you your itinerary/invoice to be used at the airport as well as for submittal with your expense report. What documentation will I receive for payment/reimbursement purposes? Professional Travel will a copy of your final itinerary/invoice in a PDF file which should be attached to your expense reports. FBHS Concur FAQ s 2017 Page 15 of 18

16 How can I view the itinerary for flights I have already booked? On the Travel home page, review the Upcoming Trips tab. For more detailed information, click the appropriate trip name in the Trip Name/Description section. Concur retrieves your itinerary and provides various links for your use. If you make a reservation directly with Professional Travel; i.e. international, once that itinerary is ticketed, it will appear in your Trip List within 24 hours. Also, you can find all past trips in the Trip Library tab from the Travel home screen. How do I change my reservation after it's been booked? From the Travel home tab, click on the Trip Library tab. Concur will retrieve the trip and you can click links next to the air, car, and hotel segments to Change or Cancel any of the segments. When cancelled, the trip falls into a cancel queue and we then determine if it can be voided, or if we hold it for future use; i.e. non-refundable ticket. Note in some instances, depending on how your site was configured during implementation, you may not be able to cancel the air segment after it has been ticketed. If that s the case, you will not see a Cancel link next to the air segment. In those cases, if ticketing has already occurred on the air segments, the traveler/arranger will need to contact their appropriate Agent Team and not the Concur Travel Help Desk. The counselor will work with the user to rebook the flight in the most cost effective manner due to possible increases in the fare, airline penalties, minimum stay requirements, etc. Even though Concur Travel will programmatically allow changes, studies indicate that the cost could be up to 30% more since certain airline status allows less expensive changes and it may be less to void the ticket. This can only be determined and performed by an experienced counselor. The traveler/arranger can change their car rental through the Concur Travel site at any time. The traveler/arranger can change their hotel through the Concur Travel site up until the day/time of the hotel s cancellation policy. This will be shown on the hotel segment on your Concur Travel itinerary. Seat assignments can be updated as well up until departure time. Click on the seat icon next to the itinerary and ensure pop-up blockers are turned off in order to access the seat maps. Note: When you contact Professional Travel to cancel your reservation, the itinerary is not automatically removed from the Upcoming Trips section. To remove the canceled itinerary: In the Upcoming Travel tab, select the appropriate itinerary. Click View Request and then click Withdraw Request. If there are flight cancellations en route, what is the policy for getting re-routed? Should we contact Professional travel or the airline? You should contact Professional Travel who will work to re-route you. If necessary, we will call the airline directly using our supplier direct phone numbers to expedite the process as best as possible during irregular airline operations. FBHS Concur FAQ s 2017 Page 16 of 18

17 What should I do if I book an air reservation on Concur Travel, and a few hours later decide to add a car and/or hotel? To add to or modify your trip, click the name of the trip in the Upcoming Trips tab from the Travel home screen. Concur retrieves your itinerary. Use the Add to your Itinerary links on the right side. What type of confirmation do I need at the airport? You should bring a printed copy of the ed itinerary you receive from Professional Travel in PDF format with ticket number information or the paper ticket (whichever is acceptable by the airline) and a government approved identification document such as a driver's license, passport, VISA, etc. For travelers who travel only once, is there a different set-up? Can anyone arrange travel for these types of travelers? Travel arrangers can be set up to book one time travelers or guests. From the home Travel screen, select the Book for a Guest link. Begin the booking as normal and click Search. After you have selected the flights, the Review and Reserve Flights screen appears where you can enter the guest traveler s name, address and phone number, gender and date of birth (for TSA purposes). You can add their frequent flyer number, update seat assignments and add their payment information on this screen. You can also select your credit card if you/your department are paying for this trip. Continue to the car rental screen (you can skip a car at this point by scrolling to the bottom and selecting Skip Car ). After selecting the car, you can update the Driver Information screen; i.e. add the frequent renter number. Continue to the hotel screen (you can skip the hotel at this point by scrolling to the bottom and selecting Skip Hotel ). After selecting the hotel and room type, you can update the Guest Traveler information by adding their frequent stay number and adding their credit card to guarantee the room. The guest's trip will be subjected to the "Guest Class" policy, or in its absence, the policy which applies to you. Once the trip is booked, it will show up on your Travel home page and be assigned to your account. When you view the itinerary, you will see the guest traveler's name on the itinerary. Please make certain that the first and last names are identical to those on the photo identification that the guest traveler will be presenting at the airport. Due to increased airport security, the guest may be turned away at the gate if the name on their identification does not match the name on their ticket. What procedure should I use if I have two or more travelers going to the same destination? Concur Travel will allow you to clone a reservation. When the booking is made for your first traveler, you will be able to clone the reservation, found under the Upcoming Trips tab. Click the name of the trip and Concur will retrieve the booking you just made. In the Trip Overview section, you will see a link to Clone Trip. After selecting Clone Trip, Concur gathers all information. Select the next traveler in the Book for Traveler drop down box in order to pull FBHS Concur FAQ s 2017 Page 17 of 18

18 over the next traveler s profile information so that all frequent guest numbers and credit cards are captured. Click OK so that you see the correct traveler s name in the drop down box. Continue as normal through the booking. I frequently travel to the same destination, stay in the same hotel and rent the same car. Is there an easy way to book this trip? Yes, you can create a Template for any trip. From your Trip Library, click on the reservation for which you wish to create a template. From the Trip Overview section, select the Create Template link. Name the template and Save. You can modify any of the pieces of your trip. When you Save the template, you can find all of them in your Templates link. At any time, you can Edit your existing templates and Book to activate them for a new booking. Can I invite a colleague to go along on the same trip? Yes, in your Upcoming Trips tab you can click on the Trip Name and from the Trip Overview section, select Share Trip. Select the traveler s name in the drop down box and add an Invitation Comment. Click the blue Share Trip button and Close Window. Your request will be ed to your colleague who will see the invite the next time they sign into their home page under the Travel Alerts tab. From this link, they can View the Trip or Book a Copy. FBHS Concur FAQ s 2017 Page 18 of 18