Concur Travel Tips and Tricks

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Shavonne Lee
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1 Cncur Travel Tips and Tricks Items cvered in this dcument: (can use the link t mve t the specific sectin) Main Search Page Air Results Page Upcming Trips Keybard / Tabbing Optin Time f day Identifiers Time Windw Selecting a Specific Airline t Search Specify airline listing Search Frequent Flyer Prgram Warning Expanding Results t See All Optins Airprt Filters Shp by Schedule Tab Airline Lgs in Matrix Suthwest Direct Cnnect Srting Results Air Plicy Warning Expanded Air Optin View Cmpany Preferred Airlines Tight Cnnectin Time Warning Cnnecting Airprt Filter Changing Flight Search Selecting Seats Pricing Individual Flights Unbundled Fares Airline Cnfirmatin Page Selecting/Adding Frequent Flyer # Car Results Page Car Lgs in Matrix Car Types in Matrix Srting Results Car Filters Changing Car Search Expanded Car Optin View Cntracted Cars Preferred Car Vendrs Nn-cmpliant Cars Car Cnfirmatin Page Htel Results Page Purchase Prcess Htel Filters Srting Results Changing Htel Search Narrwing Htel Results by Brand/Chain Additinal Htel Inf Expanded Htel Optin View Negtiated Htel Rates Htel Plicy Inf Htel Summary Page Htel Cancellatin Prcess / Number Add Htel t Trip Purchase Steps Leave Trip Withut Purchase Unfinished Reservatin Autmatic Trip Cancellatin Prperty f Travel Leaders / Destinatins Unlimited Last Updated 3/21/2017

2 Main Search Page Tips: 1) A quick and easy way t see yur upcming trips is t lk fr the Upcming Trips sectin n the main welcme page. Otherwise, yu can access all trips in yur Trip Library which can be accessed by clicking the TRIPS header n the main page r selecting the Travel ptin at the tp f the page and then chse Trip Library. 2) In mst bxes yu have the ptin t type in yur search parameters r use the drp dwn / calendar ptins prvided. (e.g. type in the departure/return dates in the apprpriate frmat mm/dd/yyyy) 3) Yu can use the tab key n yur keybard t tab thrugh the fields. 4) If yu are lking fr a specific set f flights, it s recmmended that yu select the actual time clsest t the desired flight in the drp-dwns t ensure a mre fcused search. Technically Mrning is equal t select 9:00 a.m., Afternn is 3:00 p.m. and Evening is 9:00 p.m. 5) If yu are lking fr the mst number f results and have sme time flexibility, use the time windw bx t pen up the search windw t be greater the defaulted windw time. 6) Use the checkbx tward the bttm f the left side labeled, Specify airline (if allwed by cmpany) t ensure the system makes a search fr a particular, desired carrier. This will nt eliminate the nrmal search and the subsequent results hwever, the system will intentinally perfrm a search fr the carrier identified. 7) If Specify airline is selected, a list f carriers will be displayed and may feature the fllwing: a. Bright Yellw Shading = airlines in yur nline prfile fr which yu have a frequent flyer number. b. Dull Yellw Shading = are majr airlines (e.g. American, United, etc.) listed in alpha rder. c. All ther airlines listed in alphabetical rder. (Shrtcut hint: if yu click n the first carrier in the white list, yu can then click n the first letter f the carrier yu are searching fr and the list will drp t the grup f airlines beginning with that letter.) Prperty f Travel Leaders / Destinatins Unlimited Last Updated 3/21/2017

3 Air Results Page Tips: 1) If after submitting yur air yu get an errr/warning message that lks like this: VERIFY NAME AND MP NBR/NOT ENT/*UA this usually means that the carrier identified with the number (e.g. UA = United Airlines) has a different name n file fr yur membership than what s hused in Cncur Travel. (It culd be as simple as a middle initial being in yur nline prfile versus what s hused by the airline.) (Shrtcut hint: befre yu plan t bk travel ensure that yur nline prfile matches yur gvernment issued ID fr checkin purpses and that any frequent flyer accunt(s) yu have utilize that same name. This will reduce the time, cnfusin, and frustratin yu culd encunter delaying the cmpletin f yur trip bking.) 2) Yu may see a difference between the ttal number f results (e.g. 983) and the ptins actually displayed in the results and matrix (e.g. 23): Prperty f Travel Leaders / Destinatins Unlimited Last Updated 3/21/2017

3) This is because in my search frm Chicag O Hare t Washingtn Dulles nly 8 ptins fit within my filters. If this happens, scan t the left side f the page where yu see the sectin marked Airprt Filters.

4 3) This is because in my search frm Chicag O Hare t Washingtn Dulles nly 8 ptins fit within my filters. If this happens, scan t the left side f the page where yu see the sectin marked Airprt Filters. My search included cities serviced by multiple airprts the flight ptins in and ut f my designated cities is nted and there may be a chance I see there are less cstly flights with ther, alternate cities. The Airprt Filter sectin will identify the alternate airprts and shw yu which ne ffers the least expensive flights featured in the air matrix. In this example the least expensive fares wuld be ut f Chicag O'Hare Airprt and int Washingtn Natinal airprt. By clicking the checkbxes fr thse airprts my air results autmatically ppulate with thse flights. 4) If yu dn t see the flights yu want, yu may be able t pair up yur desired flights by using the Schedule tab. Keep in mind yur previus filters f time, time windw and airprts will still apply. Once yu select an utbund and return then yu will need t price the itinerary t a. Ensure the flights/carriers/fares can be cmbined tgether b. Identify the price s yu can cmpare t the least expensive flights previusly displayed. 5) Yu can click an airline lg displayed in the air matrix t bring results returned fr that particular carrier t the tp f yur results list. Nte: yur filters remain in place s if the carrier ptin is frm an airprt nt checked in the Airprt Filters sectin yu culd get the message that n results match as shwn belw. Yu will need t alter yur filters t allw thse ptins t be displayed. 6) The Suthwest ptin yu will see in yur search results is called Suthwest Direct Cnnect. This functinality tunnels directly t Suthwest inventry which includes the "Wanna Get Away fares, which are generally, but nt always the lwest fare n Suthwest. Tickets will be issued directly by Suthwest and the travel agency will receive a cpy f the itinerary reprting/tracking purpses. 7) Yur search results can be srted quickly by using the Srted By drp-dwn bx lcated just under the air matrix. Prperty f Travel Leaders / Destinatins Unlimited Last Updated 3/21/2017

8) Why am I seeing a warning ( ) symbl next t sme flights and nt thers? This is an alert that the ptin displayed is partially r cmpletely utside f cmpany plicy.

5 8) Why am I seeing a warning ( ) symbl next t sme flights and nt thers? This is an alert that the ptin displayed is partially r cmpletely utside f cmpany plicy. By clicking the symbl, yu will see the reasn(s) why. 9) Ever wnder where a flight is cnnecting thrugh r wh is perating the flight click the Shw all Details link t the right f the result. Yu will then see the specifics f the flight ptins such as cnnecting cities, perating carrier, equipment size, fare rules, etc. Prperty f Travel Leaders / Destinatins Unlimited Last Updated 3/21/2017

10) Many cmpanies may identify preferred airlines that users shuld attempt t bk. These will be identified with a tag stating it's a preferred carrier.

This icn means there is a tight cnnectin assciated with this flight ptin and any delay culd risk a missed cnnectin.

Yu can remve them frm yur air results by clicking the ptin twards the bttm f the left side marked, Cnnecting Airprt Filters.

6 10) Many cmpanies may identify preferred airlines that users shuld attempt t bk. These will be identified with a tag stating it's a preferred carrier. 11) The air details shw several icns but ne t watch fr is the time clck. This icn means there is a tight cnnectin assciated with this flight ptin and any delay culd risk a missed cnnectin. In the Schedule search, the icn will appear with the actual flight and if yu click n it, it will give yu the infrmatin. 12) Prefer nt t cnnect thrugh a certain airprt? Yu can remve them frm yur air results by clicking the ptin twards the bttm f the left side marked, Cnnecting Airprt Filters. This will shw yu want cnnecting airprts are applicable in yur results and allw yu t remve thse flight ptins. 13) Yu have the ability t change yur flight search n the fly by clicking the Change Flight Search bar shwn at the tp f the left-hand side f the page. This will expand the area and allw yu t make changes t the search parameters. Prperty f Travel Leaders / Destinatins Unlimited Last Updated 3/21/2017

14) Can t figure ut hw t see r select seats fr a particular flight? Click the Shw all Details link and yu will nw see a View Seat link t the right f each segment.

7 14) Can t figure ut hw t see r select seats fr a particular flight? Click the Shw all Details link and yu will nw see a View Seat link t the right f each segment. Keep in mind that nt all carriers r all equipment types allw fr seat selectin. Als, remember that Exit Rw seating, as well as many seats twards the frnt f the plane, are reserved fr travelers with a high-level f status within that airline's membership prgram. The seat selectin is nly a request and will be cnfirmed by the airline upn purchase f the trip. 15) If yu are searching using the Schedule ptin, keep in mind that yu will nt see the ttal cst f the entire ticket until yu've selected all segments and priced them. The system will autmatically attempt t price the selected itinerary as a rund-trip ticket. Please nte, nt all airlines can be ticketing tgether (e.g. Suthwest cannt be ticketed with any ther airline). 16) Many carriers are nw ffering unbundled fares (e.g. Basic Ecnmy) which are the least expensive but cme with many restrictins that are ften nt cmpatible with business travel. (e.g. n seat assignment, unused ticket may nt be re-used, barding last, etc.). While every attempt has been made t prhibit these types f fares frm being displayed in Cncur, users shuld read the rules f the fare and if available, select a different fare using the View mre fares link. Prperty f Travel Leaders / Destinatins Unlimited Last Updated 3/21/2017

17) Once yu've selected a flight itinerary, the system will take yu t an airline review page that features flight, credit card and mre pertinent infrmatin.

8 17) Once yu've selected a flight itinerary, the system will take yu t an airline review page that features flight, credit card and mre pertinent infrmatin. This is als where yu will have anther pprtunity t request seat assignments r apply/select a frequent flyer number. Frequent flyer numbers are generally autmatically selected based n the carrier chsen. Hwever, if yur membership prgram allws yu t apply pints nt a different accunt yu can apply the desired membership prir t selecting the flight. If yu have a number fr the preferred airline ptin and it is nt currently in yur nline prfile, click the Add a Prgram link and the prgram will autmatically be added t yur nline prfile fr future use. Car Results Page Tips: 18) Cncur car results ffer the same time-saving ptins as air: a. Click the vendr lg t islate results returned fr that particular cmpany. b. Click the car type t islate results returned fr that car size. c. Srt the returned results using the "Srted By:" drp-dwn fund just belw the matrix. d. Filter the results by editing the filters fund alng the left side f the page. e. Change the car search parameters. 19) Want t knw if there is a shuttle t the car, what the hurs are fr the specific lcatin? Simply click the "mre inf" link prvided alng the right side f the specific rental result. 20) With sme car searches yu may see tw differing rates fr the same car cmpany and same car type. If ne cntains the wrds, "(Crprate rate)" belw the rate, that is the ne yu want t select as it reflects yur cmpany's cntracted rate and may include varius items (e.g. insurance, etc.) that yu will want applied. Prperty f Travel Leaders / Destinatins Unlimited Last Updated 3/21/2017

9 21) Preferred car rental vendrs will be identified in bth the matrix at the tp and alng with each rental ptin result displayed. 22) Just as it was with air, any nn-cmpliant car ptins will be highlighted by a symbl. 23) Once yu've selected a car ptin, Cncur will display a summary page in which yu can select/add/change a rental cmpany membership number r input additinal infrmatin that will be prvided t the vendr. Htel Results Page Tips: 24) Cncur htel results ffer many f the same time-saving ptins as air & car: a. Filter the results by editing the filters fund alng the left side f the page. b. Srt the returned results using the "Srted By:" drp-dwn fund just belw the map. c. Change the htel search parameters. Prperty f Travel Leaders / Destinatins Unlimited Last Updated 3/21/2017

10 25) Yu can fcus the results by using the filters alng the left side. One f the mst cmmn filters utilized is the ptin that allws yu t highlight a specific, desired htel chain. The "Chain" ptin references t all htel chains, regardless f brand. T feature all htel chains under a particular brand (e.g. All Hiltn htels; Hiltn, Hiltn Garden Inn, etc.), click the "Superchain" radi buttn and select the brand. 26) Click the "Htel details" ptin prvided with the specific htel result t gain additinal infrmatin abut the htel such as address, phne, facilities, etc. Prperty f Travel Leaders / Destinatins Unlimited Last Updated 3/21/2017

27) T view specific rates and rate details fr a particular htel, "View Rms" buttn displayed t the right f the htel result r if an average rate was nt returned, click the "Get Rates" ptin.

11 27) T view specific rates and rate details fr a particular htel, "View Rms" buttn displayed t the right f the htel result r if an average rate was nt returned, click the "Get Rates" ptin. Either will expand t shw the rates (if available) fr yur search. Yur cmpany may have cntracted rates at certain htels and thse will be displayed first. 28) Varius rates will be displayed fr the selected htel. When yu see Travel Leaders r Tvl Leaders, thse rates are negtiated nes prvided by the travel agency. Shuld a cmpany negtiated rate als appear at the same htel, yu shuld select the cmpany rate as it may include additinal amenities at n cst. 29) In mst cases, yur cmpany will require yu t review and accept the cancellatin plicy and ther requirements the htel has applied t the selected rate. That plicy display ccurs after a rate is selected. Shuld yu wish t view the htel rate plicies, yu can click the "Rate details / Cancellatin plicy" link belw the selected, expanded htel ptin. Warning: Many htels are nw instituting stricter cancellatin deadlines (e.g. 48/72 hurs prir t arrival). Prperty f Travel Leaders / Destinatins Unlimited Last Updated 3/21/2017

12 30) The cnfirmatin page fr htels includes the ptin t apply/add a htel membership number t the reservatin, select a frm f guarantee, etc. Users must read and accept the htel cancellatin plicy befre mving n thrugh the reservatin prcess. Nte: Mst cmpanies prhibit the bking f a nn-refundable, nn-cancellable, htel rm type which generally are the lwest in cst. 31) Since a htel and/r car is cnfirmed with the vendr immediately upn accepting the cnfirmatin page, shuld yu cancel yur htel, the system will: a. Prmpt yu t review the cancellatin plicy b. Save the cancellatin cnfirmatin number t yur trip in yur Trip Library. A cpy f this will ften be t the traveler t retain fr their files. Prperty f Travel Leaders / Destinatins Unlimited Last Updated 3/21/2017

Purchase Prcess Tips 33) If yu d nt need any further arrangements fr this trip, yu must scrll t the bttm f the page and click the "Next" buttn.

13 32) Shuld yu need t add anther htel and/r car t yur trip, yu will be prvided the pprtunity t add it n the Travel Details summary page. It's highly advised yu add any additinal ptins within the same reservatin t ensure reprting and tracking accuracy and t avid ptins nt being cancelled shuld an entire trip be cancelled. Purchase Prcess Tips 33) If yu d nt need any further arrangements fr this trip, yu must scrll t the bttm f the page and click the "Next" buttn. Nte: The trip purchase prcess cntains many pages therefre, please be sure t scrll t the bttm f each page t ensure n additinal actin is required. 34) If yu exit a trip prir t cmpleting all steps necessary t purchase yur trip, the system will: a. Display a pp-up warning within Cncur b. Nte that trip n the main lgin page as an "In prgress-unfinished reservatin T cmplete the reservatin, users can click the name f the trip t pen and finish the purchase prcess. Shuld the trip nt be cmpleted within 2-6 hurs, Cncur will autmatically cancel the trip and the user/traveler wuld need t rebk and cmplete the trip t purchase. Prperty f Travel Leaders / Destinatins Unlimited Last Updated 3/21/2017

Concur Travel - Travel Arranger View

Concur Travel - Travel Arranger View Cncur Travel - Travel Arranger View Benefits Bk travel reservatins fr a user via the Chse a Traveler drpdwn menu View upcming trips and link t trip actins fr a traveler View shared trips Link t TSA Security