UBC TRAVEL PROGRAM SAP-Concur JUDITH FOGRASCHER UBC TRAVEL PROGRAM MANAGER
Concur is UBC s online booking tool On-demand travel booking technology Fully supported bookings with Vision Travel to assist 24/7 In-policy travel content for Air, Hotel, Car Make more informed and efficient buying decisions: Access to all public fares and university discount programs Reduce time spent searching on various sites Traveller tracking in case of major emergencies Manage travel itineraries via desktop or mobile Reduce risk of credit card fraud Customize travel profiles, including frequent traveller programs Travel volume through Concur or Vision Travel is used for future vendor negotiation purposes
Concur Home Home Page Company Information and useful Links Page Employee Profile setup is Key
SAP-CONCUR AIR, CAR, HOTEL UBC Related Travel Employee Guest Student 4
UBC RECOMMENDS THE USE OF THE UBC CARD PROGRAM Frequent Traveller - Employee Individual Card Stored in the traveller profile Delegated authority to charge the card is in the traveller profile Non-Employee or Infrequent Employee Traveller Departmental Card Stored in the travel arranger profile NOT the traveller profile 5
UBC CREDIT CARD SECURITY: CONTROLS IN CONCUR 6
UBC VISA CARD HOLDER COVERAGE 7
TYPES OF BOOKING (TRAVELLER, ARRANGER, GUEST) 8
Tips 1. Ask for the preferred time and how much flexibility 2. Discounts are already automatically applied where available and applicable 3. Use the tool for budgeting 4. Enter AC Promo codes Reduce the search window for travel Canada + 2hrs USA + 4hrs International + 8hrs
Tips Use matrix to quickly find the best price on the most direct route Expand Details for connecting times The AC option is only 4:00hrs compared to AA option 11hr 42m Shop by fares 1 st and if necessary by schedule
Basic Fares no changes permitted Fare Rules Scroll down to Penalties Click on the blue button to expand fare types & to access fare rules. When in doubt call Vision Travel Advisory and ask them to document the file or email the rules
TIP: HOTEL BOOKINGS MADE AFTER THE AIR BOOKING Always add to the existing Air Reservations to avoid an additional service fees You can clone from this reservation if there are multiple travellers 12
AIR Travel Policy Violation Page Example 1 Concur & the Vision Advisor will offer the least expensive options on the most direct route within a 4hour window for N/A 8hour window for INTL destinations If a higher fare is chosen a reason must be provided from the drop down menu or free format
Avoid Seat fees Check in 24 hrs prior for free seat selection Or Contact Vision Travel to book the seat for a fee
Non-Employee Travel Pre-authorization form UBC credit card is stored in the administrators profile Less risk of cc fraud Cost control
How to navigate to the Arranger tab
Make adjustments to Travel Template
Travel Arranger TIPS Use the Clone feature when there are multiple passengers
Manage Employee Profiles Delete Employees who have left UBC or changed departments
VISION TRAVEL TECH SUPPORT & BOOKING SUPPORT Trouble Shoot the Problem: Contact Vision Tech Support with a screen shot onlinesupport@visiontravel.ca Booking: If you can t get your booking done contact a Vision Advisor and explain you could not complete your Concur booking in Concur with a screen shot psi.travel@visiontravel.ca Concur tutorials are available online Concur home page, under Company Notes 20
Questions Thank you