Concur Travel FAQ Q. What will I use Concur Travel for? - Concur Travel is Hill-Rom s online booking tool for all of your business travel needs. It works with Travel and Transport and allows you to see web fares and Hill-Rom s negotiated fares in one location. Your reservations are then fulfilled or ticketed in the same manner as a reservation made over the phone with an agent. Q. Can I book personal travel on the site? - The Concur site is to be used exclusively for business related travel. Q. How do I access Concur Travel for bookings and profile updates? - From the Hill-Rom network - Or- https://concursolutions.com - User name: Hill-Rom email address - Password: Password1 (use on first login only, you will be prompted to change to a user defined password) note: the password is case sensitive, use a capital P for the initial login Q. On-line Assistance-who should I call for help? You should call the on-line assistance desk immediately at 1-877-504-3482 and press 4 for on-line assistance if: - You are in the process of booking a reservation on-line using the Concur Travel system and are not able to complete the transaction successfully. - You cannot find the airfare, hotel or car that you are looking for while making a travel reservation. In most cases, it may be a matter of how you are searching. While calling for on-line assistance will incur a charge; overall it is still less expensive than calling Travel and Transport's full service agent. Q. How do I find a copy of the travel policy? - The new travel policy is located at https://ts.tandt.com/hill-rom/travelpolicy.pdf Q. Why are we offering an online booking tool? Not only are there time savings opportunities but cost savings opportunities to help you meet your team s financial goals in the following ways: - Transaction fee reduction, $35 when calling an agent and $15 for Concur booking which is touchless - Reduced use of the Afterhours Desk (hours: 9:00 pm 7:30 am Mon. through Fri. weekends and Holidays) a $20 per call fee is charged for these calls
Q. How do I know if I am booking travel in or out of company policy? - The green reserve button denotes bookings that are in policy, yellow reserve button denotes travel that is higher than the lowest fare, gray denotes flights outside the policy and will not be able to be reserved. Q. I can find better fares and rates on my own and I don t have to pay a transaction fee, so why should I use this program? - Aside from the site containing the Hill-Rom policy and negotiated vendor rates, Topaz International Ltd., a nationally recognized benchmarking organization located in Portland, Oregon, has been studying this assumption since 2001. Their 2008 report reviewing 2007 spending patterns showed an average of $56 in savings over individual travelers going out to public websites to make their arrangements. Their studies consistently show that purchasing outside of a corporate travel program is being penny wise and pound foolish. - That being said, in individual circumstances you may find a lower rate on a public website. When making reservations let the agency know what was found and they will do their best to find a comparable fare or rate. - In regards to the transaction fee, Hill-Rom believes its employees are valuable. The transaction fee pays for services, including emergency support to our travelers. Additionally, the agency identifies savings opportunities and provides us with aggregated statistical data that enables us to negotiate rate reductions and effectively monitor the composition of our corporate travel. Q. I can see international routes on Concur travel but I can t book it, why? - Due to the complexity of international bookings, Hill-Rom s preference is to reserve international bookings with an agent. Q. Do all available airline fares show, including Southwest Airlines? - Yes. All fares from the Southwest airlines webpage are pulled into Concur Travel. All available airfares will display within your criteria and include all taxes. Q. Am I able to search for my outbound and return flights individually rather than having the flights bundled together? - Yes, on the home page you will be given the option to Search flights by Price (default) or to Search flights by Schedule. To select your outbound and return flights individually, please use the Schedule feature. Recommendation: be sure to select the same airline on both the outbound and return flights whenever possible. This will ensure the flights are booked as round-trip which are typically less expensive than booking two one way flights on separate carriers and avoids the cost of 2 booking fees..
Q. Why can t I see how much the price of the airline ticket is when I m searching by Schedule? - The airlines base their pricing on the availability of each individual flight segment. When searching by schedule, you must first select the outbound and return flights desired. Once you have made this selection, the system will price your requested flights and will also alert you of any lower fares/schedules that may be available. Q. How can I search for flights by arrival time rather than departure time? - On the home page when you enter your preferred flight times, the default for the time window is to search by the departure time; however you can adjust this to search by arrival time if desired. The flights returned will be based on the arrival into your specified destination. Q. I know a flight exists but the system is not returning it to me? - The system is automatically set up to return flights based on a two-hour time window of your requested flight times. For example, if you enter in a departure time of 9am, the system will return flights between 7am and 11am. If you do not see a specific flight, you can increase the time window under the Change Flight Search area. You may also want to try to update the search to be Search by Schedule rather than Price and use the filter buttons, such as airline, departure, arrival, duration, etc. to help assist you in finding your preferred flights.
Q. Is there an easy way I can move the options returned next to one another for comparison purposes? - Yes, when flights are returned there will be a link with the word compare next to the Reserve button. By selecting this link, it will automatically move that flight to the top of the page. You can select the compare link as many times as desired to see multiple flight offerings side by side. Q. When viewing the seat map, will I be eligible to assign myself in the preferred section? - If the traveler has frequent flyer status with the airline that is being booked that allows for preferred seating then the site will recognize this and allows the seat to be booked and reflect as confirmed. Please note that not all airlines allow exit row seats to be pre-assigned, even to those with status. - Note: Occasionally Concur does not recognize your preferred status. Should you encounter this, you can go to the airline website to verify and select your seat assignments. We also ask that you make us aware of this situation to help us work with Concur. Please send an e-mail to holly.schoettmer@hillrom.com. Q. What should I do if the seat map doesn t show any seats available? - The airlines hold back about 1/3 of all seats for airport check-in only. If the seat map doesn t show any seats to pre-assign, this does not indicate the flight is sold out. It just means that the flight has reached 2/3 capacity and the airline has control over the seats and will release these at the time of check-in (typically 24hrs prior to departure). Travelers can go to the airline website to see a live map of seating options including any preferred seating options if not showing up on Concur Travel. Q. I made my airline purchase but I didn t know if I needed a car or where I needed to stay until later? How should I update my booking? - Go into Concur Travel and access the same booking where your airline ticket is; from here you can add the car or hotel reservation. This will not only make the booking process easier for you, it will also allow you to have one invoice with everything on it and allow Travel and Transport to view your entire itinerary in one place, reducing confusion and missed information. Reservations booked in more than one booking will result in multiple fees, versus one combined fee for the full reservation.
Q. I am familiar with non refundable airline tickets but I see non refundable/advance purchase hotel rates, should I book these? - Like airlines the rates are non refundable however unlike airline tickets they cannot be utilized for a future stay if your plans change. These rate types, while generally lower, do pose a risk if your plans are possible to change. These rates generally require full payment at the time of your booking and are non refundable due to cancellation. The online site will reflect the cancellation restrictions for your education. - The room rates that are non-refundable will be denoted in Yellow as shown below. The cancellation rules can be found by selecting Rate Details / Cancellation Policies located just below the rates. Q. I qualify for Government or AAA rates, can I book them online? - Yes, just update your travel profile identifying Government or AAA rates as a preference. Q. Why can t I find my preferred hotel? - This could be a result of the mileage you have designated in your search criteria. Expand the search mileage from your destination. Q. How do I know that my entire trip is confirmed? - You will receive an email confirmation from Travel and Transport, once your reservation is confirmed. The Concur Travel site will be updated to reflect the status of your reservation. Q. Do the airfares include baggage fees? Where can I find baggage fee info? - The airline fares shown do not include baggage fees. Baggage fee rates can be found on the Hill-Rom Travel Portal or airline reservation page in Concur. Refer to the Travel and Expense Policy for baggage fee reimbursement. Q. Why do I need to provide my date of birth and gender in my profile? - Date of birth and gender are TSA requirements. Q. What about my loyalty numbers? - You can validate your profile information in your Concur Profile, under Travel Settings. When you travel using the travel programs designated in your profile, credit will be applied to those programs.
Q. Who can make changes to my profile? - The employee can modify his/her own profile in Concur. If the employee has an assigned delegate, the delegate can make changes to the employee s profile except for, the Travel Arranger assignments. Any assignments of delegation must be done by the employee directly. Delegates must obtain the approval of the employee when making any changes to the employee s profile. Q. Can I make bookings on behalf of someone else? - In Concur Travel & Expense, you can select an assistant or arranger to reserve your travel. - On the My Concur page, click Profile and then click the Assistants link at the top of the page. - Click Add an Assistant to add the person who you would like to authorize to reserve your travel. This person can now update your profile and also make travel arrangements for you. - If you do not see your travel arranger in the list of people to select from, that individual might not have access to Concur Travel + Expense. To add your arranger to the list, send a request to your travel administrator. Q. I want my team to learn how to use Concur Travel. How do I arrange that? - A learning link on the Concur Travel site has been established to walk travelers through the online tool Q. Is there a way that I can print or email the flight options? - Yes, you are able to select the print/email button located on the upper right hand corner of the screen. Q. If I started a reservation and am not ready to purchase the ticket, can I hold the reservation? - Yes, on the final reservation page, there is a Hold Trip button. Concur will let you know the date by which the ticket must be issued. If you do not purchase the ticket before the deadline, the airline will cancel the flights. Note: holding a reservation does not guarantee the price of the ticket; airlines may change the fare at anytime. Q. I have an unused credit from a past trip. How can I apply this to my current reservation? - Travel and Transport automatically loads any credits from past trips into the traveler s profile. When a traveler books a new reservation on that same airline, the unused credit is automatically applied as long as the new ticket is more expensive than the unused credit. When the credit is greater in value than the new itinerary, Travel & Transport will contact the traveler to discuss the options, as many airlines require that any residual credit is forfeited. The transaction fee for tickets issued using these credits is $25.00.
Q. How do I change a trip once booked? - Once the trip has been confirmed and sent to Travel & Transport for ticketing, you can click on the Upcoming Trips tab from the travel home page. From here you can click on the trip that you want to change and a drop down list will appear that will allow you to change or cancel the trip. Q. Can I download the itinerary to my calendar? - Yes, once the trip has been confirmed under your Upcoming Trips, you will want to email the itinerary to yourself. The sender of the email is Concur Travel. When you open the email you will be able to download each segment onto your calendar.
Q. I am traveling with 1 or more other travelers from Hill-Rom. How can we all make sure we re on the same flight? - Once you have made a reservation, you have the capability to share this trip out to any other Hill-Rom employee for easy duplication. Once the trip is booked, from the Upcoming Trips tab, you will be able to right click on the trip name and then select the Share a Trip link. This feature will allow you to email your itinerary to other employees. Any employee you choose to Share your trip with will receive an email advising them of your itinerary and will allow them to click on a link to duplicate each segment of your itinerary (air, car and hotel). If the first traveler has booked a car, the second traveler can simply unclick this segment while still duplicating the air and hotel reservations. - Q. When does the page time-out? What happens if I am in the middle of a booking? - The system will time-out after 20 minutes of inactivity. Depending on where you are within the booking process you will either have to start your booking over, or you will see an unfinished trip when you log back into the site, in the upper right hand corner under Travel Information. Clicking on this trip will allow you to resume the booking process. Additionally if you are searching between cities with multiple airports, you may want to narrow your time window to the company default of 2 hours as the site could time out due to the numerous flight options that the system is trying to pull forward. Q. I don t see my question on this list. Who do I contact? Nancy Werner Holly Schoettmer Manager, Global Travel & Meetings Operations Coordinator nancy.werner@hill-rom.com holly.schoettmer@hill-rom.com 812-934-1787 (765) 465-3768