Quick Reference Card Booking Travel in Concur® Travel and Expense

Quick Reference Card Booking Travel in Concur® Travel and Expense
Quick Reference Card
Booking Travel in Concur® Travel and Expense
This QRC provides the steps for travelers and/or their delegates to book travel and complete the Request
Header in Concur Travel and Expense.
Log In To Concur
Go to the Employee Portal
page.
www.purdue.edu/employeeportal
Choose Travel System
(Concur) to log in to Concur
using Purdue Career Account
and password.
Enter Career Account ID and
password.
Click Login.
If you are booking on behalf of another traveler, click Yourself.
From the drop-down list, select the individual on whose behalf you are booking.
© 2013 Purdue University
last update 4/24/13 by TLBW
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Quick Reference Card
Booking Travel in Concur® Travel and Expense
Book Travel
Note: Before you begin booking travel, know the
following:



Your departmental rules regarding travel
All funding source accounts paying for the
trip
Trip or conference details
In My Concur, start booking your trip under
Trip Search:
Click Round Trip, One Way or Multi-Segment
radio button.
Enter Departure City (defaults from profile).
Enter Arrival City.
Enter Departure date and time window.
Note: When searching, the time window defaults
to ±2, this can be changed up to a window of
±12 hours.
Enter Return date and time window.
Select Pick-up/Drop-off car at airport
checkbox, and the Automactically reserve this
card checkbox if you need to reserve a vehicle.
Select the Find a Hotel checkbox, if you need
hotel accommodations.
Using the Class of service drop-down, choose
economy class unless you need to fly business
class for medical or other approved exception
that is on file in the Business Office.
© 2013 Purdue University
last update 4/24/13 by TLBW
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Quick Reference Card
Booking Travel in Concur® Travel and Expense
Enter all your roundtrip details to start the
booking process.
Click Search.
© 2013 Purdue University
last update 4/24/13 by TLBW
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Booking Travel in Concur® Travel and Expense
Concur returns the flights that best comply with Purdue travel policy. Select a flight and
click show details.
© 2013 Purdue University
last update 4/24/13 by TLBW
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Quick Reference Card
Booking Travel in Concur® Travel and Expense
The detail drop-down shows each leg of the trip and carriers. If the flight is acceptable,
click the Reserve button.
For information regarding Fly America Act restrictions, visit the Purdue Travel site at:
http://www.purdue.edu/business/travel/Transportation/Air_Travel/airfaretravel.html#usflag.
Flights results are color-coded.



Green indicates that the rate meets University policy.
Yellow indicates that the rate is not the best available within University policy.
Grey indicates that the rate does not meet University policy.
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Quick Reference Card
Booking Travel in Concur® Travel and Expense
If booking a yellow rate, select
appropriate code from the
drop-down menu and provide
sufficient explanation.
Note: The following air carriers are immediate purchase:




JetBlue
Southwest
AirTran
Frontier
© 2013 Purdue University
last update 4/24/13 by TLBW
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Booking Travel in Concur® Travel and Expense
If search results do not yield
adequate flights, edit search
options using the right side
toolbar.
© 2013 Purdue University
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Booking Travel in Concur® Travel and Expense
Read the message from
Concur.
Click OK.
Wait while Concur books
your reservations.
Review the Hotel Per Diem
Location. Remember the
rates so you can add your
fixed meals cost to your Travel
Request.
Click Next>>
© 2013 Purdue University
last update 4/24/13 by TLBW
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Booking Travel in Concur® Travel and Expense
Review the list of hotels that fit
the criteria entered in your
profile and in your request.
Locate your hotel in relationship
to your business on the map
provided.
Click choose room.
© 2013 Purdue University
last update 4/24/13 by TLBW
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Quick Reference Card
Booking Travel in Concur® Travel and Expense
Review room details.
Select the radio button that corresponds to the room type you want during your stay.
Note: If you entered a hotel loyalty program in your profile, select it from the Hotel Program dropdown menu.
Click Reserve.
Note: Rooms and rates are color-coded.



Green indicates that the rate meets University policy.
Yellow indicates that the rate is not the best available within University policy.
Grey indicates that the rate does not meet University policy.
© 2013 Purdue University
last update 4/24/13 by TLBW
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Booking Travel in Concur® Travel and Expense
If booking a yellow rate, select
appropriate code from the
drop-down menu and provide
sufficient explanation.
© 2013 Purdue University
last update 4/24/13 by TLBW
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Booking Travel in Concur® Travel and Expense
Review the Rate details
/Cancellation policy.
Click the checkbox next to “I
agree to the hotel’s rules,
restrictions, and/or
cancellation policy.”
Click Continue.
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Booking Travel in Concur® Travel and Expense
Segment Itinerary
The ability to change, edit or
cancel reservations can still be
made at this time using the links
to the left of the segment detials.
Other segments can still be added
by clicking the segment icon
options
The itinerary for your trip appears
in sections or segments.
The airfare to your destination
appears first.
Review this detail, including seat
location.
© 2013 Purdue University
last update 4/24/13 by TLBW
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Booking Travel in Concur® Travel and Expense
Review your rental car
information.
Review your hotel arrangements
and potential fees.
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last update 4/24/13 by TLBW
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Booking Travel in Concur® Travel and Expense
Review your return flight
information.
Review your seat selection
Review the total estimated cost of
your trip.
Note: Remember you still need to
add any other expected charges
when you complete the Header on
the Expenses tab.
Read the reminder text and click
Next>>.
© 2013 Purdue University
last update 4/24/13 by TLBW
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Booking Travel in Concur® Travel and Expense
Enter Trip Name.
Note: This is the name as it will appear on your itinerary received by email from Concur.
Click Next.
Scroll to bottom of screen and click Confirm Booking>>
Complete Request Header
Complete Required Fields
*Highlighted with red line or
heavy left bar.
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last update 4/24/13 by TLBW
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Booking Travel in Concur® Travel and Expense
Request Name
Name trip according to the naming convention that has been
designated by your business office. This should be a name that helps
you, your delegate and/or your business office find and report cost
associated with the trip.
Request Policy
Defaults to Purdue Travel Request Policy.
Traveler Type
Select one: Employee (EMP), NonEmployee (NE), Student, Team
Travel (Team).
Travel Type
Select One: In State, International, International - Under Warning, Out
of State.
NOTE: If travelling travel type is International or International – Under
Warning, list all cities and countries that will be visited in the
Comment box.
For a list of countries with travel warnings, visit the Department of
State website at:
http://travel.state.gov/travel/cis_pa_tw/tw/tw_1764.html.
Rick Management provides insurance for all International travel.
Purpose of Travel
Select best option from drop-down menu.
NOTE: When option related to research is selected, the purpose of
research is required in the Comment box.
Is this trip being paid for
by Purdue?
Select yes or no.
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Booking Travel in Concur® Travel and Expense
Preapproval Required
Default selection is None.
NOTE: When selecting None
and the trip does not include
a flight upgrade or cash
advance, the request is autoapproved.
Most trips do NOT require
pre-trip approval. However, if
funding for your trip is from
any of the areas listed or is
mandated by your
department head, select the
appropriate item.
If travelling internationally on
ARO, AID, EPA, USDA, State
Sponsored or Foreign Gov’t
funds, select appropriate
drop-down.
If travelling on DOE Lab or
funds that have been defined
by the sponsor as requiring
pre-trip approval, select
appropriate drop-down.
Note: When selecting all
other options:
1. The fiscal approver is
required to approve the
travel event.
2. Sponsored Programs
accesses a report
outlining travel details.
Sponsored Programs will
notify fiscal approver
within 48 hours, if
alterations are required
for travel arrangements
or travel should be
cancelled.
For a list of Sponsor Defined
pre-trip approval
requirements, see Active
Sponsored Programs with
Travel Restrictions.
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Booking Travel in Concur® Travel and Expense
For more pre-trip approval
details see Approval
Workflow.
Departure Date
Populated by booking.
Return Date
Populated by booking
If personal travel is included,
list dates.
List any dates to be used as personal time.
If anyone is traveling with
you, provide
names/relationship.
List names of other employees, spouse, or other individuals who will be
traveling with you.
Requesting Flight Upgrade
If yes, select reason from drop-down.
Defaults to No; if Yes, select
reason from drop-down.
Selecting a flight upgrade
requires the employee’s
direct supervisors approval.
For more pre-trip approval
details see Approval
Workflow.
Note: If selecting Medical
Disability or Medical Need,
ensure approved exception is
on file in the Business Office.
I will use/am qualified to
use this vehicle type on
my trip.
Select one from drop-down
list.
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last update 4/24/13 by TLBW
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Booking Travel in Concur® Travel and Expense
Account Assignment is a
required field.
Click in the Account
Assignment text box.
The CODE radio button is
selected by default.
Type an asterisk (*), followed
by the account number.
or
Search by TEXT
Tips:
Change the radio button to
TEXT and type an asterisk
(*) followed by the account
name (Football).
Use as many digits of the account assignment as possible.
Use scroll bar at bottom of window to see account assignment name.
NOTE: When travel is paid
by more than one source of
funds, Use the primary (most
restrictive) account
assignment. If all accounts
are equally restrictive, list the
account that is paying for
majority of cost. Multiple
funding sources are idenitifed
using allocations when
entering estimated expenses.
Choose the correct fund/cost
center combination from list
generated by Concur.
If you don’t know the correct
account assignment, click
Save and refer to your
business office or the job aid
they provided.
© 2013 Purdue University
last update 4/24/13 by TLBW
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Booking Travel in Concur® Travel and Expense
Extension of
Select other Travel Request name if this request is in addition to
another.
Comment
Enter any comments relevant to this request.
Cash Advance
If you are requesting a cash
advance greater than the
$500 available through Visa
Travel Card, type the amount
of the cash advance in the
Cash Advance Amount text
box.
Make sure USD is in the
currency drop-down.
Provide an explanation in the
Cash Advance Comment
box regarding the use of the
funds.
See QRC Request Cash
Adavnce for Travel in Concur
Travel and Expense.
NOTE: Cash Advance
requires fiscal approval of the
cost center indicated in the
Account Assignment.
For more pre-trip approval
details see Approval
Workflow.
Complete Segments
Segments include any arrangements such as hotel, car rental and airfare reservations made outside
Concur.
Select the Segments tab.
© 2013 Purdue University
last update 4/24/13 by TLBW
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Quick Reference Card
Booking Travel in Concur® Travel and Expense
Select segment to add:
A.
B.
C.
D.
E.
Air Travel
Car Rental
Lodging
Taxi Fare
Care Service
Reservation
F. Railway Ticket
Complete all required
information, noted with a red
bar.
Click Save.
Complete Estimated Expenses
Select the Expenses tab to
add estimated expenses; this
provides a total estimated
cost of trip.
Expenses may include:

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Mileage
Fixed Meals
Registration Fees
Taxi
Shuttle
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Booking Travel in Concur® Travel and Expense
Select the correct Expense
Type from the drop down
list. Complete all required
fields.
Click Save
Enter additional Estimated
Expenses.
Note: All anticipated
expense must be entered
prior to submitting your
travel request.
Allocations
In order for all funding source Cheifs, Co-PI and Fiscal Approvers to receive appropriate notifications,
all additional funding sources must be identified by allocating expenses. Not providing allocations will
result in lack of notification to other funding sources.
© 2013 Purdue University
last update 4/24/13 by TLBW
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Booking Travel in Concur® Travel and Expense
Click Allocate to apply
allocations necessary to any
estimated expenses.
Allocate by Percentage or
Dollar Amount and enter
appropriate account
assignments for each
allocation.
Click Save.
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last update 4/24/13 by TLBW
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Booking Travel in Concur® Travel and Expense
Attach Additional Documentation
If you have documentation that needs to be included attach it to the travel request.
Select Attach Documents
from the Attachments drop
down box.
Click Browse…
Select your document from
the Choose File to Upload
window
Click Open
© 2013 Purdue University
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Booking Travel in Concur® Travel and Expense
Click Upload
Click Close
NOTE: Any documentation
that is required at
reimbursement must be
attached to the Expense
Report. Those may include
Drive vs. Fly, Cost
Comparison.
Submit Travel
If you are arranging travel for
yourself, click Submit Travel
Request.
If you are arranging travel on
behalf of someone else, click
Notify Employee.
Note: The traveler must
submit his/her own Travel
Request.
Review the Request Submit
Agreement.
Click Accept & Submit.
Trips are automatically booked and tickets purchased unless they are actively rejected by the Fiscal
Approver in the Concur System.
Report Review
Sponsored Programs will review funding source report within two business days of receipt.
To deny travel on specified funds, notification is given to the fiscal approver of the funding source listed
in the header Account Assignment.
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Booking Travel in Concur® Travel and Expense
SPS approval is required for foreign travel on all SPS funds except NSF and NIH. SPS also reviews and
approves funding if one of the following applies to travel request:
•
•
•
•
•
•
•
•
ARO (International Only)
DOE Lab
AID (International Only)
EPA (International Only)
USDA (International Only)
State Sponsored (International Only)
Foreign Gov’t (International Only)
Sponsor Defined
SPS approval of foreign travel on NIH and NSF funds has been delegated to the fiscal approver.
Risk Management will view reports for all international travel and process appropriate insurance forms.
Traveler will receive Insurance Identification Card, if travelling outside the 50 region United States.
Card is delivered by email prior to travel.
If card is not received within one day prior to departure, contact Risk Management Department.
Travel Notifications
A Concur generated email request for approval is immediately sent when pre-trip approval is required.
Once approved, a notification report is generated outlining trip details and forwarded to:

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Traveler’s supervisor
Chief of all funding sources
Co-PI of all funding sources
Fiscal Approver of all funding sources
Traveler/Travel Assistant/Delegate
© 2013 Purdue University
last update 4/24/13 by TLBW
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