Concur: Booking Online Using the Concur Website

An approved Request is required before making any travel reservations. For more information on how to create a request refer to the knowledge base article "Creating a New Request for Overnight Travel." Once the Request is approved, you will receive an Encumbrance Approval Number (E#) from cognos-proxy@rowan.edu. If you do not receive an email with your encumbrance number, please email asktravel@rowan.edu. To book travel you may now select the request labeled Ready to Book. 

For more help with Concur, view the Concur training resource knowledge base article.

Note: If you do not book your travel from an approved Request, the system will not allow you to book your travel. DO NOT use the Travel tab for booking.

Before completing this task, you will need to: 

• Complete your Profile in Concur

Table of Contents

• Book Online Using the Concur Website
• Booking Flights
• Booking a Car Rental
• Booking a Hotel
• Booking a Train Ticket
• Travel Details
• Travel Booking Information
• Trip Confirmation
• Finished Booking
• View Upcoming Travel
• Additional Resources

Book Online Using the Concur Website

1. From the Concur home page, select Requests.
   
   
   
   
2. Manage Requests will open showing all of  your active requests. Locate the Request you want to book travel for. Note: The Requests that have a blue status of Ready to Book mean the Requests are approved and travel can be booked via Concur once you receive the approved Encumbrance Approval Number (E#).
   
   
   
3.  Select the Request Name tile with the blue status of Ready to Book. 
   
4.  Your Request will appear. Select Book Travel.
   
   
   
5.  Your itinerary will populate with the information you provided in the Segments section of your Request. You may have to enter more information regarding your travel. When done, select Proceed to Booking. 

Booking Flights

1. If your Request included a flight, the flight search results will populate.
   
   
   
2. You can filter your search with the left menu.
3. You can filter the results with the matrix at the top of the page by stops or by a specific carrier by selecting the appropriate square.
4. Below the matrix, you will see the flight/train options. 
   
   • The 'Shop by Fares' tab is selected, select the Shop by Schedule tab to see the results based on time.
   • Search for a flight by number or use the Sorted By drop-down to sort the results. 
5. Review the flight options. Select Show all details or select View Fares.
   
   • You will see fare options. Basic economy is the most restrictive fare. You cannot choose your seat and will pay for checked luggage.
   • Select Rules or Benefits/Services for more information.
6. Select the price of the flight you would like to book.
7. The Review and Reserve Flights page will populate.
   
   
   
   
   • Verify all the information regarding your flight is correct.
   • Add frequent flyer miles, if needed. 
8. Select a seat (if available). Note: Concur will select seats for you if you leave this section blank.
   
   • A new window will appear with a map of the plane. Select the seat you would like (available seats are in blue). Select a Seat.
     
     
9. Review the price summary.
10. Select the method of payment by choosing from the drop-down.
11. Read the fare rules and restrictions regarding your flight.
12. Select Reserve Flight and Continue.
    
    

Booking a Car Rental

1. If your Request included a car rental and the rental was approved, the car search results will populate.
   
   
   
2. You can filter your search with the left menu.
3. You can filter the results with the matrix at the top of the page by company or type of car. Note: The preferred companies are listed at the top of the matrix. The car sizes are listed in the top row and the car vendors are listed in the first column.
4. Below the matrix, you will see the car rental options. Use the Sorted By drop-down to sort the results.
5. Review the car rental options.
6. Select the price of the car you would like to book.
7. A new window will appear. Use the drop-down to choose a reason for this travel option. Write an explanation in the text field below the drop-down.
   
   
   
8. Select Save.
9. The Review and Reserve Car page will populate.
10. Select Reserve Car and Continue.
    
    

Booking a Hotel

1. If your Request included a hotel reservation, the hotel search results will populate.
   
   
2. You can filter your search with the left menu.
3. You will see a map with the hotels near the location you selected.
   
   • The red icon shows the location you selected.
   • The blue icons show the hotels in the mileage range you selected. Select any of the blue icons to see specific hotel information.
   • Hover over Road in the top right corner of the map to change the map view. Choose road, aerial, bird's eye, or street side. 
     
   • Select the + and – icons to zoom in and out of the map.
   • Select and drag your mouse to move the map. 
4. Below the map, you can search for a hotel or use the Sorted By drop-down to sort the results.
5. Review the hotel options.
   
   • Select the Hotel picture to see more images of the property.
   • Select Hotel details to see the hotel's address, phone number, amenities, and cancellation policy.
     
6. Select View Rooms to see the available room options and rates. Note: The rates shown are nightly rates.
   
   • Some hotels have discount/loyalty programs. You can only book at that rate if you have the hotel's discount/loyalty program added to your profile. Refer to the Frequent-Traveler Programs and Advantage Programs section located on the Concur Travel website to add your program to your profile.
   • Direct Travel rates may also be listed. 
7. Select the rules and cancellation policy to the left of the hotel price.
8. Select the price of the hotel you would like to book.
9. The Review and Reserve Hotel page will populate.
   
    
   
   
   • Verify all the information regarding your hotel is correct.
   • Provide hotel room preferences. 
10. Review the price summary.
11. Select the method of payment by choosing from the drop-down.
12. Read the Accept Rate Details and Cancellation Policy. Check the box stating "I agree to the hotel's  rate rules, restrictions, and cancellation policy.
13. Select Reserve Hotel and Continue.

Booking a Train Ticket

1. If your Request included a train ticket, the train search results will populate. Note: Please refer to the Rowan Travel policy for detailed information regarding travel by Train.
   
   
2. You can filter your search with the left menu.
3. You can filter the results with the matrix at the top of the page.
4. Below the matrix, you will see the train options. 
   
   • The 'Shop by Fares' tab is selected, select the 'Shop by Schedule' tab to see the trains based on time.
   • Search for a train by number or use the Sorted By drop-down to sort the results.
5. Review the train tickets which are under the matrix. Select View fares or Show all details for more information.
6. Once you have chosen your train, select the price of the train you would like to book.
7. The Review and Reserve Train page will populate.
   
   
   
8. Select Reserve Train and Continue.

Travel Details

Once you have gone through the booking process, the travel details page will populate. Review the information for accuracy.

• Trip overview – Under the "I want to" section you can print or email the itinerary.
• Reservations – Shows a detailed outline of all the reservations you have made for this trip. You can change or cancel your air, car, hotel, and train from this page.
• Total Estimated Cost – Shows the breakdown of all the trip costs and the total at the bottom. Review the total estimated cost to ensure it is below the amount encumbered.
• Select Next >> at the bottom of the screen. 

Travel Booking Information

• Enter additional information about your trip. Enter or modify the trip name, add comments to the travel agent, enter email addresses for anyone who needs trip information. 
• You must include the Encumbrance Approval Number (E#) and the Approved Encumbrance Amount.
• You can put the trip on hold but fares are not guaranteed until purchased. Therefore, the price may rise. Note: It is not suggested to put the trip on hold.
• Select Next >> at the bottom of the screen. 
  

Trip Confirmation

• Verify that all information is correct.
• To complete the booking, select Confirm Booking>> at the bottom of the screen. This will send your trip information to the travel agent. 

Finished Booking

• You have successfully booked your trip when you see Finished at the top of the screen with a trip record number.
• You can select Print Itinerary, Email Itinerary, or Return to Travel Center. 

View Upcoming Travel

All travel booked through the online booking tool or a Direct Travel Agent will load under My Trips on the Concur Homepage. 

You can also view your trips in the Trip library:

1. From the Concur homepage, select Travel from the menu at the top of the screen.
2. Select Trip Library.
   
3. Users can search and list all of the trips you have booked.
4. Select a trip that you are taking. You can see the overview of the trip. 
   
   • Create a template – helpful feature if you travel to the same location often.
   • Clone trip – used if an arranger needs to create this trip for other travelers.
   • Share trip – used if a coworker is going with you on this trip.

Additional Resources

• Rowan Travel Policy
• Accounts Payable Website
• Book by Calling a Direct Travel Agent Note: You can book your travel by calling a Direct Travel agent for a small nominal fee. Calling an agent is suggested when your travel includes multiple cities and hotels. Call 866-228-3916.
• Book Using Third Party (Outside Source)
• Adding Frequent-Traveler Programs
• Adding Advantage Programs
• How to Book Travel Using Direct Travel video
• Concur Training Resource KB article

If you have questions or need further assistance, please email asktravel@rowan.edu.