Before you complete a Request, you must obtain estimates of your travel expenses. We suggest using the Concur website to research travel information such as airfare, hotel, etc. However, you can search for this information using a third-party website. Note: Do NOT book travel when using the trip search. The trip search is only used to obtain estimates. Review the steps listed below when searching for estimates using the trip search.

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

Table of Contents

• Getting started with Trip Search
• Flight/Train - Estimate
• Hotel - Estimate
• Train - Estimate
• Car Rentals Note: Car rentals are not typically covered by the University. You must provide a justification for renting a car in the comments field. Please refer to the Travel policy for detailed information regarding rental car authorization.
• Additional Resources

Getting started with Trip Search

On the Concur home page, use the Trip Search. Then, select the icon for the Segment you want to search. See segments listed below for the mixed Flight/Train, Hotel, and Train.

Flight/Train 

1. If the flight/train search icon is selected. Choose Round Trip, One Way or Multi City.
   
   
   
   
2. In the "From" and "To" fields, type in the name of the city you are departing from and traveling to.
   
   • If the city does not populate, press enter or select find an airport.
     
3. In the "Depart" and "Return" fields, select the appropriate dates from the calendar.
   
   • Use the drop-downs to select the preferred times you would like to depart/arrive.
   • The drop-down next to the time is a time window for your travel. The default time window is set between two hours of the time you chose. 
     
4. Select the down arrow to the right of the time window to see a graphical display of nonstop flights available for the date you selected. This allows you to adjust your search criteria to see/reserve nonstop flights.
   
   • The graphical display is based on flight schedule data for a 24-hour period. It will not show train options.
   • Place your mouse over a green bar to see all of the flights available for a certain time slot.
   • If you change locations or dates, select refresh graph for more data.
     
     
     
     
5. Do not check the 'Pick-up/Drop-off car at airport' or 'Find a hotel' options. These will only be used when you book your travel. When you are searching for travel estimates you will use the separate Trip Search tabs.
6. Optional: Search by class, price, schedule, or specify a carrier.
7. Select Search. Note: If there is no nonstop flight within the hours you have chosen, a new window will appear that asks you to expand your search window to include nonstop flights. Select Yes or No depending on your preference.
8. The Trip Summary page will populate.
   
   
   
   
9. You can filter your search with the left menu.
   
   • Change Search – edit the information you included on the previous screen.
   • Depart and return – use the sliders to narrow down the time you want to travel.
   • Price – use the slider to narrow down the options by price.  
   • Display settings – check the boxes to hide certain options.
   • Airport filters – nearby airports.
   • Connecting Airport Filters – check the boxes based on your connecting airport preference.
     
10. 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.
    
    
    
    
11. 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.
      
       
      
      
12.  Review the flights/train options. For more information, select Show all details or select View Fares and then select flight details.
13. Once you have chosen your flight, do not select the price. You are only researching at this point. Write down the information or take a screenshot regarding the flight, such as the date, time, city, and price. You will use the information when creating your Request.
14. Select Travel on the top left corner of the screen. This will bring you back to the Trip Search. 
    

Hotel

1. If you require a hotel, select the hotel icon at the top of the Trip Search.
   
   
   
   
2. In the "Check-in" and "Check-out" fields, select the appropriate dates from the calendar.  
3. Search within a certain mileage from a point by:
   
   • Typing in the number of miles the hotel can be from a specific location.
   • Select the radio button for the location such as airport, company location, address, reference point/zip code.
   • Depending on your choice, you will have to provide more information.
4. Select Search.
5. The Trip Summary page will populate.
   
   
   
   
6. You can filter your search with the left menu. 
   
   • Change Search – edit the information you included on the previous screen.
   • Price – use the slider to narrow down the options by price.  
   • Display settings – check 'hide sold out' to remove the sold-out hotels from the results.
   • Property Brand – select the check boxes to indicate the hotel chain you prefer.
   • Amenities – select the check boxes for the amenities you prefer.
     
     
     
     
7. 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 the 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.
     
     
     
     
8. Below the map, you can search for a hotel or use the Sorted By drop-down to sort the results.
   
   
   
   
9. 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.
     
     
     
     
10. Select View Rooms to see the available room options and rates. Note: The rates shown are nightly rates.
11. Once you have chosen your hotel, select rules and cancellation policy to the left of the hotel price.
    
    
    
    
12. The rules and cancellation policy will populate which has the total rate for the hotel.  Write down the information or take a screenshot. You will use the information when creating your Request.
    
    
    
    
13. Select the 'X' on the top right corner of the policy.  
14. Select Travel on the top left corner of the screen. This will bring you back to the Trip Search. 

Train

1. If you require a train, select the train icon at the top of the Trip Search. Note: Please refer to the Travel policy for detailed information regarding travel by Train.
   
   
   
   
2. Select Round Trip, One Way or Multi City.
3. In the "From" and "To" fields, type in the name of the city you are departing from and traveling to.
4. In the "Depart" and "Return" fields, select the appropriate dates from the calendar.  
   
   • Use the drop-downs to select the preferred times you would like to depart.
5. Select the Search by drop-down to search price or schedule.
6. Select the Search button.
7. The Trip Summary page will populate.
   
   
   
   
8. You can filter your search with the left menu.
   
   • Change Search – edit the information you included on the previous screen.
   • Depart and return – use the sliders to narrow down the time you want to travel.
   • Price – use the slider to narrow down the options by price.  
   • Train station filters – use the drop-down to select the number of stops.
     
      
     
     
9. You can filter the results with the matrix at the top of the page.
   
   
   
   
10. 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.
      
      
      
      
11. Review the train tickets which are under the matrix. Select View fares or Show all details for more information.
    
    
    
    
12. Once you have chosen your train ticket, do not select the price. You are only researching at this point. Write down the information or take a screenshot. You will use the information when creating your Request.
    

Car Rentals

1. If you require a car rental, select the car icon at the top of the Trip Search. Note: Car rentals are not typically covered by the University. You must provide a justification for renting a car in the comments field. Please refer to the Travel policy for detailed information regarding rental car authorization.
   
   
   
   
2. In the "Pick-up date" and "Drop-off date" fields, select the appropriate dates from the calendar.  
3. Use the drop-downs next to the dates to select the times.
4. In the pick-up car at section, select either:
   
   • Airport terminal and then type in the city or the airport code.
   • Off-Airport. 
5. Check the box next to, 'Return car to another location' if you will not be returning the car to the same location you picked it up. Then enter the drop-off location.
6. Optional: Select more search options, to specify the car type, smoking preference, and car vendors.
7. Select Search.
8. The Trip Summary page will populate.
   
   
   
   
9. Review the car rental options.
10. Once you have chosen your car rental, do not select the price. You are only researching at this point. Write down the information or take a screenshot. You will use the information when creating your  Request.
11. Select Travel on the top left corner of the screen. This will bring you back to the Trip Search. 

Additional Resources

• Rowan Travel Policy
• Accounts Payable Website
• Concur Resource KB article

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