Concur Travel System Updates

Yes. Airfare must still be booked through Concur or through the University's travel management company.

The only change is where the booking occurs. Instead of using the "Book Travel" button within an approved Travel Request, travelers will now book through the Trip Search section on the Concur homepage after their Travel Request has been fully approved.

No. Guests/ non-employees do not have access to Concur and therefore cannot book travel online themselves.

If booking online, a designated Travel Arranger must make reservations on the guest's behalf. Guests who wish to arrange their own travel may continue to work directly with the University's travel management company. In either case, an approved Travel Request ID is required before travel can be booked.

An approved Travel Request ID is required at the time of booking and must correspond to the trip being booked.

Failure to obtain approval before booking may result in:

• Cancellation of travel reservations
• Revocation of University card privileges
• Increased audit risk for the University
• Travel expenses being deemed non-reimbursable

Travelers should ensure their Travel Request is fully approved before making any travel arrangements.

Travelers will be prompted to enter their approved Travel Request ID during the booking process when using Trip Search in Concur.

If booking through the University's travel management company, the Travel Request ID must be provided to the agent at the time of booking.

This ID is required to link the reservation to the approved trip.

Yes. A single approved Travel Request may be used for multiple bookings, provided all reservations are related to the same trip.

Each booking must reference the same Travel Request ID to ensure proper tracking and reconciliation.

Travel Requests may not be reused for different trips, even if attending the same conference in a different year or session. Each trip requires its own Travel Request.

Changes or cancellations must be made through the same channel used to book the reservation (Concur or the travel management company).

Travelers are responsible for ensuring that any changes remain consistent with the approved Travel Request or for updating the request if necessary.

This does not impact expense reports. All travel expense reports must still be linked to the approved Travel Request during the expense reporting process.

This ensures proper reconciliation, audit compliance, and alignment with University travel policies.

Airfare booked through Concur will still flow into Available Expenses for utilization in expense reports as usual.