Concur Travel FAQs
Q. Is my information entered in the travel profile shared with or seen by anyone?
A. Only you as the traveler and the travel arranger have access to the profile information. The travel arranger does not have access to your personal credit card information.No one has access to your number, it is a secure site. Only the last four numbers are shown.
Q. We have commissioners who travel three to four times per year. They do not have state emails. Do you recommend that they be designated as a guest?
A. They should set-up a profile. Contact your travel administrator to provide Concur access.
Q. For travelers who travel only once, is there a different set-up? Can anyone assigned arrange travel for these types of travelers?
A. Travel arrangers can be set up to book one time travelers, or guests. Contact your travel administrator for access to book guests.
Q. Do we have to book refundable fares?
A. Department policies differ. Please check with your department travel program coordinator.
Q. Can you check “price and schedule” when searching for airline reservations?
A. No, you must select either price or schedule.
Q. Can we load multiple credit cards for hotels in our profile?
A. Yes.
Q. What do I do if the conference I am attending has a special conference or hotel rate?
A. You should follow the conference instructions and book the hotel separate from Concur.
Q. What procedure should I use if I have two or more travelers going to the same destination?
A. Concur will allow you to clone a reservation. When the first booking is made, you will be able to clone the reservation, found under the Upcoming Trips tab as one of the trip actions. After selecting the trip action to clone, you will then pull over the next traveler’s profile so that all frequent guest numbers and credit cards are captured and then add any additional cars or hotels before submitted to purchase.
Q. How can I see the flights I have already booked?
A. Go to the Trip Library to view a list of your itineraries. You can search for a specific itinerary by entering keywords and a date range. Click the Actions button to View the itinerary, Email the itinerary, View Request, Create a Template, Change or Cancel the trip.
Q. What does the yellow diamond represent when viewing air, hotel, and car options?
A. The yellow star represents a company preferred vendor.
Q. I frequently travel to the same destination, stay in the same hotel and rent the same car. Is there an east way to book this trip?
A. Yes, you can create a Template for any trip. Click the Actions button on a trip in your Trip Library, and select the option to Create a Template.
Q. Can I book travel for guests, volunteers, and other non-State employees?
A. Yes, click on the “You are administering travel for” dropdown in the upper right hand corner of the Travel Home page and select “Guest”. For a guest who travels a few times a year, you can have a profile set up for him or her.
Q. Who should I contact if I feel I am not receiving the lowest fare available via Concur?
A. There are certain factors that can affect the pricing of airline tickets. These factors can include any of the following: search criteria, availability, or time of booking.
Q. What is the different between Hold Trip and Purchase Now?
A. Purchase Now will purchase and ticket your flight as well as confirm car and hotel reservations. Hold Trip will save your itinerary and confirm the car and hotel but does not ticket your flight. You can come back later to purchase the flight. In order to prevent a hotel no-show charge, you will want to cancel a reserved itinerary if you are not going to use it. Also, airfare is subject to change until ticketed, so the fare could change until you purchase the ticket.
Q. Can we print boarding passes through Concur or do we have to go through the airlines?
A. Boarding passes are provided via the airlines.
Q. For out-of-state travel (OST), do I have to enter the OST authorization number?
A. No, however, prior approval is still required.
Q. How do I know who my travel program coordinator or travel administrator is?
A. Contact your Accounting Office.
Q. What are E-receipts in Concur?
A. E-receipts are electronic itemized receipts that can be accepted in lieu of a scanned or attached receipt file. Travelers are able to receive E-receipts for transactions from vendors. To enable E-receipts, click the Profile tab to view your profile options, then select E-receipt Activation. Read the agreement and then click “I Agree” to complete the e-receipt activation.
Service Fees
Q. If I have a question regarding Concur and call the TravelStore, will I be charged a fee?
A. You will not be charged a fee to speak with an agent. The fee is only charged if a ticket is purchased.
Q. Is there a fee charged if there is a trip on hold?
A. No, but keep in mind a trip will only remain on hold for 24 hours.
Baggage Fees
Q. Are the airlines charging for bags?
A. Southwest Airlines is currently the only airline that does not charge baggage fees. Please refer to the baggage fee policies on Concur.
Q. Does the State pay or does the employee pay for bags?
A. The employee must pay for the baggage fees; however, the State Controller’s Office will reimburse baggage fees via a Travel Expense Claim, and with a valid justification.
Cancellations/Changes
Q. How do I make cancellations?
A. Cancellations can be made via the trip recorder locator on Concur, prior to ticketing. You can also call TravelStore to make cancellations at no additional fee.
Q. If I am out on the road and I have to make a change via the TravelStore, will there be a charge?
A. No.
Q. What should I do if I book an air reservation on Concur, and a few hours later decide to add a car and/or hotel?
A. You can make changes before your ticket is issued. To add or modify your trip, click the name of the trip in the Upcoming Trips tab and then select Change Trip.
