| concur travel user guide - travizon.net · travel, some countries have additional documentation...

| CONCUR TRAVEL USER GUIDE:

Quick Start to Profiles & Travel for Change Healthcare

Version 1.2

November 2017

Prepared by

CTM Online Services, North America

TABLE OF CONTENTS

OVERVIEW .................................................................................................................................................................................................... 1

CONCUR TRAVEL PRIVACY AGREEMENT ........................................................................................................................................ 1

PRIVACY AGREEMENT ...................................................................................................................................................................... 1

CONCUR TRAVEL PROFILES ................................................................................................................................................................. 2

TO UPDATE PROFILE OPTIONS ...................................................................................................................................................... 2

To Add a Credit Card ............................................................................................................................................................ 4

To Update an Existing Credit Card .................................................................................................................................... 5

To Delete a Credit Card ........................................................................................................................................................ 6

To Add an Assistant or Travel Arranger ........................................................................................................................... 7

To Update an Existing Assistant or Travel Arranger ...................................................................................................... 8

To Delete an Assistant or Travel Arranger ....................................................................................................................... 9

BOOKING TRAVEL ON CONCUR ....................................................................................................................................................... 9

FLIGHTS ......................................................................................................................................................................................... 9

ACCESS ............................................................................................................................................................................................ 9

Step 1: Use the Air/Rail Tab ................................................................................................................................................ 11

Step 2: Select a Flight ........................................................................................................................................................... 14

Step 3: Select a Rental Car ................................................................................................................................................. 15

Step 4: Select a Hotel ........................................................................................................................................................... 16

Step 6: Review the Travel Details Page (Itinerary Summary) .................................................................................... 17

Step 7: Review the booking information ......................................................................................................................... 19

Step 8: Purchase Trip / Ticket ............................................................................................................................................ 20

HOTELS ........................................................................................................................................................................................ 21

ACCESS .......................................................................................................................................................................................... 21

Step 1: Hotel Only Reservations ........................................................................................................................................ 21

Step 2: Update / Filter Your Search .................................................................................................................................. 22

Step 3: Review the Hotel Map ........................................................................................................................................... 23

Step 4: Sort the Search Results.......................................................................................................................................... 23

Step 5: Review the results ................................................................................................................................................... 24

Step 6: Select the Hotel Room ........................................................................................................................................... 25

Step 7: Review & Reserve Hotel ........................................................................................................................................ 25

CARS ............................................................................................................................................................................................. 26

ACCESS .......................................................................................................................................................................................... 26

Step 1: Car Only Reservations ........................................................................................................................................... 26

Step 2: Filter the results (if desired) .................................................................................................................................. 27

Step 3: Update Your Search ............................................................................................................................................... 27

Step 4: Review the Results .................................................................................................................................................. 28

Step 5: Select the Rental Car ............................................................................................................................................. 29

Step 6: Review & Reserve Car ........................................................................................................................................... 29

AGENCY CONTACT INFORMATION ............................................................................................................................................... 30

| | Concur Travel User Guide: Page | 1

Quick Start to Profiles & Travel

OVERVIEW

This guide will assist users with their initial log-in, profile setup and travel request, from

their desktop and mobile device. The steps for desktop assumes that access into the site

is being managed via your corporate intranet through SSO.

CONCUR TRAVEL PRIVACY AGREEMENT

PRIVACY AGREEMENT

When accessing Concur for the first time, please read and accept the Privacy Agreement.

(NOTE: Concur’s Commitment to Privacy must be accepted by the user, before their

Concur Travel Account will be active.)

| | Concur Travel User Guide: PAGE | 2 Quick Start to Profiles & Travel

CONCUR TRAVEL PROFILES

TO UPDATE PROFILE OPTIONS Before you use Concur Travel to book your first trip, update your Travel profile. Even if

you make no changes, you must save your profile before you can book a trip in Travel.

Click on the ‘Profile’ option at the top right of the home page.

Click on ‘Profile Settings’

Select and complete each of the profile fields from the ‘Profile Options’ Menu


Under the ‘Personal Information,’ please complete all [Required] fields.

[email protected]

NOTE: Legacy MTS travelers, you will need to enter your @mckesson.com email

address, as your primary email (Email 1.) Additional emails (i.e.

@changehealthcare.com, personal addresses, etc.) can also be added.


To Add a Credit Card Click [+] Add a Credit Card

Enter your credit card information – all fields are required. You must designate all

services (Air, Rail, Car, and Hotel) for which this default card will be used. When

finished, click ‘Save.’


Your credit card information will appear in the Credit Cards section. Ensure the

icons that you selected (Air, Rail, Car, Hotel) are present, indicating your card can

be used for these services. Click ‘Save.’

To Update an Existing Credit Card Locate the existing credit card that you wish to update, and click on the pencil

symbol

Update the credit card information – all fields are required. You must designate all

services (Air, Rail, Car, and Hotel) for which this default card will be used.

Click on ‘Save.’

Your updated credit card information will appear in the Credit Cards section of

your profile. Click on ‘Save’ again.


To Delete a Credit Card

Locate the existing credit card to be deleted and click on the trash can symbol.

Confirm deletion of the credit card by clicking OK.

When the credit card has been deleted from your credit card list, click ‘Save.’

Once you have completed this information and any additional profile sections,

save your profile.

You will be returned to the top section of your profile (‘Personal Information’) and

a confirmation message will appear in the upper right corner of the page.


To Add an Assistant or Travel Arranger For this guide, they are defined as:

• Travel Arrangers - can fully manage all aspects of travel (book, cancel, change

trips, etc.) as well as travel preferences for another user – using Concur Travel.

• Travel Assistants - cannot access any Concur Travel functions or profile for

another user. This person's function is the agency’s point of contact to

communicate, delays, schedules changes, etc.

Click [+] Add an Assistant. (A popup will appear in your browser window.)

Begin typing in the name of the individual that you are assigning as your assistant or

your travel arranger. The list will pre-populate based on entry; click your

assistant/arranger’s name to populate the field.

Designate the appropriate permissions, by clicking the box to the left of each option.

Click ‘Save’ to be returned to your updated list of ‘Assistants and Travel Arrangers’

To confirm your changes click ‘Save’ on the profile page.


To Update an Existing Assistant or Travel Arranger

Click the next to the assistant/arranger that you would like to update. (A popup will

appear in your browser window.)

Update or remove the assigned permissions, by clicking the box to the left of each

option.

Click ‘Save’ to be returned to your updated list of ‘Assistants and Travel Arrangers’



To Delete an Assistant or Travel Arranger Click the next to the assistant/arranger that you would like to delete. (A popup will

appear in your browser window.)

Click ‘OK’ to be returned to your updated list of ‘Assistants and Travel Arrangers’


BOOKING TRAVEL ON CONCUR

FLIGHTS

• Use the Flight/Rail tab to book a flight by itself or with car rental and/or hotel

reservations.

o To book car and hotel reservations without a flight, use the Hotel and

Car tabs.

ACCESS You can access the Flight/Rail in these ways:

• On the Travel page: On the menu, click ‘Travel.’

• On the Concur home page: On the menu, click ‘Home’ or the Concur logo

(whichever applies).


TRIP SEARCH DISPLAY

Trip Elements

Travel Cities

Date & Time

Options

Non-Stop Display

Flight Options

Class of Service & Search

Priority

Car & Hotel Options


Step 1: Use the Air/Rail Tab To start the search:

• Select one of the following types of flight options:

o Round Trip

o One Way

o Multi-Segment

• In the ‘From’ and ‘To’ fields, enter the cities for your travel.

o When you type in a city, airport name, or airport code, Concur will

automatically search for a match.

o NOTE: Use the ‘Find an airport’ and ‘Select multiple airports’ links as

needed.

• Enter your ‘Depart’ and ‘Return’ dates in assigned fields, from the calendar.

• Use the remaining fields in this section to define the desired time range.

o TIP: To see a graphical display of nonstop flights available for the routing

and date selected, click the arrow to the right of the time window; if

needed, update the time range entered.

▪ Each green bar represents 30 minutes.

▪ Hover over a green bar to see all flights available for that block.

▪ If you change locations or dates, click ‘refresh graph’ to update.

o NOTES: The graphical display is based on flight schedule data only; rail

options are not provided. Refundability and class of service preferences are

also not factored into the information displayed.

• If you need a car, click the ‘Pick-up/Drop-off car at airport’ check box.

o TIP: To automatically reserve a car, bypassing the car search results – check

the ‘Automatically reserve this car’ option. When you select this option,

additional fields appear. Select a vendor and car type; the car is

automatically added to your reservation.

• If you need an off-airport car or have other special requests, you can skip this step

and add a car later from your itinerary.

• If you need a hotel, click the ‘Find a Hotel’ check box. Additional fields appear.

• Choose to search near an airport, near an address, near a company location, or

near a reference point / zip code (a city or neighborhood).


• If you are staying at more than one hotel during your trip or do not need a hotel

for the entire length of your stay, you can skip this step and add a hotel later from

your itinerary.

o NOTE: Before booking, canceling, or changing your hotel reservation,

verify the hotel's cancellation policy. Hotel cancellation policies have

recently become much stricter. Fees will likely apply.

• If you click the ‘Specify airline’ check box, a list of carriers appears:

o The first (in yellow) will be your frequent flyer carriers.

o The second (in a gray/khaki color) are the most requested airlines.

o The remaining airlines are in alphabetical order.

• To search only for refundable flights, click the ‘Refundable only air fares’ check

box.

• For ‘Search [flights] by,’ select either ‘Price’ or ‘Schedule.’

• Click ‘Search’ to see flight availability.


BOOKING INTERNATIONAL TRAVEL

When booking travel outside of North America, you will be advised of company policy regarding

premium economy, business and first-class options.

You will also be reminded to confirm any passport, visa and health requirements necessary for travel

abroad.

If you are a legacy MTS traveler booking international travel you will also see an additional message

prompting you to complete the GOBT online questionnaire.

IMPORTANT!! Please remember a valid passport is required for international travel, some countries have additional documentation and health requirements (i.e.

Visa, vaccinations, etc.) If you are unsure about the travel requirements for your trip, please review the information available at US Department of State, Bureau of Consular Affairs regarding your specific destination.

You will also need to access EY’s Global One Business Traveler (GOBT)

tool and complete a brief online questionnaire to identify the need to obtain immigration documents prior to travel.

https://travel.state.gov/content/passports/en/go/checklist.html

https://travel.state.gov/content/passports/en/go/checklist.html

https://tracimmigration.ey.com/portal/client/TracImmigration/GetStarted.aspx?args=dPDHP%2boWMw2ruUkJllOoFoF%2fxWGJ7JcXRmLrP6trrgQga%2bR3bOgaU%2boBxefLUo2YnSkwXRPZouw%3d

https://tracimmigration.ey.com/portal/client/TracImmigration/GetStarted.aspx?args=dPDHP%2boWMw2ruUkJllOoFoF%2fxWGJ7JcXRmLrP6trrgQga%2bR3bOgaU%2boBxefLUo2YnSkwXRPZouw%3d


Step 2: Select a Flight On the flight search results page:

• If you selected ‘Price’ on the previous page, then the ‘Shop by Fares’ tab is initially

active.

• If you selected ‘Schedule’ on the previous page, then the ‘Shop by Schedule’ tab

is initially active.

• After you have made your selection and depending on your available profile

information, you may be asked to provide or confirm credit card for payment,

special requests or frequent traveler data; complete and click ‘Next.’

TIP

Click ‘Show All Details’

to see flight and fare

details.

Policy information will

be provided for

available flights &

fares.


Step 3: Select a Rental Car If you requested a car on the Air/Rail tab, the rental car search results appear.

• Car rental vendors displayed in the search results are preferred, based on market

and availability

• Available car sizes will display applicable policy guidelines.





Step 4: Select a Hotel If you requested a hotel on the Air/Rail tab, the hotel search results appear.

• Hotel vendors displayed in the search results are preferred, based on market and

availability

• Available room sizes and rates will display applicable policy guidelines.





Step 5: Review the Travel Details Page (Itinerary Summary) Review and change your itinerary, if necessary.

1) In the ‘Trip Overview’ section:

a. Review the information for accuracy.

b. In the ‘I want to…’ section, print or email as desired.

c. In the ‘Add to your itinerary’ section, add car, hotel, etc., as necessary.

2) In the flight section:

a. Verify the information for accuracy.

b. Click ‘Change Seat’ to select a different seat (depending on the airline).

c. Click ‘Cancel all Air,’ if necessary.

NOTE: Changing a flight can result in fare changes. If this option is available to

you, please make sure to check with your CTM Travel Team on fare differences.


2) In the car rental section:

a) Verify the information for accuracy.

b) Click ‘Cancel’ or ‘Change’ as necessary.

4) In the hotel section:

a) Verify the information for accuracy.

b) Click ‘Cancel’ or ‘Change’ as necessary.

NOTE: Before booking, canceling, or changing your hotel reservation, verify the

hotel's cancellation policy. Fees will likely apply.

5) Review the remaining sections (if any) and make the desired changes.

6) Review the ‘Total Estimated Cost’ section.

7) Click ‘Next.’ The Trip Booking Information page appears.


Step 6: Review the booking information Use the Trip Booking Information page to enter additional information about your trip.

Then:

1) Enter or modify your trip name. This is how the trip will appear on your itinerary and

in the automated email from Concur.

2) Enter a trip description.

3) Enter any required trip information.

4) Indicate if there is anyone else who should receive the initial confirmation email. Enter

as many recipients as needed, separated by commas.

• If you book the trip, you will automatically receive the email.

• If you book as an arranger, you will receive the email as well.

5) Click ‘Next.’ Concur displays your itinerary on the Trip Confirmation page. This

itinerary will include any messages about ticketing policies.


Step 7: Purchase Trip / Ticket 1) Click ‘Purchase Ticket’ to send your request to the travel agents. The Finished! screen

shows your confirmation number and information to contact CTM.

2) Click ‘Return’ to Travel Center.


HOTELS

ACCESS

If you require a hotel, but not airfare, use the Hotel tab.

Step 1: Hotel Only Reservations

1) Enter the check-in and check-out dates (or click each field and use the calendar).

2) Enter the search radius and choose either miles or kilometers. Concur will always

show company preferred hotels within a larger radius, usually 30 miles.

3) Choose to search near an airport, near an address, near a company location, or near

a reference point / zip code (a city or neighborhood).

4) If you will be using more than one hotel on your trip, select the ‘Add Another Hotel’

check box. Additional fields appear. The check-in date field for the second hotel is

automatically populated with the check-out date of the first hotel. Change as

necessary.

5) Click ‘Search.’ The hotel search results appear.

Search by: Airport, Address, Company

Location or Reference

Company Locations are pre-loaded into

Concur.


Step 2: Update / Filter Your Search There is a filter set on the left side of the page. Use show and hide as needed.

In the ‘Change Search’ area:

• Change your check-in and check-out dates; change your hotel location.

• Click ‘Search.’ Travel displays the new results.

Use the slider in the ‘Price’ area to narrow your search.

In the ‘Hotel Chain’ area, select the desired hotels.

In the ‘Hotel Amenities’ area, select the desired options.

Company Location Pin

Property Markers

(# corresponds with Hotel List,

rounded pins represent clusters

of additional hotels.)


Step 3: Review the Hotel Map Review the hotel map. Click any number "balloon" to see specific hotel information. Click,

zoom, and move the map as desired.

Step 4: Sort the Search Results Below the map, select from the ‘Sorted By’ list to sort the results. Enter hotel names, if

desired.


Step 5: Review the results A picture as well as the name, address, rating stars, and price range appears.

Click the picture to see more images, in a pop-out.

Click ‘Hotel Details’ to see contact information, street address, cancellation policy, and

information about the facility.

• Hotel vendors displayed in the search results are preferred, based on market and

availability


Click ‘View Rooms’ to see:

• Available rates

• Other amenities per room/rate

• Rate details and cancellation policy

• Available room sizes and rates will display applicable policy guidelines.

Step 6: Select the Hotel Room Click the desire rate button to select.

Step 7: Review & Reserve Hotel Your Trip Summary appears and you can complete the booking.



special requests or frequent guest number

• Review and accept hotel cancellation policy

• Click ‘Reserve Hotel and Continue.’


CARS

ACCESS

If you require a car but not airfare, request the car using the Car tab instead of the

Air/Rail

Step 1: Car Only Reservations 1. Enter your pick-up and drop-off dates and times.

2. In the Pick-up car at section, select either:

• Airport Terminal and then type the city or the Airport code

• Off-Airport and then enter (or search for) the

• Select Return car to another location, if desired. Additional fields appear.

Choose the desired location.

3. To see additional search preferences, click More Search Options.

• Select the car type.

NOTE: Hold the Ctrl key to select more than one.

• Select smoking or non-smoking.

• Select the preferred vendors.

NOTE: Personal preference for car vendors will not override company policy,

only cars defined as preferred based on market & availability will be displayed.

• Click Search. The rental car search results appear.


Step 2: Filter the results (if desired) There are two sets of filters: one at the top of the page and one at the left side of the

page.

Step 3: Update Your Search

In the ‘Change Car Search’ area:

• Change your pick-up and drop-off dates and times; change your pick-

up location; change your drop-off location.

• Expand ‘More Search Options’ to select car type, vendors, etc.

• Click ‘Search.’ Travel displays the new results.

TIP

In the top filter: Sort/Select Cars & Rates using

the descriptions listed in the matrix

Left side of the page: Below Car Change Search,

use show and hide as needed.

• NOTE: Only options that are permitted

per policy will be displayed. If no cars

appear in the rental display, update

your selections.


Step 4: Review the Results Review the price and options.

NOTE: Policy compliance & information is indicated by the icon to the left of the rate.

Click ‘Location Detail’ for more information about the vendor, in a pop-up window.


Step 5: Select the Rental Car Click the desired ‘Rate Button’ to select your rental

Step 6: Review & Reserve Car Your Trip Summary appears and you can complete the booking.


information, you may be asked to provide or confirm, special requests or

frequent traveler number

• Click ‘Reserve Car and Continue.’


AGENCY CONTACT INFORMATION

For additional information or assistance completing the Concur

Travel profile, please contact CTM’s Online Technical Support Desk

at

1-877-208-1396, or email at [email protected].

mailto:[email protected]

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