TRAVEL FAQ
Concur Profile & System
How do I log into Concur?
Login into Concur here: www.concursolutions.com/nui/signin
What if I do not have Concur on quicklinks or am unable to login?
Is there currently a service outage in Concur?
If the system appears to be running slow or you are experiencing issues logging in or using Request/Travel/Expense functions you can check the Concur Status Board to see if there is an active service outage. In the top right corner of the screen you can click “Subscribe to Updates” if you wish to receive updates when the system is experiencing issues.
How do I configure e-mail notification settings in Concur?
To configure e-mail notifications:
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- Log into Concur and navigate to Profile Settings. Under Expense Settings is an option for Expense Preferences. On this screen you can check the boxes for any e-mail notifications you wish to receive.
Travel Bookings
Do we have to use Corporate Travel Planners and Concur for online booking?
The XBS Southwest Travel Program has been implemented in order to provide competitive pricing for their travelers. Discounted rates are based on volume (the more travelers who use the system, the better the rates); therefore, XBS Southwest travelers booking through Concur and CTP will allow the company to negotiate the best rates with airlines. It also ensures that any company frequent travel programs are being utilized. For example, XBS southwest has a business extra account with AA, with this, travelers receive their personal points, but also receives points which XBS Southwest can then use towards free tickets to help in reducing the overall cost of the travel at the company.
Concur is required for the submission of all expense reports related to travel, whether or not, the company travel card was used. Request for reimbursement of any travel related expenses must go through Concur.
When is the best time for me to book my flight?
It is recommended that airfare be booked 14-21 days in advance.
Can I book a multi-leg trip online?
Yes, multi leg trips can be booked online.
It is suggested that complicated, multi-leg reservations be booked by a Full Service agent.
Can I change/reserve my seat online?
In most instances a pre-reserved seat can be done online while making your reservation; however, once a reservation has been ticketed and confirmed, you can access the airline’s website and modify the seat assignment or make changes based on frequent flyer status. It is important to note that a pre-reserved seat is never guaranteed.
How do I verify if my frequent flyer number is included in my reservation?
The traveler’s freqent flyer number will be printed on the final invoice that is sent by CTP. It will be listed under Frequent Flyer Info.
Frequent Flyer information can be added to the traveler’s profile. Once it has been added to the profile, it will automatically be included in any reservation for that airline.
How do I book a conference hotel?
If required, Conference bookings can be booked through the website, if using Concur to book a hotel at a conference rate, please use conference Hotel request.
How do I obtain access to book for a guest?
Contact the travel office to request access. Access will only be given to administrative staff.
How do I book a prospective employee’s travel?
Prospective employee’s would be booked as a guest through Concur.
What is Group Travel?
Group Travel is defined as a group of 10 or more individuals traveling to or from the same destination.
If a traveler is in travel status and needs to change their travel arrangements, who should they contact?
Please contact CTP. They will make the necessary changes to your travel plans. Justification will need to be provided to Company for changes.
Please visit the contact page for numbers and hours.
How do I upgrade my flight reservation?
Extra leg room, early check in and change in flight class can be obtained by contacting the airline company directly. All additional requests will require an explanation for additional charges.