CONCUR – BOOKING PLATFORM

Q: How do I log into Concur for the first time?

A: First time users can reference the Quick Guide to Registering in Concur for instructions on how to register and log in for the first time. After registration is complete and a secure password has been set, users may log in by visiting https://www.concursolutions.com/ and using their City of Sacramento email address and designated password.

Q: What information do I put in the Credit Card section of the Concur profile?

A: Most often, the credit card section of a traveler’s profile will be left blank. If a traveler wishes to combine business and personal travel and to book the personal leg of their trip in Concur, they will need to add a personal card into the Credit Card section of their profile to pay for the personal leg of their trip.

Q: What happens if the airline cancels my flight?

A: If a flight is cancelled, the Travel Management Company will reach out to the traveler to reschedule them on another flight.

Q: How do I make a hotel reservation if my conference/event provides a direct link that I must use to book my room at the discounted rate?

A: If a conference/event provides a direct link that must be used to book lodging reservations, these reservations cannot be made in Concur. Please fill out the Virtual Card Request Form ((LINK THIS LATER)) and submit to Travel@cityofsacramento.org. We will issue a virtual card and provide you the information to complete your reservation through the link. An authorization to charge the card will be sent to the hotel.

Q: How do I book a hotel at a conference rate if the conference/event provides a discount code to use upon booking?

A: If a conference/event provides a discount code to use upon booking, please book your hotel within Concur. Select the hotel/room type approved for the event in the Hotel section of your reservation. Before you confirm your trip in Concur, you will be taken to the Trip Booking Information Page. Please add your discount code and room rate in the Comments for Travel Agent field.

Q: Currently when I book for another employee using my P-Card I need to send an authorization to the hotel – do I still need to do this?

A: No, there is no need to send manual authorizations to hotels when using this booking platform. Once your reservation is confirmed, the system will send out an electronic authorization to the hotel with the virtual card information that was created for the traveler’s lodging reservation.

Q: If a group is traveling together, do we have to make the reservations individually or can we do it all at once?

A: Reservations in Concur must be made individually. If a department has many employees traveling together, they may elect to contact Zoey at Travel Leaders at Zoey@tvlleaders.com to complete reservations on their behalf.

Q: Does concur allow you to book for other people?

A: Yes, those designated as Travel Coordinators for the City have special permissions within Concur to book travel on behalf of others. Please reference the chapter Booking on Behalf of Another Employee in the Travel Procedure Manual for step-by-step instructions. If you are designated as a Travel Coordinator but do not have permissions within Concur to book on behalf of others, please email Travel@cityofsacramento.org .

Q: Does a travel coordinator have to set up traveler accounts/profiles if they are booking on their behalf?

A: Traveler profiles must be complete in Concur before an employee can make travel reservations or before a Travel Coordinator can make reservations on their behalf. It is preferred that each employee registers and completes their own profile, however, a Travel Coordinator can act on behalf of another employee already registered in Concur to complete their profile if necessary.

Q: How quickly do I get confirmation of the reservations?

A: Reservation confirmations are typically emailed within one day.

Q: How do I make changes to a reservation or cancel a trip?

A: Please refer to the chapters “Changing an Existing Reservation,” and “Cancelling a Reservation,” in the Travel Procedure Manual for step-by-step instructions.

Q: If we have a credit from a cancelled flight, how can we apply it to our reservation?

A: To apply an existing credit to a new flight, please email Zoey at Travel Leaders at Zoey@tvlleaders.com to complete the reservation on your behalf.

Q: Can I use Concur to book my personal trip?

A: Concur can be used to booked combined business and personal trips (See Chapter titled “Combining Business and Personal Travel in the Travel Procedure Manual for step-by-step instructions), but cannot be used to book a stand-alone personal trip.

Miscellaneous/Policy Questions:

Q: Since Procurement reconciles charges for the travelers flights, hotels, and rental cars, do those items need to be included on the traveler’s Expense Report?

A: Yes, all costs for flights, hotels, and rental cars must be included in a traveler’s final expense report. Travelers are still required to provide all itemized receipts upon completion of their trip. The total cost of airfare can be found in the traveler’s itinerary.

Q: There is a Professional Fee reflected on the traveler’s itinerary – how do I reflect this on the expense report?

A: Please roll the professional fee into the cost of the flight or hotel in the expense report. If a flight is booked, please combine the total cost of the flight with the professional fee in the expense report. If a flight is not booked, please combine the total cost of the hotel with the professional fee in the expense report.

Q: Does the City have standards we need to stick with for certain hotels, airlines, etc?

A: The City has contracted rates built into many of the options you will see in Concur. Please book the most cost-logical options when selecting flights and hotels and remain good stewards of Public funds. If flights or hotels are selected in Concur when more cost-logical options exist, the system will prompt the traveler to provide justification for their selection.

Q: When booking a flight, are there rules for when someone has to fly out?

A: Per API No 7. As a general rule, travelers will be expected to accept flights departing within two (2) hours of the desired departure time.