Booking Travel

Access Concur. If accessing remotely, you may need to use your CIT credentials to log in. (You may want to bookmark this link for quick access to Concur next time – visit the Creating Bookmarks to Concur guide for details.)

If booking this trip on someone’s behalf, act as that person’s delegate. Refer to the Acting as a Delegate guide for details.

Locate the Trip Search. Look for the Trip Search on the left side of your screen, either on your Concur home page or on the Travel tab.

If needed, select which aspect of the trip you’re booking. When booking airfare, you can also book the rental car and lodging during the same search. To only book one detail of the trip – such as the lodging – use the corresponding tabs along the top of the Trip Search.

If needed, change the flight option. The default flight option is Round Trip. Click the appropriate button to change to One Way or Multi City.

Enter the departure and arrival cities.

There are a few ways to enter the departure and arrival cities:

• Search by city, airport name, or airport code directly in each field;
• Use the Find an airport link to search by address; or,
• Use the Select multiple airports link, which is especially helpful for areas where multiple airports are in close proximity (such as New York City and Chicago).

Enter the departure and return dates and times. Use the calendar that appears to select each date.

Select the search time frames using a series of three dropdowns:

• Whether the time is airport departure or arrival at the following airport;
• The approximate time; and,
• The number of hours you want the search to include both before and after the approximate time selected in the second dropdown. For example, selecting a departure time of 9:00 a.m. +/- 3 hours will display search results that leave the airport from approximately 6:00 a.m. to 12:00 p.m.

If needed, select to book a rental car during this search. Check the Pick-up/Drop-off car at airport box, even if the pick-up and drop-off location will not be at the airport.

If needed, select to book lodging during this search. Check the Find a Hotel box and choose the area you would like the search to include. For example, search by address to locate hotels close to a certain location. Note: If there is a special discount/group room rate available, make the reservation outside of Concur.

Click the Search button.

A matrix (grid) summarizing the airfare search results appears at the top of your page, with the search results appearing below. You can select a column header, row header, or cell of the matrix to narrow the search results that appear below.

If needed, change your search criteria. Use the toggle bars on the left side of your screen to filter your results even further. Need to change dates, times, and/or locations? Click the Change Search dropdown, update your search criteria, and click the Search button.

Select the airfare that is the best option for this trip.

To shop by schedule:

• Select the Shop by Schedule tab between the matrix (grid) and search results. First, select the departure flight by clicking the Select button to the right of the flight. Your selection appears at the top of the list. Then, repeat for the preferred return flight. The blue button to the right displays the price for your selected flight pair – click it to select.

To shop by price (fares):

• Select the Shop by Fares tab between the matrix (grid) and search results. The blue buttons to the right display the price for each flight pair. Click the button to select the preferred flight pair.

Review the airfare details and make selections/ changes as necessary. Select the Method of Payment as the yellow highlighted UCAR Company Air Card.

Click the Reserve Flight and Continue button. The Reserve Flight and Continue button is at the bottom of your page.

Next, the rental car search results appear. Similar to the flight search, a matrix (grid) summarizing the rental car search results appears at the top of your page and the search results appear below. You can select a column header, row header, or cell of the matrix to narrow the search results that appear below the matrix.

If needed, change your search criteria. Use the options on the left side of your screen to filter your results even further. Need to change dates, times, and/or locations? Click the Change Search dropdown, update your search criteria, and click the Search button.

Select the vehicle that is the best option for this trip. The blue buttons to the right display the price for each vehicle. Click the button to select the preferred option.

Review the rental car details and make selections/ changes as necessary.

Click the Reserve Car and Continue button. The Reserve Car and Continue button is at the bottom of your page.

Next, the hotel search results appear. A map displays the search results by location at the top of your page, and the search results appear below the map. If there is a special discount/ group room rate available, make the reservation outside of Concur.

If needed, sort the search results. Use the Sorted By dropdown, which appears between the map and list of search results, to change the order of the results list.

If needed, change your search criteria. Use the options on the left side of your screen to filter your results even further. Need to change dates, times, and/or locations? Click the Change Search dropdown, update your search criteria, and click the Search button.

View the room options available by hotel. Click the View Rooms button, to the right of each hotel, for room options and rates.

Select the room that is the best option for this trip. The blue buttons to the right display the price for each room. Click the button to select the preferred option.

Review the hotel details and make selections/changes as necessary.

Click the Reserve Hotel and Continue button. The Reserve Hotel and Continue button is at the bottom of your page.

Review the travel details and make selections/ changes as necessary. Use the links along the right side of your screen to add segments, cancel segments, or make changes.

Click the Next button. The Next button is in the lower right of your page.

The Trip Booking Information page appears.

We recommend updating the trip name to one that better represents the trip. Concur provides a default trip name based on the trip’s airports. A name similar to the travel request’s trip name – one that includes the destination and trip dates, along with the conference name (such as AGU) if applicable – is ideal.

Enter the appropriate account key to which the airfare will be charged.

For international trips, select the type of funding that will be used for this trip.

Enter the travel request ID for this trip.

Indicate whether there is an unused plane ticket and, if so, whether it should be used for this trip.

Click the Next button. The Next button is in the lower right of your page.

Review the trip details once last time. This is your last chance to make changes before booking this trip.

Click the Confirm Booking button. The Confirm Booking button is in the lower right of your page.

A confirmation message appears. Also, a confirmation email with the trip itinerary is sent to the traveler.