Request Assistant is a feature in Concur Request that uses generative AI and benchmark data to provide intelligent travel cost estimates. This tool saves you time by eliminating the need for extensive manual research during the pre-trip approval process.
Using Request Assistant to create a request
The Request Assistant is active by default when you create a new travel request and can be deactivated if desired.
Generating Estimates
Open Concur Request and select Create New Request.
Enter your trip details into the request header, completing all required fields, such as Start Date, End Date, and Final Destination.
Ensure the Request Assistant is On toggle is active and select the checkboxes for the services you want to estimate (Flight, Train, Car Rental, Hotel, and/or Taxi). Select Generate Estimate.
Request Assistant can only estimate round-trip flights or train trips when used from the request header. To estimate one-way segments, add them individually after you create the request.
Flight and Train cannot both be selected at once on the header. However, if you require both, you can select one on the header and later add the other to the expected expenses list (using Request Assistant if desired).
Review the generated costs and explanations. If you are satisfied, select Create Request to add these estimates as expected expenses to your request. Otherwise, see Refining and Adjusting Your Estimates below.
Refining and Adjusting Your Estimates
You can customize the criteria the AI uses to better match your expected needs before adding the expenses to your request.
Customization options
Use the Show Additional Criteria link or customization boxes under each service to adjust parameters like flight class, number of connections, hotel ratings, car size, or taxi trips. After changing criteria, click the Regenerate button to see updated estimates based on your new selections.
You may notice some fluctuations in pricing as you make customizations and regenerate estimates. These fluctuations will continue to stabilize as the AI model improves.
Manual Overrides
The calculated amounts are editable. If you have more accurate information, you can manually change the dollar amount in the expense entry after the assistant adds it to the request.
Important Considerations and Limitations
Request Assistant is intended to provide quick estimates. If you prefer (or need) more accurate trip cost estimates, we recommend not using Request Assistant. For example, Request Assistant does not automatically ensure compliance with the Fly America Act or specific UCAR discounts like GSA government rates.
Personal days and international travel: The tool does not automatically reduce hotel night counts for personal days or account for next-day arrivals on international flights.
Multi-city trips: To use Request Assistant for multi-city trips, create the travel request for the main destination city listed on the request header and then add additional expense entries for the other destinations. Request Assistant is optional for all the entries.
Additional segment entry fields: To ensure compatibility with Request Assistant, UCAR uses "segments" for trip services (airfare, hotel, taxi, etc.). You may see extra fields like pickup and dropoff times. You only need to complete the required fields to save expense entries. However, Request Assistant may require completion of the optional fields and will notify you if any (such as the pickup and dropoff locations and dates) are required.
Accuracy: Costs provided are general estimates. If your approval requires exact travel quotes, do not use Request Assistant.
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