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travel using concur

1. Pre-Travel Arrangements

Verify travel policy compliance.

Obtain necessary approvals for travel.

Ensure all required documentation is in order (e.g., ID, travel permits).

Research and select travel options (flights, hotels, transportation).

Create a Concur profile if not already done.

Here are some additional steps that could be included in the "1. Pre-Travel Arrangements" section of the travel checklist

Confirm travel dates and itinerary with relevant stakeholders

Set a travel budget based on company policies and guidelines

Identify and book any necessary travel insurance

Check for any health or vaccination requirements for the destination

Arrange for any special accommodations (e.g., accessibility needs, dietary restrictions)

Notify your bank of travel plans to avoid issues with credit/debit card usage

Review and pack necessary travel gear (e.g., chargers, medication, business materials)

Set up out-of-office notifications for email and other communication channels

Prepare a list of emergency contacts and important phone numbers for the trip

Schedule any necessary meetings or appointments during the trip

Download relevant travel apps or tools (e.g., maps, translation, weather)

Review currency exchange rates and plan accordingly if traveling internationally

2. Booking Travel in Concur

Log into the Concur system.

Select the “Travel” tab to begin booking.

Input travel details (destination, dates, and times).

Review and compare travel options presented.

Book flights, hotels, and car rentals as needed.

Confirm and save all booking details.

Here are some additional steps that could be included in the "Booking Travel in Concur" section

Select preferred airlines, hotels, and car rental companies based on company policy

Utilize any available filters to refine search results (e.g., price, duration, amenities)

Check for and apply any available corporate discounts or promotions

Review the itinerary summary for accuracy before finalizing the booking

Add any special requests or preferences (e.g., meal preferences, seat selection)

Confirm the travel policy compliance of the selected options

Enter any necessary payment information or select a company credit card

Review cancellation and change policies for all booked services

Print or download the itinerary for personal records and future reference

Set up travel alerts or notifications for flight changes or cancellations

Share the itinerary with relevant colleagues or supervisors if required

Ensure all bookings are linked to the correct project or cost center, if applicable

3. Expense Management

Familiarize yourself with the expense policies.

Capture receipts for all travel-related expenses.

Enter expenses into Concur as they occur.

Attach receipts and any supporting documentation.

Submit expenses for approval after travel is completed.

4. Post-Travel Follow-Up

Review and track expense reports for approval status.

Ensure all travel-related expenses are processed.

Provide feedback on travel experiences (if requested).

Update Concur profile with any changes or feedback.

5. Compliance and Reporting

Ensure adherence to company travel policies.

Generate reports for travel spending and compliance checks.

Analyze travel data for future planning and budgeting.

Share insights with management for potential improvements.

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