Smart Tips for Successful Booking Tool Usage

Smart planning and preparation are crucial for effective utilization of the booking tool. Ensure user profiles are complete, begin with a well-informed request, and stay proactive in consulting with relevant parties to streamline the booking process. Familiarize yourself with key practices like early lead time initiation and profile completion to optimize your department's savings.

• Booking tool
• Smart planning
• Success tips
• Efficient usage
• Department savings

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Uploaded on Feb 23, 2025 | 0 Views

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1. CONCUR BOOKING TOOL Be fast, be efficient, and save money for your department!

2. 5 TIPS FOR BOOKING TOOL SUCCESS Smart planning in the request will translate to success in the booking tool Make sure the user profile is complete 85 % of the time you will begin in Request Lead time for successful Request and Booking Tool experience When to consult the TMC?

3. SMART PLANNING THE REQUEST FOR BOOKING TOOL SUCCESS! Know your needs and have a plan Include all the segments you plan to book in your request Know your schedule and locations The booking tool searches based on the information you put in the request. If search parameters change from the originally approved request, a new request will be created When changes occur consult the TMC Once the booking has been completed, the book button will change to an expense button Flight changes will require the help of the TMC

4. MAKE SURE THE USER PROFILE IS COMPLETE A complete profile translates to seamless process Concur onboarding checklist https://ba.uoregon.edu/travel/concur The Delegate must also be assigned as the Arranger Verify email address Department Approvers must be assigned Make sure a TMC is assigned and that you know which TMC you are assigned to, Direct Travel or Premier Travel (see Travel tab, Company Notes section)

5. 85 % OF THE TIME YOU WILL BEGIN IN REQUEST All booking tool bookings require an approved Request To avoid secondary requests, make sure to access the Book button associated with the approved Request to launch the booking tool search Go to the Request tab on the top black bar of your Concur screen and scroll to the right This is also where you will launch the expense report to process a reimbursement

6. LEAD TIME BEGIN EARLY FOR SUCCESS The best practice is to begin early in the day and early in the week Booking tool use after hours and on weekends/holidays Reminder that all booking tool bookings require an approved request The booking tool may be accessed through an approved request Reservations made outside of an approved request over the weekend will likely result in a cancelation

7. WHEN TO USE THE TMC? Booking tool bookings assess a $5.00-$9.00 fee, TMC assist bookings assess a $25.00- $35.00 fee depending on agency and whether domestic or international Multi-city travel and Open Jaw travel (flight to a location, flight out of another location) Including personal travel with business travel Comparison quotes Grouping family members together on same flight Purchase of airfare one way at a time Rush travel International travel-special needs and upgrades Katmandu Economy plus and Business Class when there is an international leg over 8 hours

8. REQUEST TO BOOK, BOOK TO REQUEST, YOU CHOOSE! Concur has been configured to require a request for all bookings Bookings created through an approved request will be ticketed the same day, usually within a couple of hours Bookings created prior to the approved request will hold for 24 hours while the request is processed through approvals Remember that the space is held, though the price is subject to change until ticketed It is very important to remember that your approvers must be available and ready to approve to ensure your booking is ticketed prior to the expiration date/time

9. USE THE BOOKING TOOL FOR GUESTS? YES, YOU CAN! Always begin guest bookings in the booking tool and use Book for a Guest When the request is spun up, make sure to use guest policy Follow naming conventions for guests: Guest first and last name and as much of destination and date that will fit (example: Daisy Duck, EUGENE June 12, 2021) Make sure approvers are in place so booking moves to ticketing Make sure you have guest s name as it appears on their government issued ID

10. SEARCH TIPS AND REMINDERS Select the correct airport Search tips Show Matrix Filters (left) Sort (duration is my favorite, but I like price low to high too!) Shop by schedule to select outbound and return separately and by specific flight number Each approved request provides one book button Airfare will be booked first Rental car and hotel may be skipped and booked later through Add Car/Add Hotel buttons attached to air itinerary For car and hotel reservations, we recommend that cancellations be made directly with the vendor

11. MORE TIPS AND Q&A Review your trip in the Trip Library or in Upcoming Trips Reservations made outside the booking tool may be emailed to plans@tripit.com, make sure to download and connect the Trip It Pro app, a free service with Concur (other settings in profile) Travelers may now load their personal cards and One Cards into Concur so it will be attached to hotel reservations Any tips from attendees? Questions?

12. THANK YOU FOR JOINING US!