Concur Travel at UW Madison: A Complete Guide for Faculty and Staff<
The business travel world is complex, but Concur Travel at UW Madison makes faculty & staff life easier in a simple way. With features such as booking flights, expense management, and reimbursement possibilities, Concur Travel is an easy-to-access platform that could help you manage travel end to end.
Concur Travel: How to Use It and What You Need to Know at UW-Madison
Whether you are trying to set up your account, make a travel reservation, review invoice statuses or whatever the case may be — this guide will answer all of your Concur questions.
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What is Concur Travel at UW Madison?
Concur Travel is an integrated travel and expense management platform used by the University of Wisconsin-Madison. It allows faculty and staff to efficiently book flights, hotels, car rentals, and manage travel expenses in one centralized system. Concur Travel at UW Madison is specifically tailored to comply with the university’s travel policies, ensuring that all bookings and expenses meet institutional guidelines.
Key features of Concur Travel at UW Madison include:
- Online Booking: Secure and centralized booking for flights, hotels, and car rentals.
- Expense Management: Automated expense reporting and tracking for reimbursements.
- Approval Workflow: Streamlined approval processes for travel requests and expenses.
- Policy Compliance: Adherence to UW Madison’s specific travel policies and guidelines.
Concur Travel simplifies travel planning, making it easier for university faculty and staff to focus on their academic and professional responsibilities.
How to Access and Set Up Concur Travel for UW Madison Users
Setting up your Concur Travel account at UW Madison is straightforward. Follow these steps to get started:
- Access the Portal: Log in to the UW Madison Travel Management site using your university credentials.
- Navigate to Concur: Find the Concur Travel section and select “Access Concur” to enter the platform.
- Set Up Your Profile: Complete your user profile with essential information, such as contact details, travel preferences, frequent flyer numbers, and credit card information for bookings.
- Update Travel Preferences: Adjust travel preferences to include your airline, hotel, and car rental loyalty programs if applicable.
- Enable Notifications: Choose notification settings to receive updates and reminders related to your travel bookings.
By completing your profile setup, you’ll be ready to book and manage travel efficiently through Concur Travel.
Booking Flights, Hotels, and Car Rentals Through Concur Travel at UW Madison
Booking travel through Concur at UW Madison is designed to be intuitive. Here’s a step-by-step guide:
Booking Flights
- Search for Flights: Enter your destination, travel dates, and preferred airlines. Concur will show a list of flight options, highlighting the most cost-effective choices.
- Select a Flight: Choose a flight that meets your schedule and budget, taking note of any university travel policies.
- Confirm Booking: Review your flight details and confirm your booking. The system will automatically track the booking for expense reporting.
Booking Hotels
- Search Hotels by Location: Use the location search to find hotels near your destination. Filter options by price, amenities, and distance from your intended location.
- Review UW Madison-Preferred Hotels: Look for hotels that are preferred by the university to ensure compliance with institutional guidelines.
- Book and Confirm: Select your hotel, review the booking, and confirm. Receipts are automatically stored in the Concur system for future reference.
Booking Car Rentals
- Search for Rental Cars: Enter your destination, rental dates, and preferences. Concur will list rental options from approved providers.
- Select and Reserve: Choose a vehicle that fits your needs. Make sure to follow UW Madison’s policies regarding rental insurance and vehicle types.
- Finalize Booking: Confirm your reservation, and your rental information will be saved for expense management.
These booking processes make it easy to arrange travel in a way that meets both personal and university guidelines.
How to Submit Travel Requests and Approvals in Concur Travel
Travel requests are a critical part of the booking process at UW Madison, ensuring that trips are pre-approved by the relevant departments. Here’s how to submit and track travel requests in Concur:
- Create a New Travel Request: Log in to Concur, navigate to the “Travel Request” section, and start a new request.
- Provide Trip Details: Fill in information about your travel dates, destination, purpose, and estimated expenses.
- Attach Supporting Documents: Upload any necessary documents, such as invitation letters or conference schedules, to support your request.
- Submit for Approval: Once complete, submit the request for approval. It will be routed to the appropriate supervisor or department for review.
- Track Approval Status: Use the Concur platform to monitor the status of your travel request, receiving notifications when it’s approved or if additional information is needed.
Submitting travel requests through Concur ensures compliance with UW Madison’s travel policies and helps streamline the approval process.
Tips for Managing Travel Expenses with Concur at UW Madison
Travel expenses are cumbersome to administer, but Concur provides you with integrated tools that streamline the process. Here are some tips:
- Concur App: Simply download the Concur app and you can capture receipts on-the-fly and seamlessly upload them to your expense report for approval.
- Automated Expense Reporting: Take advantage of Concur and the automated category adjustments to help in matching expenses with booked travel; thus reducing manual input.
- Register Travel Expenses: All travel expenses have to be properly classified in compliance with UW Madison’s regulations and within allowed categories.
With Concur you can save time with expense management and ensure your reimbursement gets processed quickly (and accurately).
Concur Travel Policies and Guidelines Specific to UW Madison
UW Madison has specific travel policies and guidelines that must be followed when booking and managing travel through Concur. Key considerations include:
- Approved Vendors: UW Madison has agreements with specific airlines, hotels, and car rental companies. Booking through approved vendors can help you comply with university travel policies.
- Per Diem Rates: Follow the per diem rates for meals and incidental expenses as outlined by the university’s travel policy.
- Booking Classes: Business or first-class bookings may require special approval. Ensure that your travel choices meet the university’s cost-efficiency standards.
Familiarizing yourself with these guidelines can help you make compliant travel arrangements and avoid potential reimbursement issues.
How to Handle Travel Reimbursements Using Concur Travel
The reimbursement process is seamless with Concur. Here’s how to handle it:
- Create an Expense Report: After your trip, log in to Concur and navigate to the “Expense Reports” section. Start a new report for your completed trip.
- Upload Receipts: Attach receipts to each expense, categorizing them as airfare, lodging, meals, etc. Concur’s receipt capture tool can automate this process if you’ve uploaded receipts during your trip.
- Review and Submit: Double-check the accuracy of your expense entries and submit the report for approval.
- Track Reimbursement: Use the Concur system to monitor the approval and processing status of your reimbursement.
Handling reimbursements through Concur streamlines the process, reducing administrative burdens for both travelers and university staff.
Common Issues and How to Resolve Them in Concur Travel at UW Madison
While Concur is designed to be user-friendly, occasional issues may arise. Here are some common problems and solutions:
- Error in Booking: If you encounter an error while booking, try refreshing the page or switching browsers. If the issue persists, contact UW Madison’s travel support for assistance.
- Expense Report Rejection: Review the rejection notes provided by the approver. Correct any discrepancies and resubmit the report.
- Receipt Upload Issues: If a receipt doesn’t upload correctly, try using the Concur mobile app or a different file format.
Addressing these issues promptly can help you avoid delays in travel bookings or reimbursements.
Benefits of Using Concur Travel for UW Madison Faculty and Staff
Using Concur Travel offers a range of benefits for faculty and staff at UW Madison:
- Single Comprehensive Platform: One-stop platform for all your travel needs from booking to expense reporting.
- Policy Compliance: Concur provides integration with UW Madison policies so all bookings are in compliance with institutional standards.
- Cost Saving: It is possible to book through preferred vendors, and Concur has a pre-coded category of travel expense tools that users can use in order to manage their budget.
- Efficient: Automate expense tracking and simplify the approval process, saving time for administrative work.
With benefits like these, it is no wonder why Concur Travel should be considered as a tool for any UW Madison employee involved in university-related travel.
