Concur Travel FAQ

Last Updated: December 20, 2023 6:59:39 AM PST

For questions on other travel and entertainment related topics, see:

Expand section General

Are Concur rates better than those I can get from booking directly or shopping online?

Yes. Concur keeps travel costs contained by providing a wide range of booking options for airfare, hotel, and car rental at discounted rates. UC-wide contracts with travel suppliers also typically include additional perks and benefits such as priority standby, seat selection, upgrades when available, and late check-out.

Am I required to use Concur?

Yes, it is in the best interest of the University to use Concur. In addition to providing automatic registration for business travel insurance, UC San Diego supports the Working Smarter initiative. The benefits of using it include:

Supporting our campus and UC in leveraging our collective travel to get the best possible value, services, and discounts
Helping travelers and administrative staff save time, cost, and gain efficiency

I'm getting an error message when I try to book. Help!

Most Concur Travel errors are because of missing profile information. Make sure all of the sections of your profile are complete and then try booking again.

Travel Arrangers making bookings on behalf of other people also need complete profiles.

If you still get an error message let us know by sending a screenshot of the error to Services & Support.

Expand section Booking

Can travelers book their own travel?

Yes, employee travelers can book their own travel in Concur with an approved Request ID.

Can I book travel for a non-employee or visitor?

Yes, if you have an approved Concur Request ID. Be sure to select the Book For Guest option in Concur.

How are charges applied, and do travelers need a credit card?

Airfare is paid automatically by UC San Diego. The employee traveler's Travel & Entertainment Card is used for hotel and car rental.

Guest travelers coming in to the University can also have their hotel stay paid for at specific partner properties. See our Local Hotel guide for more information.

Anything booked in Concur or with Balboa Travel will show up in Concur's Available Expenses. Charges paid for by UCSD will appear with the payment method UCSD CTS Air Hotel Card. Travel & Entertainment Card purchases will show as UCSD - T&E Card.

The status "pending card transaction" means that a booking has been made and Concur is waiting for the charge to come through from the bank. When the charge arrives the status will change to the appropriate payment card.

Can non-business trips have a Concur discount?

Yes. Concur is available for personal travel. The same rates and benefits apply, with the exception of rental car insurance. Personal rental cars must be booked in Connexxus.

Can I still book travel over the phone with the travel agent?

Yes. You can call a Balboa Travel agent for assistance with complicated bookings.

Travelers with specific funding requirements can contact Kahala Travel.

How are preparers notified of traveler self-bookings?

Email itineraries are sent to the traveler and designated travel arranger. Sign up for e-receipts in your Concur Profile for automatic receipt delivery from participating vendors.

How do I know what the booking/ service fee is for each option?

See a list of service fees associated with a Concur booking.

Expand section Unused Airline Tickets

What happens if I can’t use the airline ticket I’ve purchased in Concur?

Most tickets can be held as a credit for future travel. Contact Balboa Travel to see if your ticket is eligible and for additional information. Your ticket credits will show up on your Concur profile.

Do ticket credits expire?

Yes. Airlines have varying policies on when a ticket credit expires. Balboa issues multiple notices as the ticket’s expiration date approaches.

What happens if I can’t use my ticket credit?

If the ticket credit can not be used before the expiration date it will be made available to another University traveler; this is industry standard and an excellent way of recouping funds that otherwise would have been wasted. Similarly, if you are making a travel booking on an airline that has an available ticket credit you will be issued that ticket automatically. Additional service fees may apply.

Can I get a refund on my ticket?

It depends on the type of ticket purchased; if the ticket is a refundable ticket type Balboa can assist with the refund process. Returned funds will appear in Available Expenses to be applied to an Expense Report.

Expand section Hotel and Rental Car

I see a Pending Card Transaction line in my Available Expenses. What do I do?

A Pending Card Transaction means a reservation was made and Concur is waiting for the card charge to come through. You can delete Pending Card Transaction lines.

If you are waiting for a local hotel charge to arrive and it has been more than 10 business days since the guest checked out, you can send the folio to Services & Support so we can research for you. The folio is the final receipt from the hotel, not the booking confirmation. Be sure to use the Travel Booking category.

If a conference has a special hotel rate, should I use Concur?

If the conference is offering a special rate or package at a host hotel use that option. Concur is available for all other situations.

Is insurance included in car rentals?

Yes. Insurance is part of our contract with our partner rental car agencies when booking for business.

Note: best practice for personal rentals is to log in to the Connexxus portal (available under Company Notes in Concur) and follow instructions for personal travel.

I booked a car in Concur but when I got there the agency didn't have a car for me. What happened?

Many rental car agencies sold off their inventory in order to survive the COVID-19 pandemic. As a result, some locations may experience a car shortage. The best way to prevent this is to sign up for rental car company loyalty programs; loyalty program members have first "dibs" when it comes to rental inventory. As an added feature, some of our partner rental car agencies offer additional loyalty program perks to our UC travelers. Be sure to keep loyalty program information in your Concur profile!

Expand section Other

What are the training options for Concur?

IPPS offers regular Concur training classes and opportunities. Check our Travel Home Page for specifics.

Is UC business travel insurance automatic for Concur bookings?

Yes, business travel insurance coverage is automatic when booking in Concur or by using a partner travel agency.

If a trip includes some personal travel, can I use Concur?

Yes. Concur allows for business trips with a personal component. You will enter the personal segment when setting up the Request.

Why do I see my personal travel in my Available Expenses?

Concur doesn't know the difference between personal travel and business travel. Anything booked in Concur or with Balboa Travel will show up in your Available Expenses as a reservation or Pending Card Transaction. You can simply delete the personal expense line and go enjoy a fabulous vacation!

Find answers, request services, or get help from our team at the UC San Diego Services & Support portal.

Notice: UC San Diego travel policy, as published in Blink, is decisive. It has been adapted to UC San Diego's organization, delegation of authority, terminology, chart of accounts and processing applications. The source for UC San Diego travel policy is UC Travel Policy and Regulations (PDF).