Concur Travel FAQ

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.  

Concur is the only official booking method for University business travel.  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

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.

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

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

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.  

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.

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

Travelers with specific funding requirements can contact Kahala Travel.  

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.  

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

Balboa Travel offers an optional flight disruption service powered by Lumo.  The Balboa Flight Disruption Team will utilize Lumo's enhanced features to service travelers for flight protection and disruptions.  Features of the product include:

Real-Time Alerts - Based on real-time data that travelers typically expect from any real-time data provider, including airline missed connections, status changes, gate changes, etc.

Inbound Flight Alerts - Tracks not only the flight that the traveler is on, but the inbound as well, sending alerts when an inbound delay may cascade.

User Controller Predictive Alerts - Estimates the likelihood of a delay based on various factors including the weather, air traffic control restrictions, etc. that may impact a flight.

Event-Based Alerts - Sends alerts based on events such as waivers, air traffic control restrictions, or other information that could impact a flight.

Travelers can receive email and/or SMS disruption alerts about their trip. They will have full control of the types of alerts they would like to receive and can manage the alert distribution. In addition, travelers can add multiple recipients to receive flight alerts enhancing travel coordination. When booking travel, travelers will receive a one-time e-mail with information on enabling the new alert system. 

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.

Hotels charge our card at the time of check out and from that date it takes about 10 business days for the charge to appear in Concur.  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 the conference is offering a special rate or package at a host hotel use that option. Concur is available for all other situations.  

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.  

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

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

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

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!