Local Hotels for Inbound Traveler

• Once you have created your Travel Request, please use the Request Number when booking through Concur Travel. 

• From the Concur Travel page, select "Book for a guest." You will be redirected to Concur's older booking experience.
• Click on the hotel search icon.  Enter dates and add UCSD address in the Reference Point field.

   

• Select Business Travel with Request ID and enter the Request ID when prompted.
• To pay for a guest's stay, select a local agreement hotel with Direct Bill enabled. 
• Select the desired hotel from the list and select a room. Note that some rooms require memberships (loyalty programs, AAA, etc.) in order to book. Opt for a UCSD or University of California rate if available.
• Review and reserve a hotel by entering hotel guest information. Choose credit "for Guests - Direct Bill San Diego Hotels" for direct bill-enabled properties. Add a temporary card for all other properties. This should be the traveler's card, as making a payment on behalf of someone else is against UC travel policy. 

• Review the rate details and cancellation policy. Reserve a hotel and continue. 
• Review trip details and continue to booking completion.
• Booking confirmation will come from Balboa Travel. Please contact Balboa Travel with any issues regarding your booking.
• The hotel reservation will appear in your Concur Available Expenses as a Pending Card Transaction, regardless of the payment method. Pending Card Transactions are not valid card charges and can be deleted. 
• If the Direct Bill card is used for payment, the UCSD CTS Air Hotel Card charge will show in your Available Expenses roughly 10 business days after the guest has checked out 

Hotel payment includes room and tax only. The traveler is responsible for providing a credit card upon check-in for all incidental charges, which may be submitted for reimbursement after the trip concludes.

Please allow 10 business days from the trip end date for the local hotel charge to show up in your Available Expenses in Concur.   If it has been more than 10 business days since the guest checked out and you still do not see the UCSD CTS Air Hotel Card expense in your Available Expenses, please send the folio (final receipt from the hotel) to Services & Support so we can research.  Be sure to use the Travel Booking category.  

The traveler is responsible for submitting the final hotel folio/receipt in the Expense Report regardless of the payment method.