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<p class="MsoNormal">Hello UO Travelers and Travel Delegates, <o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Please be aware of an upcoming maintenance and testing window for Concur’s Online Booking Tool and the airfare database used by our dedicated travel agents at Direct Travel.
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><span style="font-size:14.0pt;background:aqua;mso-highlight:aqua">***<b>The Concur Booking Tool will be offline and unavailable April 6, 7, and 8</b></span><b><span style="font-size:14.0pt"> in order to add enhancements to the booking tool.
<o:p></o:p></span></b></p>
<p class="MsoNormal"><b><span style="font-size:14.0pt;background:lime;mso-highlight:lime">The booking tool will be available again on April 9.***</span></b><b><span style="font-size:14.0pt"><o:p></o:p></span></b></p>
<p class="MsoNormal"><b><o:p> </o:p></b></p>
<p class="MsoNormal">The goal of this update is to allow users to access fares from all distribution channels offered by airlines. Booking tool users can expect to see a streamlined look that will more clearly delineate airfare classes (for example Basic Economy
or Saver fares), airfares priced with the existing UO airline partnership discounts, and dynamic price offerings through airlines’ NDC (New Distribution Channel). Essentially, this update will allow visibility of current partner airline discounts while also
making fares typically only offered directly through the airline visible in one platform. Our dedicated travel agents at Direct Travel will also be able to access expanded airfare content.<o:p></o:p></p>
<p class="MsoNormal"><!--[if gte vml 1]><v:shapetype id="_x0000_t75" coordsize="21600,21600" o:spt="75" o:preferrelative="t" path="m@4@5l@4@11@9@11@9@5xe" filled="f" stroked="f">
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</v:shapetype><v:shape id="_x0000_s1026" type="#_x0000_t75" alt="Please note:
• Direct Travel agents will be available to assist with reservations from April 6-8. The agents may be engaged for urgent ticket purchases (airfare with a departure date prior to April 22, 2026) or urgent airfare changes for travel between April 6 and April 22.
• Purchases for airfare with travel dates later than April 22 should be purchased once all systems are updated and reopened on April 9th
• Travelers and delegates should not rush to purchase airfare before April 6th. It is more beneficial to wait and purchase airfare in the updated system.
• Direct Travel agents will be availble to assist with urgent purchases during the update period, though UO’s usual dedicated agents will be engaged in training during this time. Please be patient and feel free to engage with the Travel Office should you have questions or need assistance.
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</v:shape><![endif]--><![if !vml]><span style="mso-ignore:vglayout;position:relative;z-index:251659264;left:-4px;top:13px;width:1606px;height:185px"><img width="1606" height="172" style="width:16.7291in;height:1.7916in" src="cid:image007.png@01DCC064.D19FB6C0" alt="Please note:
• Direct Travel agents will be available to assist with reservations from April 6-8. The agents may be engaged for urgent ticket purchases (airfare with a departure date prior to April 22, 2026) or urgent airfare changes for travel between April 6 and April 22.
• Purchases for airfare with travel dates later than April 22 should be purchased once all systems are updated and reopened on April 9th
• Travelers and delegates should not rush to purchase airfare before April 6th. It is more beneficial to wait and purchase airfare in the updated system.
• Direct Travel agents will be availble to assist with urgent purchases during the update period, though UO’s usual dedicated agents will be engaged in training during this time. Please be patient and feel free to engage with the Travel Office should you have questions or need assistance.
" v:shapes="_x0000_s1026"></span><![endif]><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b><o:p> </o:p></b></p>
<p class="MsoNormal"><span style="font-size:12.0pt;color:#201F1E"><o:p> </o:p></span></p>
<br style="mso-ignore:vglayout" clear="ALL">
<p class="MsoNormal"><span style="font-size:12.0pt;color:#201F1E">A few general process reminders/FAQ’s:<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;color:#201F1E"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:12.0pt;color:#201F1E">How do I request airfare quotes from the travel agent and when?<o:p></o:p></span></b></p>
<ul style="margin-top:0in" type="disc">
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<li class="MsoListParagraph" style="color:#201F1E;margin-left:0in;mso-list:l1 level2 lfo2">
<span style="font-size:12.0pt">Start your Request in Concur<o:p></o:p></span></li><li class="MsoListParagraph" style="color:#201F1E;margin-left:0in;mso-list:l1 level2 lfo2">
<span style="font-size:12.0pt">Reach out to <a href="mailto:uofotravelteam@dt.com">
uofotravelteam@dt.com</a> for quotes. <o:p></o:p></span></li><ul style="margin-top:0in" type="square">
<li class="MsoListParagraph" style="color:#201F1E;margin-left:0in;mso-list:l1 level3 lfo2">
<span style="font-size:12.0pt">Use this template to request quotes for your needed flight:<o:p></o:p></span></li></ul>
</ul>
</ul>
<p class="MsoNormal" style="margin-left:.5in"><span style="font-size:12.0pt;color:#201F1E">
<b><u>Business quote:</u></b><o:p></o:p></span></p>
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<li class="MsoNormal" style="color:#201F1E;mso-list:l1 level4 lfo2"><span style="font-size:12.0pt">Departure city:<o:p></o:p></span></li><li class="MsoNormal" style="color:#201F1E;mso-list:l1 level4 lfo2"><span style="font-size:12.0pt">Arrival city:<o:p></o:p></span></li><li class="MsoNormal" style="color:#201F1E;mso-list:l1 level4 lfo2"><span style="font-size:12.0pt">Departure date:<o:p></o:p></span></li><li class="MsoNormal" style="color:#201F1E;mso-list:l1 level4 lfo2"><span style="font-size:12.0pt">Preferred time:<o:p></o:p></span></li><li class="MsoNormal" style="color:#201F1E;mso-list:l1 level4 lfo2"><b><span style="font-size:12.0pt">Return flight information:</span></b><span style="font-size:12.0pt"><o:p></o:p></span></li><li class="MsoNormal" style="color:#201F1E;mso-list:l1 level4 lfo2"><span style="font-size:12.0pt">Departure city:<o:p></o:p></span></li><li class="MsoNormal" style="color:#201F1E;mso-list:l1 level4 lfo2"><span style="font-size:12.0pt">Arrival city:<o:p></o:p></span></li><li class="MsoNormal" style="color:#201F1E;mso-list:l1 level4 lfo2"><span style="font-size:12.0pt">Return date:<o:p></o:p></span></li><li class="MsoListParagraph" style="color:#201F1E;margin-left:0in;mso-list:l1 level4 lfo2">
<span style="font-size:12.0pt">Preferred time :<o:p></o:p></span></li><li class="MsoNormal" style="color:#201F1E;mso-list:l1 level4 lfo2"><span style="font-size:12.0pt">Notes: Least Expensive Fare OR Shortest Duration<o:p></o:p></span></li></ul>
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<li class="MsoNormal" style="color:#201F1E;mso-list:l1 level2 lfo2"><span style="font-size:12.0pt">Select airfare quote, complete your Concur Request, and submit the Request for approval<o:p></o:p></span></li><li class="MsoNormal" style="color:#201F1E;mso-list:l1 level2 lfo2"><span style="font-size:12.0pt">Once the Request is approved, send a copy of the approved Request to Direct Travel so they may ticket your airfare reservation.<o:p></o:p></span></li><li class="MsoNormal" style="color:#201F1E;mso-list:l1 level2 lfo2"><span style="font-size:12.0pt">Requests must be send to the travel agency by 4:00 PM<o:p></o:p></span></li></ul>
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<p class="MsoNormal"><span style="font-size:12.0pt;color:#201F1E"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:12.0pt;color:#201F1E">The agent needs a copy of my approved Request. What are they talking about and how do I do that?<o:p></o:p></span></b></p>
<p class="MsoNormal"><b><span style="font-size:12.0pt;color:#201F1E"><o:p> </o:p></span></b></p>
<p class="MsoNormal"><span style="font-size:12.0pt;color:#201F1E">The travel agent needs authorization to use the UO Lodge Card to purchase the airfare. A copy of the approved Concur Request provides this authorization. Once the Request has been completely
approved, a PDF copy will need to be sent to the travel agent. Follow the process below:<o:p></o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:12.0pt;color:#201F1E"><o:p> </o:p></span></b></p>
<p class="MsoNormal"><b><span style="font-size:12.0pt;color:#201F1E">
</span></b><span style="font-size:12.0pt;color:#201F1E">The traveler will receive an email letting them know their Request is approved<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;color:#201F1E"> Log into Concur and go to Request/Manage Requests <img border="0" width="759" height="264" style="width:7.9062in;height:2.75in" id="_x0000_i1030" src="cid:image001.png@01DCC060.00CDC130"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;color:#201F1E"> Open Request by clicking on the box/cube/tile for the applicable trip
</span> <span style="font-size:12.0pt;color:#201F1E"><img border="0" width="455" height="335" style="width:4.7395in;height:3.4895in" id="_x0000_i1029" src="cid:image002.png@01DCC060.C21A01F0"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;color:#201F1E"> Click Print/Share and then UO Request Printed Report, just under the trip title
<img border="0" width="575" height="297" style="width:5.9895in;height:3.0937in" id="_x0000_i1028" src="cid:image003.png@01DCC061.58D8B4B0"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;color:#201F1E"> A new window will pop up where you can copy Direct Travel’s email and select the blue Email box on the bottom right <img border="0" width="566" height="368" style="width:5.8958in;height:3.8333in" id="_x0000_i1027" src="cid:image004.png@01DCC061.58D8B4B0"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;color:#201F1E"> Paste
<a href="mailto:uofotravelteam@dt.com">uofotravelteam@dt.com</a> into the Recipients field, cc your own email address and click send
<img border="0" width="651" height="250" style="width:6.7812in;height:2.6041in" id="_x0000_i1026" src="cid:image005.png@01DCC062.57F53D10"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;color:#201F1E">
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;color:#201F1E">
<o:p></o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:12.0pt;color:#201F1E">I am ready to ticket my airfare, but I learned that the airfare is now more expensive than earlier in the day, what do I do now?
<o:p></o:p></span></b></p>
<p class="MsoNormal"><b><span style="font-size:12.0pt;color:#201F1E">
</span></b><span style="font-size:12.0pt;color:#201F1E">Airfares are subject to change until the time of ticketing. In cases where the airfare, at time of ticketing, is more expensive than the amount approved in the Request follow the process below:<o:p></o:p></span></p>
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<li class="MsoListParagraph" style="color:#201F1E;margin-left:1.0in;mso-list:l2 level1 lfo5">
<span style="font-size:12.0pt">Ask the department approver for an email indicting they approve the new increased airfare amount<o:p></o:p></span></li></ul>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="color:#201F1E;margin-left:1.0in;mso-list:l4 level1 lfo4">
<span style="font-size:12.0pt">Forward the email from the original approver to the travel agent
<a href="mailto:uofotravelteam@dt.com">uofotravelteam@dt.com</a> with the following note: Original approver (approvers name) has approved the new amount of $xxx.00.<o:p></o:p></span></li></ul>
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<li class="MsoListParagraph" style="color:#201F1E;margin-left:1.0in;mso-list:l0 level1 lfo3">
<span style="font-size:12.0pt">Attach the approver’s email to the Request (Enter Request, click Attachements/Attach Documents and upload a PDF of the email
</span><span style="color:windowtext"><img border="0" width="598" height="294" style="width:6.2291in;height:3.0625in" id="Picture_x0020_1" src="cid:image008.png@01DCC064.D19FB6C0"></span><span style="font-size:12.0pt"><o:p></o:p></span></li></ul>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">If there are any questions about the upcoming update or the process tips above, please let me know.
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Kind regards, <o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal" style="background:white"><b><span style="font-size:14.0pt;font-family:"Bradley Hand ITC";color:#201F1E">Brooke Millett Montgomery</span></b><span style="color:#201F1E;mso-ligatures:none"><o:p></o:p></span></p>
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<p class="MsoNormal" style="background:white"><span style="font-size:12.0pt;color:#201F1E">Travel Manager<o:p></o:p></span></p>
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<p class="MsoNormal" style="background:white"><span style="font-size:12.0pt;color:#201F1E">University of Oregon Travel Office<o:p></o:p></span></p>
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<p class="MsoNormal" style="background:white"><span style="font-size:12.0pt;color:#201F1E">(541) 346-3445<o:p></o:p></span></p>
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<p class="MsoNormal" style="background:white"><span style="font-size:12.0pt;color:#201F1E"><a href="mailto:bmillett@uoregon.edu" target="_blank"><span style="color:blue">bmillett@uoregon.edu</span></a><o:p></o:p></span></p>
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<p class="MsoNormal" style="background:white"><span style="font-size:12.0pt;color:#201F1E"><o:p> </o:p></span></p>
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<p class="MsoNormal" style="background:white"><i><span style="font-size:14.0pt;color:#201F1E">** </span></i><i><span style="font-size:12.0pt;color:#1F497D"> <b>If your travel involves human subjects research, please do not disclose any information that is protected
under UO Policy and other Regulations </b></span></i><span style="font-size:14.0pt;color:#201F1E"><a href="http://rcs.uoregon.edu/content/regulations-and-uo-policy.%E2%80%8B**" target="_blank"><b><i><span style="font-size:12.0pt;color:blue">http://rcs.uoregon.edu/content/regulations-and-uo-policy.</span></i></b><i><span style="color:blue">?**</span></i></a></span><span style="font-size:12.0pt;color:#201F1E"><o:p></o:p></span></p>
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<p class="MsoNormal" style="background:white"><span style="font-size:12.0pt;color:#201F1E"> <o:p></o:p></span></p>
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<p class="MsoNormal" style="background:white"><span style="font-size:14.0pt;color:#201F1E">Travel Office/Concur Help Desk: Phone: 6-3100/Email: travel@uoregon.edu</span><span style="font-size:12.0pt;color:#201F1E"><o:p></o:p></span></p>
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<p class="MsoNormal" style="background:white"><span style="font-size:12.0pt;color:#201F1E"> <o:p></o:p></span></p>
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<p class="MsoNormal" style="background:white"><b><span style="font-size:14.0pt;font-family:"Constantia",serif;color:#201F1E;background:yellow;mso-highlight:yellow">TravelNews Opt In for Travel and Concur tips: <a href="https://lists.uoregon.edu/mailman/listinfo/travelnews"><span style="color:blue">https://lists.uoregon.edu/mailman/listinfo/travelnews</span></a></span></b><span style="font-size:12.0pt;color:#201F1E"><o:p></o:p></span></p>
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<p class="MsoNormal"><o:p> </o:p></p>
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