travelnews: UO Business Travel - Airline Ticket reminders and Tips

[BAO news for travel administrators]

To UO travelers and their delegates and travel arrangers - Please share this widely with your units and travelers:



UO Business Travel Managed Travel Program guidelines regarding airline ticket purchases and Concur Request:

*         Concur Request is required for pre-approval of all UO business travel.  Concur Request captures the travel destination and dates and allow the university to execute duty of care for its travelers.

*         All UO business airfare must be purchased either through the traveler's assigned UO travel agency or the Concur online booking tool using the UO airfare credit card.  This allows for application of contract discounts, UO traveler benefits, and management of canceled tickets.



Concur Resources (button on the UO Travel website) provides Step-by-Step instructions for all tasks.  https://ba.uoregon.edu/travel/concur



Request:

  *   How to Create a Request
  *   TMC Booking - Notify the TMC of a Request Approval
  *   How to Request Approval if Airfare Price Increases Before Ticketing

Travel:

  *   Booking Travel from an Approved Request
  *   Trip Library - to see your Upcoming Trips and Archive of completed trips for itinerary and receipts

Expense:

  *   Create an Expense Report

Concur Profile Maintenance

  *   Travelers - review Onboarding checklist to complete required personal information and assign delegates and travel arrangers
  *   Service Portal template

Approval:

  *   How to Approve a Request or an Expense Report
  *   Setting up a Back-up Approver



Other Tips:

*         Be sure to check the Travel Resources button to view all UO Unused Tickets available for future travel credit.  https://ba.uoregon.edu/travel/travel-resources   Check with your TMC to see if there are any available UO credits for your flight.

*         Start your travel planning early in the day and early in the week to allow time to create your Request and submit for departmental approval.

*         Your Travel Agent must have a copy of the Print Report of your approved Request to ticket.  See Concur Resources, Request, TMC Booking - Notify the TMC of a Request Approval.

*         Many tickets hold for 24 hours, some less, some are instant purchase. You must send the print report of your Approved Request to your TMC to ticket. Be sure you have entered the sufficient amount for your airfare purchase.  The TMC may only charge the UO card for that amount.

*         If you are adding personal travel, you must attach comparison quotes for both your personal and your business itineraries to your Request.  If your personal travel is more expensive, you must work with the TMC to arrange for a split ticket and charge the overage to your personal credit card. Contact the UO Travel Office with questions:  travel at uoregon.edu<mailto:travel at uoregon.edu>   **  541-346-3100

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Laurie Jacoby
Travel Manager
Business Affairs Office
University of Oregon
lajacoby at uoregon.edu<mailto:lajacoby at uoregon.edu>
541-346-3158

**  If your travel involves human subjects research, please do not disclose any information that is protected under UO Policy and other Regulations http://rcs.uoregon.edu/content/regulations-and-uo-policy



Travel Office/Concur Help Desk:     Phone:  6-3100 ***  Email:  travel at uoregon.edu<mailto:travel at uoregon.edu>



TravelNews Opt In for Travel and Concur tips:   https://lists-prod.uoregon.edu/mailman/listinfo/travelnews


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