Concur Instructions: Booking Airfare in Concur

Table of Contents

Overview

Concur has simplified and streamlined booking airfare. You can book one-way, multi-city, or round-trip flights and more easily adapt your booking experience as your travel needs change or become more solidified.

Please note, that if you are using Concur to book your airfare you will not be able to book a train for the same trip.

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Requirements

  • Legal Name

    • Must verify that your legal name is listed in your Concur User Profile
    • Is your name listed incorrectly in Concur?  HR Support Services can assist you in updating your legal name in Banner. It will take an overnight process for your updated name to load into Concur, so if you need to book travel immediately please reach out to our office.

  • Out-of-State or International Travel

    • Must have a fully approved Pre-Trip Request for ALL out-of-state and international travel
    • Your Pre-Trip Request ID number is required for booking in Concur

  • Travel to or Within Oregon

    • A Pre-Trip Request is not required for travel to, or within, Oregon
      • When prompted for a Pre-Trip Request ID number, please follow the instructions on the screen

 

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Step 1: Start the Booking Process

You will now be able to begin the travel booking process, or obtain cost estimates costs for flights, hotels, and rental cars, from the main Concur homepage.

While you will no longer book travel from your approved Pre-Trip Request, a fully approved Pre-Trip Request is required for all out-of-state and international travel. To book travel through Concur and you will need the Pre-Trip Request ID Number in order to confirm and finalize the travel you have selected. Before beginning to book travel, be sure to locate your Pre-Trip Request ID number, as you may not be able to access the request while booking travel. A Pre-Trip Request is not required for travel to, or within, Oregon; please follow the instructions on the screen when prompted for the Pre-Trip Request ID number when booking in Concur.

In the Trip Search widget on the main Concur homepage, make sure that Booking for myself is selected; please note that we have specific instructions for booking guest travel in Concur.

Trip Search widget is highlighted on main Concur homepage; users can book for self or guest, and can book flight, car, hotel, and/or train


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Step 2: Search for a Flight

In the Trip Search widget, click the Flight icon to begin the search for your flights.

Trip Search widget shows "Booking for myself" and Flight icon highlighted

 

In the Trip Search widget, select the type flight you wish to book: Round-trip, One-way, or Multi-city.

Flight Search has options to select Round-trip, One-way, or Multi-city


Note for Multi-city flights: Booking more than 4 flights and search by schedule are not currently available in the new Concur Travel experience.

Enter the city, airport, or location of departure in the From field. Predictive text will suggest options as you enter the first few letters. Note: If you have specified a preferred airport in your Concur user profile, this will automatically be filled out in the Trip Search for you.

Enter the city or location of destination in the To field. Predictive text will suggest options as you enter the first few letters.

The From section is filled out with Portland airport info, the To section has a list of Airports & locations meeting the search term "LAS"

Use the calendar picker to select the Date(s) of travel. Departing and return dates are initially filled in with the dates for today and the next day.

Use the Time Preference slide bars to select the preferred time of travel for your flight(s).

Date and Time popup window show calendar and outbound and return times for flights, Apply button is highlighted


Click Apply.

While searching for a flight, you can simultaneously search for a Hotel by selecting the checkbox next to Include Accommodation option.

Below the cabin dropdown menu, the option to Include Accommodation is highlighted.


You can also opt to book your hotel later in the session in Concur or at a different time through Concur.


Once you are ready to review potential flights, click Search Flights.

In the Trip Search widget the Search Flights button is highlighted


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Step 3: Select a Flight

The new Concur Travel experience provides a single set of search results for flights, rather than separate tabs for schedule and price. Results will be presented for each portion of travel with a list of itineraries and the product(s) being offered on each itinerary.

Departing Flight search results shown, with sort & filter options at top, best flights for you section below, and all results at bottom

 

Your search criteria is indicated at the top of the search results page. To edit your search criteria, click Edit Search.

Flights results screen shows the highlighted Edit Search link above search filters


Here you can change the type of flight (Round trip, One-way, Multi-city), the airport locations, and the dates of travel. To update your search, make the necessary changes and click Search, or to return to your original results click Cancel.

The search criteria (type of flight, airport locations, dates/times) can be edited and then click Search button to start new search

The system will return up to 200 search results and display the first 25. Click View more flights at the bottom of the page to see the next 25 search results.

End of first 25 results for flights, at bottom is a link to view more flights


The search results are initially listed with a brief description of the flight, including departure and arrival time, number of stops, duration, carrier, departure and arrival airport codes, operating carrier, and emissions information. Additional panels display the fare options for the specified flight.

One flight result showing airline, flight departure/arrival times, number of stops, total time, and to the right are 4 different fare types & prices

 

In Round Trip and Multi-City search results, the traveler is first presented with a list of itineraries for their outbound portion of travel and the fares offered on each itinerary. Once the outbound itinerary and fare is selected, the return itineraries and fares are displayed for selection.

Return Flight results, selected Departing Flight information provided above


The system will also seamlessly integrate Split-Ticket offers in the search results if available.

A summary of the outbound fare is displayed in the header of the return selection. Click Change Selection to return to the outbound selection screen to change your previous selection.

The outbound fare summary is shown at the top; the Change Selection link is highlighted

Click All Filters to filter your search results. You can filter results by the following options:

  • Number of Stops
  • Time (Departure or arrival)
  • Airports
  • Carriers
  • Alliance
  • Class of Service
  • Policy
  • Flexibility
  • Emissions
All Filters highlighted and dropdown menu with filter options shown

 

Click Sort by to sort your search results by the following options:

  • Recommended
  • Company Policy
  • Shortest Duration
  • Fewest Stops
  • Earliest Departure or Latest Departure
  • Earliest Arrival or Latest Arrival
  • Preferred Carriers
  • Price – Low to High
  • Lowest Emissions
    • For more information on how emissions data is calculated for SAP Concur, please visit Thrust Carbon.
Sort by menu highlighted and sorting options shown in dropdown menu

The Best Flights for You section is a new feature on the Flight search results page in the new Concur Travel.

Best Flights for You section has three possible flights listed with various fare price points for each flight

 

This section, located at the top of the page, lists up to three flights that you are most likely to select. These recommended flights are all in policy, and are based on information such as frequent flier program(s) linked in your Concur user profile, preferred airline, sustainability, flights with fewer stops, flights that are less expensive, and so on. They are also based on your historical booking data for the user and frequent flier program(s), when that information is available.

Select a fare option for your preferred flight. Fare options include a description of the seat, carry-on and checked baggage information, and ticket flexibility.

Note: We recommend avoiding restrictive airfare (e.g., basic economy rates, $49 flights) and non-refundable airfare when possible; OSU is typically unable to recapture costs if these types of flights are delayed or cancelled, resulting in lost or forfeited funds.

One flight shown with various fare choices at different price points


To see full details on the fare option, click Fare Details.

Close up of a specific fare with information about carry-ons, refundability/change fees, boarding, & CO2e emissions; Fare Details highlighted


A popup window with Fare Details will appear with more detailed information on flight, dates/times, stop information, plane type, and seating, onboard experience, & product experience (including seating, carry-on and baggage information, refundability, change fees, and boarding information).

Fare Details popup window showing more detailed information about flight, onboard experience, & product experience

Click OK to exit the popup window.

To select this fare option for the flight, click Select Fare.

Close up of specific flight fare; Select Fare button highlighted


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Step 4: Review and Book

Confirm your booking on the Review and Book page.

Review and Book screen with Flight Itinerary shown and partially shown Traveler Information and Estimated Total Cost sections

 

The Flight Itinerary section provides an overview of the flight(s) you have selected.

Flight Itinerary section shows selected flights & brief info; View Flights and Fare Details link at bottom of section


Click View Flights and Fare Details and your detailed flight information will appear in a popup window.

Flight and Fare Details popup window shows more detailed flight information, including onboard & product experiences


Click the OK button to close the popup window.

Review the Traveler Information and Advance Details sections and confirm your information is correct.

Traveler Information and Advance Details section from the Concur Review and Book screen


The Traveler Information listed is based on information provided in your Concur user profile. Please ensure your name below matches what is on your government issued ID. You can click Edit Information to edit your contact information through your Concur user profile.

  • Name on Reservation

    • Your First Name and Last Name cannot be edited on this screen.
    • You can add a Middle Name by clicking Edit Information, but updates to your First Name or Last Name must be made before booking tickets, otherwise you may be turned away at the gate if the name on your tickets does not match the name on your presented identification.

  • Phone (Required)

    • Select your phone number from the dropdown menu. If you have not provided a phone number in your Concur profile, click Edit Information to add your Work Phone, Home Phone, and Mobile Phone numbers.

  • Email (Required)

    • Select your email address from the dropdown menu. We strongly recommended selecting your OregonState.edu email address if you have other personal email addresses associated with your Concur profile.

  • Frequent Traveler Account

    • If you have a Frequent Traveler Account associated with the airline(s) you have selected flights with, then your account information will show here. You can click Add Frequent Traveler Account to link your account number with your selected flights.

 

The Advance Details section includes information needed for TSA/DHS in the United States, the European Union's Advance Passenger Information direction, along with specific requirements from vendors. If you have not updated your Concur profile, you will need to provide this information and you can select the Save to Profile checkbox to save these details to your Concur user profile.

  • Date of Birth (Required)

    • Enter your Date of Birth using the calendar picker, if you have not yet entered the information in your Concur user profile.

  • Gender (Required)

    • Select your Gender using the dropdown list provided, if you have not yet entered the information in your Concur user profile.

  • DHS Redress

    • Enter your DHS Redress number, if available.

  • Known Traveler Number

    • Enter your Known Traveler Number, if available.

Depending on the airline and fare type you selected, in the Seats section you can select your preferred seats, contingent upon the airline and fare type.

Seats section showing selected flights & brief information, with Select Seats button for each flight


Not all airlines and/or fare types allow travelers to pre-select seats. For any flights where you do not pre-select a seat, one may be auto-assigned based on your preferences and carrier availability, or you may be able to select a seat closer to the date of travel.

Seat Map popup window showing available & unavailable seats, accessible seats, lavatories, galley, & exits


Paid Preferential seats selected from the seat map in Concur will incur additional cost, unless you have frequent flyer status with the airline. If you do not have preferred frequent flyer status with the airline then you will need to secure and pay for the preferred seat with the airline directly.

The Baggage Allowance section provides an informational overview on allowed baggage, as well as cost of checked bags for each flight. It does not include specific information for travelers with status or membership with the airline. Review and confirm baggage conditions and rules.

Baggage Allowance section showing basic carry-on and checked bag information for each flight

In the Estimated Total Cost section, review the charges for the fare and your Form of Payment.

Estimated Total Cost section showing price and taxes for flight


Under the Payment section you do not need to select a Form of Payment; the OSU Ghost Card is the selected form of payment and will be used for this booking.

Payment subsection shows the Form of Payment as OSU's ghost card

 

Click Flight Fare Rules and Restrictions to read more about vendor conditions. These include but may not be limited to cancellation policy, rate rules, accepted credit cards, et cetera. Click the Hazardous Materials Restrictions to read more about the rules and exceptions governing the transportation of hazardous materials.

The end of the Estimated Total Cost section shows a checkbox, links for rules & restrictions, & buttons to book or change flights


Check the I have read and accept the rules & restrictions and policies checkbox.

 

Book and Continue button from the Estimated Total Cost section highlighted


Click the Book and Continue button, or to revise your flight selection click Change Selections.

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Step 5: Continue Booking Travel or Finalize & Confirm Your Booking

After clicking the Book and Continue button, you will be taken to the Finalize screen. On this screen are the:

  1. Trip Overview section
  2. The entire trip itinerary (i.e., flights, rental cars, & hotels)
  3. Additional Information section
  4. Estimated Total Cost section, and
  5. Options to Add Hotel and Add Rental Car, if needed
Finalize Screen shows Trip Overview, Itinerary of Travel, Additional Info Required, Estimated Cost, & Add Hotel or Rental Car

 

Need to Add a Rental Car or Hotel?

On the Finalize screen you have the option to add a hotel and/or rental car to your trip. If you need to add a flight, you can add the flight separately during a different travel booking session.

Under "Would you like to book anything else?" section are links to Add Hotel or Add Rental Car to trip


Click the Add Hotel link or the Add Rental Car link to add a reservation to your trip. Below are instructions to walk you through the process of booking those travel arrangements in Concur:

 

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Ready to Finalize & Confirm Your Trip?

Once you are done making your travel selections in Concur, you will need to review and update the Finalize screen before your tickets will be issued. Your entire trip’s itinerary will be displayed on this screen:  the trip overview, your trip’s reservations in chronological order (i.e., flights, car rentals, hotels) & confirmation numbers, and total estimated cost.
 

 Within the Trip Overview section, you will need to review and edit the Trip Name and Trip Description for your travel. We recommend updating the Trip Name with something you will immediately recognize (i.e., TRP Conference - St Louis 2026), otherwise it will default to the description listed. The Trip Description is optional, but can be helpful for future reference.

Trip Overview section has required Trip Name field and Description field filled out

Your entire trip itinerary (i.e., flights, car rentals, hotels) that you have booked so far will be displayed in chronological order. Review these travel reservations for accuracy by clicking the downward carat next the Confirmed status of each reservation, and the reservation will expand to show details. You can cancel specific reservations or flights by clicking Cancel within the expanded reservation.

The Confirmed menu is expanded on a specific reservation, showing details, with a Cancel button at the bottom

 Under the Additional Information section, you will enter in your Pre-Trip Request ID in the field for out-of-state or international travel. If you are traveling in-state, please follow the instructions at the top of the page.

The Additional Information section has a required field to enter the Pre-Trip Request ID for out-of-state and international travel


This field is required in order to proceed with confirming your reservations and issuing tickets for your travel.

 The Estimated Total Cost section provides an overall total for your travel arrangements, but also breaks down the costs by each reservation. You can expand the downward carat next to a reservation to review a further breakdown of the cost, including estimated taxes and/or fees for that particular reservation.

Section shows total cost of each portion of travel, user can expand to see estimated taxes and/or fees

 


After reviewing the overview, itinerary, additional information, and estimated costs, you can select Cancel Trip if you need to make any large changes for your travel. If no changes or additions are needed, click the Finalize Trip button to confirm your reservations and issue tickets. Within an hour, you will receive an automated email with a copy of your ticketed itinerary that includes information on the items you booked through Concur.

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