Concur Instructions: Booking a Hotel in Concur

Table of Contents

Overview

Concur has simplified and streamlined booking hotels. Concur is unable to book hotels at conference rates or discounted rates; please refer to our Quick Tips on Booking Lodging for other options.

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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 Hotel

In the Trip Search widget, click the Bed icon to begin the search for your hotel.

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

 

Enter the city or location in the Destination field to help refine a list of options. Predictive text will suggest locations as you enter the first few letters.

Destination dropdown search/menu with Las Vegas in the search field & possible matching options listed

Select the Check-in and Checkout dates. The Check-in and Checkout dates are initially filled in with the dates for today and the next day, respectively.

Dates search field with calendar picker expanded showing two months, check-in & -out dates selected

Select a search radius from the Distance dropdown list. The default distance is determined in your Concur user profile.

Distance dropdown menu expanded to show various selectable options in miles


Once you are ready to review potential travel accommodations, click the Search Hotels button.

Hotel Search fields are filled out with Search button highlighted


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Step 3: Select a Hotel

On the Search Results page the available Accommodations can be reviewed.

Hotel search results listed, with filter and sort options at top, and location map on right

 

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

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


Here you can change the Destination, Dates of your stay, and Distance.

Edit Search expanded; Destination, Dates, and Distance fields can be updated


To update your search, make the necessary changes and click Update to refresh your results, or click Cancel to return to your original results.

The hotel search results are listed in the order sent back by the content provider by default. The system will return up to 200 search results and display the first 20. Click View More Results to see the next 20 search results.

End of first page of search results with "View More hotels" button highlighted

You can narrow down the available results by using filters, sorting, and using the map to locate a suitable hotel for your travel.

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

  • Brand and Parent Brand
  • Hotels that offer E-receipts
    • If you have opted into receiving E-receipts in Concur, hotels that offer E-receipts means that the hotel will send an electronic version of receipt/folio data directly to Concur, typically within 48 hours of travel, which can replace paper hotel folios/receipts to make preparing your Travel Expense Report easier and quicker
  • Hotel Amenities, including accessible rooms
  • Star Rating
  • Sustainability Certifications
    • For more information on how sustainability data is calculated for SAP Concur, please visit Thrust Carbon.
All Filters link highlighted with dropdown menu and filter options shown


The search results are listed in the order sent back by the content provider by default. You can re-sort results by clicking Sort by and selecting one of the following options:

  • Distance: sorts results in increasing distance from the Destination entered in the search criteria.
  • Preferred Level: sorts results by Most Preferred, followed by More Preferred, followed by Preferred, based on the configuration settings.
  • Price Low to High or High to Low: sorts results in increasing or decreasing price order.
  • Star Rating: sorts results in decreasing star rating.
  • Lowest Emissions or Highest Sustainability Score
    • For more information on how sustainability data is calculated for SAP Concur, please visit Thrust Carbon.
The Sort by drop down menu is expanded above the location map, sorting options are shown

 

Alternatively, you can locate possible hotel by location using Map View.

Map View has a bubble icon highlighted and the associated hotel listing highlighted in the results


You can view the available hotel search results by location on a pop-up Google map, next to the results list. A speech bubble icon indicates the location and price of the hotel.

Click any icon within the map and the list of search results will scroll to the selected location. If icons overlap, use the zoom function to focus closer on the specific area and separate the icons.

Locate a suitable option for your needs. If you would prefer to select a hotel based on location, click a location/price indicated in the right side map view navigation.

Hotel Results after filtering and sorting, with Map View to right


To review the rooms available for a given hotel, click View Rooms and the Rooms page displays.

A selected hotel result that shows more details on hotel: pictures, basic information, & available room rates


You can further filter available room results from the hotel by clicking All Filters.

On Rooms results page the All Filters dropdown menu is expanded with selectable options shown


You can filter rooms by the options: No prepayment, Refundable, and Accessible (if available). The number of rooms applicable to each filter option is displayed in parentheses after each filter name, for example, Refundable (34).

If a hotel requires a deposit it will be listed within the hotel room description. If you have a university credit card attached to your User Profile, the deposit will be charged once you finalize your reservation, and you will need to take the T&E card with you when you travel to pay for the remainder of the bill.

Click Rules & Cancellation Policy below the description of the room; a pop-up window will appear with important information such as fluctuations in rates over the stay & cancellation policies.

Once you have located a suitable hotel room that meets your travel needs, click the Select button to begin the reservation process.

A specific room results that shows room and rate details, available amenities, with Select button highlighted


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Step 4: Review and Book Hotel

To review your selected hotel accommodations on the web or mobile app, on the Review and Book page, confirm your booking specifications, such as hotel name and location, room amenities, duration of stay, check-in and check-out dates.

The Travel Policy section will display any policy violations within the booking. If your booking includes a violation, you must cite a reason by selecting one from the preconfigured list. If no reasons are pre-configured, you must enter a comment to describe why made your selection.

Review and Book screen with selected hotel room shown and partially shown Traveler Information & Estimated Total Costs sections


Continue reviewing the following sections on the Review and Book page.
 

The top section of the hotel's Review and Book screen provides an overview of the hotel room you have selected, including the type of room you have booked and check-in & -out dates.

First section shows selected hotel & room; provides overview of hotel, amenities, & booking

Review the Traveler Information section and confirm your contact information is correct and select an applicable Frequent Traveler Account, if available.

Traveler Information 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.

    • 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.

  • 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 hotel(s) you have selected then your account information will show here. You can click Add Frequent Traveler Account to link your account number with your selected hotel stay.

In the Room Preferences section you can provide any information you would like to share with the hotel provider in the Comments field.

Room Preferences section with an entry field for special requests with note fulfillment not guaranteed


If applicable, the Additional Information section displays a list of required fields that must be completed.

In the Accommodation Cost section, review the defined rates, fees, and restrictions.

Estimated Total Cost section shows an overview of cost of room, taxes, and fees , Payment subsection, and Rules and Restrictions


You will need to select one of the following payment forms from the Form of Payment dropdown menu in order to reserve your hotel. We recommend selecting the OSU Hotel Smart Bill Card if you do not have an OSU credit card.

  • OSU Hotel Smart Bill Card - OSU will pay your hotel on your behalf if you select this card; the fee is $10.00 per hotel
  • Your OSU Credit Card - Your university credit card must be added to your profile for this to be an available option; if you select this you will need to take your card with you when traveling
  • Oregon State University Ghost Card - If you do not opt into Smart Bill and you do not have an OSU Credit Card then select this option. You will need to contact the hotel directly to obtain a Credit Card Authorization Form and complete the form. Once complete, send the form to [email protected] for our office to sign and return to the hotel. Refer to our checklist on obtaining a Credit Card Authorization Form from the hotel.
Payment subsection with Form of Payment dropdown expanded to show three payment options: OSU Ghost Card, OSU Smart Bill, & B. Beaver's T&E Card


Click the Rates, Rules, and Restrictions hyperlink at the bottom of the page to read more about vendor conditions. These include but may not be limited to cancellation policy, rate rules, accepted credit cards, and other rules and restrictions.

Rate Rules and Restrictions for the hotel stay open in a popup window


Click Close to return to the Book and Review page.

Check the I have read and agree to the Rate Rules and Restrictions checkbox.

 

Book and Continue button from the Estimated Total Cost section highlighted


Click Book and Continue, or to revise your hotel selection, click Change Selection.

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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 Another Hotel or Rental Car?

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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