Microsoft Word - FAQ 6.13.19

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Ave S. Suite 900  PMB 407836  Nashville, TN 37240-7836  [email protected]

UpdatedJune2019

Frequently Asked Questions

CollectedbelowarethemostFrequentlyAskedQuestionsforeasyreference.

Ifyourquestionisn'tansweredhere,pleaseemail[email protected].

WhydidVanderbiltimplementatravelpolicyandprogram?

Convenience:

 “Soft”policycheckshelp users stay within guidelines when booking.

 Intuitiveuserinterface(tool) and high‐qualityin‐personassistance(agency) enhance booking

experience.

 Proven, in-person agency supportinemergencies on the road.

Duty of Care

 Enhanced ability to identifyandassisttravelers in the eventofanemergency.

Intelligence:

 Centraldatarepositoryof Vanderbilt community travel utilization to better inform management and

central travel office.

 Increasednegotiatingpowerwith travel vendors (airlines, hotels, rental car companies, etc.) as all

bookings are captured and recognized as VU spend by vendors.

 Substantially decreasesadministrative effort and improvesinternal

controls.

 Enhancedfairnessamong travel community across campus, as non-compliant usagecanbeeasily

identified and resolved.

Speed:

 Substantialreductionofpre‐travelbureaucracyby eliminating layers of approvals and paperwork.

 Faster,on‐the‐spotassistancein emergency situations or for special requests while traveling.

OBTAINTRAVELAUTHORIZATION



Whatismytravelauthorizationprocess?

Travelers must still obtain the proper authorization required by their department, division or school before

booking travel. Your business officer/finance leader should communicate your department’s internal authorization

process.

PLANYOURTRIP



Visit the Vanderbilt travel website for resources on what to do before, during and after you travel. You will find

information on free vaccinations, travel documents, an international travel checklist, export compliance and more.

WhatdoIneedtoknowbeforemakingtravelarrangements?

 Vanderbilt’s travel agency, World Travel Services, can assist faculty, staff and graduate students in booking

airfare, hotel, and car reservations.

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UpdatedJune2019

 World Travel Services works in conjunction with Concur, our online travel booking system to make

booking, receipt collection, and itinerary fulfillment faster and easier.

 Vanderbilt’s Travel & Business Expense Policy has been integrated into the Concur Travel booking system.

BOOKTRAVEL



CanIstilluseOrbitz/Expedia/Travelocity,etc…tobooktravel?

As of July 30, 2013, it is required for all active faculty and staff to use the Concur online booking tool or Vanderbilt’s

travel agency of record to book business travel. World Travel Service is Vanderbilt’s travel agency of record and is

integrated with the Concur travel online booking tool to provide travelers with best-in-class technology. You may

book through World Travel via the online Concur tool or by calling an agent for assistance with more complicated

international trips or trips with multi-legs. World Travel is available to solve problems, give professional advice

and assist with visa and passport processing. They provide personalized service via phone or email and support

online reservations and newly initiated agent bookings.

DoestheConcursystemknowtheVUTravel&BusinessExpensePolicy?

Concur has been built to assist you in complying with Vanderbilt’s Travel & Business Expense Policy during the

booking process. The system has built-in popups, requirements, and policy considerations to assist in booking

travel within policy.

WhomdoIcontactforbookingquestionsorassistance?

World Travel provides Vanderbilt travelers with a 24-hour help desk. For agent assistance, please contact World

Travel Service at 877‐271‐9258 or email [email protected] If you are traveling internationally

and calling from outside the United States, please call World Travel Service collect at (865)777‐1600(Referto

code:W‐7CD).



WhocanbookintheConcuronlinebookingtool?

All active Vanderbilt faculty, staff, and graduate students may log into the system using their VUNet ID and

password via the SKYVU (https://www.vanderbilt.edu/skyvu/) and Vanderbilt Travel website

(https://finance.vanderbilt.edu/purchasingandpaymentservices/travel/). Students and guests of Vanderbilt

traveling on university business may have a Vanderbilt faculty or staff member with the Guest Travel Coordinator

(GTC) privilege book travel for them. Students and guests who are not U.S. citizens or permanent residents must

contact the International Tax Office at ito@Vanderbilt.edu to complete all necessary forms and have possible tax

implications evaluated before booking travel.

Whataretravelassistants?

Travel assistants/arrangers will be able to make travel reservations on your behalf once your profile is completed

and you have assigned them in this role in Concur. Click here to download a Quick Guide that will step users

through assigning Travel Assistants in Concur.

HowdoIbookaticketformyspouse/companiontotravelwithme?

Since booking through the tool is only available for faculty and staff in this instance it is best to call a World Travel

agent at 877-271-9258.

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UpdatedJune2019

Please be sure to tell them that you are booking one business trip and one companion trip. This way, they can

enjoy the same frequent flyer benefits that you do and you can be assured of sitting together. The World Travel

agent will charge the both the faculty/staff member’s ticket and companion ticket to a personal credit card only.

There will be a $17.50 fee for a domestic or international personal ticket. This is the Vanderbilt negotiated fee for

an agent assisted ticket. For this fee you get:

 Booking and coordinating the travel for both parties in one phone call.

 Fare monitoring – if the fare decreases more than the applicable airline’s change fee then we automatically

reissue for the lower fare.

 Fare discounts – VU and World Travel network discounts on air and hotels where applicable.

 Automatic Re-accommodation – If the airlines change their schedule, our agents will work with you and the

airlines to get you re-accommodated on an appropriate schedule for your business purpose and coordinate

down line travel arrangements as needed.

 Assistance while traveling – Available 24/7 worldwide.

 Advocacy – in the event of a service failure on behalf of a supplier, we will work with you and the supplier

to reach a resolution.

 Multiple travel options across all applicable suppliers in one phone call to ensure the best fare and routing

for the business purpose.

CanIlogintoConcurfromanycomputer?

Users can access Concur via the link on the Vanderbilt SKYVU webpage at https://www.vanderbilt.edu/skyvu/ .

This brings you to the VU Single Sign On (SSO) screen where you input your VUnet ID and Password for a secure

log-in to Concur. However, you can lock yourself out by trying to login via concursolutions.com and will need to

wait 24 hours before trying to log in via the SKYVU page. If a user cannot log in via SSO – please contact

[email protected]

WhatistheConcurmobileapp?

Concur Travel is also available via the Concur mobile app. Concur’s mobile app is linked within the Concur tool,

allowing travelers to manage itineraries and expense transactions from their iPhone, iPad, Windows Phone, or

Android. The application is free and there are no transaction fees. Key features include:

 Managing of travel itineraries

 Changing air travel date or time

 Adding or changing reservations for hotels or rental cars

 Arranging for taxis or dining reservations

DoIneedtocreatemyownprofile?

No, Oracle uploads a nightly data feed into Concur that “creates” your profile for you. Employees and students with

active Concur profiles are responsible for completing the information within their profile to enable the booking

and expense processes to take place successfully. This includes choosing your travel preferences and reviewing the

options and features. Once you have completed your profile, you can assign travel assistants who can book travel

on your behalf. Click here to download a Quick Guide that will step you through completing your Concur profile.

Your name in your Concur profile must match your name on your government issued photo ID that you use when

traveling and on airline boarding passes. If your name in your Concur profile does not match, please make updates

to personal information via Oracle Cloud. From the Navigator, users can select "Personal Information" found

beneath the heading "About Me." The first panel on the screen will be "My Details," where a user may click "Edit"

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UpdatedJune2019

and begin submitting changes to his/her information. If users need to book travel same day, please reach out to

[email protected] for Concur profile assistance.

CanIaddmyTSAPrecheck/KnownTravelerNumber(KTN)inmyConcurprofile?

Yes. This number must be entered into your Concur profile when booking airfare so that it is included in future air

travel reservations. Click here to download a Quick Guide on how to update your Concur profile to include your

TSA Pre check and Global Entry / Known Traveler Number.



WillSouthwestAirlinesfaresshowupinConcur?

Southwest Airlines has joined with Concur to offer access to SWABIZ, Southwest Airlines’ business travel

reservation Web page. VU travelers will be able to cancel and rebook Southwest tickets within the Concur online

booking tool or they can call a World Travel agent if needed at 877-271-9258.

WillIstillreceivemymileagepointsasafrequentflyerforallmyairlinetravel?

Your Concur profile includes a section for Frequent Traveler Programs e.g. frequent flyer numbers or other similar

travel rewards programs for car rental and hotels. Reservations and purchases you make through World

Travel/Concur will be linked to the information in your profile. The name on your frequent travel rewards

programs must match the name in your Concur profile to get points awarded.



CanIbookinternationalreservationsonline?

You may book international travel in Concur, however, it is recommended that all complex international travel (e.g.

more than two legs) be booked by calling a World Travel agent at 877-271-9258 or emailing

[email protected] , who can check for best trip routing, connection times, schedules and airline

rates as well as provide options, and ensure you have proper travel documentation.

WhatifIhavetwoormoretravelersgoingtothesamedestination?

Concur has a great feature for this - trip cloning. This feature allows a travel arranger to easily make multiple

reservations for one trip. The travel assistant makes the first reservation and then “clones” the remaining

reservations without having to repeat every step of the booking process multiple times.

HowdoIpayformyairfare?HowwillIreceivemytickets?

All reservations for employee business travel should be booked through World Travel or the Concur online

booking system and will be charged to the credit card in the employee’s Concur profile. This credit card will need

to be either a personal credit card or a Vanderbilt One Card issued in that employee’s name. You will receive a

travel booking confirmation that contains your flight itinerary and invoice with your payment confirmation. 



HowdoIreserveacarorhotel?

You can make all your travel reservations at the same time in the Concur system on the “Travel” tab or you can go

back and add reservations at any time. You will need your personal credit card or a Vanderbilt One Card to reserve

a hotel or car rental.

WhatdoIdoiftheconferenceIamattendinghasaspecialconferencehotelrate?

You may still book these directly through the conference organization to take advantage of the discount and rooms

reserved by that conference’s housing bureau reserved room blocks.

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UpdatedJune2019

CanOneCardsbeusedforconferenceregistrations?

Yes. One Cards can be used to pay registrations for the individual cardholder or others within their area who do

not have a One Card.

Iamflyingintooneairportbutneedmycar/hotelinadifferentlocation.HowdoIdothis?

Continue through the Concur tool as if you are just doing an air-only trip. Do not choose a car or hotel while filling

in your cities and dates on the main page. Upon reserving your flight, you will be presented with the Travel Details

page, where you will have the option to Add Car/Add Hotel, Cancel Car/Cancel Hotel, and designate the city of pick

up in the travel booking tool.

HowdoIviewmyitinerary?

Concur will send your travel itinerary to the email address listed in your profile immediately after you confirm the

trip. You will receive an email with your final itinerary once the ticket is issued. You can also view your itinerary in

Concur. In addition, you can download the TripitPro app and organize trip details into one master online itinerary

— even if arrangements are booked at multiple travel sites.



Whatifmytripiscanceledafterairfareisbooked?Howareunusedticketstracked/used?

When a reservation on which non-refundable tickets have been issued needs to be cancelled, the traveler or travel

assistant must call a World Travel agent to cancel the reservation at 877-271-9258. The unused airline ticket

becomes an unused ticket credit on file within the Concur tool and World Travel and is listed in Concur profile for

that traveler.

Every airline is different on how they allow unused tickets to be reused for future travel but in general, the unused

ticket cannot be transferred to another person, must be traveled on within a year from the date of issue and will

incur some sort of penalty (except for Southwest) at time of ticketing for the new ticket. Each time you make an

airline reservation, Concur will automatically check to see if your unused ticket can be used towards the purchase

of your new airline ticket. World Travel will make all attempts to utilize unused tickets.

Travelers should contact World Travel to utilize the unused tickets before booking online. Southwest credits will

appear in the section below where the ticket credits for the other airlines appear. Southwest credits can be applied

to ticketing within Concur.

CanConcurbeusedtobookpersonaltravel?

No. The Concur online booking tool should never be used for personal travel.

CanIbooklodgingaccommodationsviaAirbnb?

University employees will be able to choose Airbnb as a lodging option for expense reimbursement in Oracle.

Airbnb is a community marketplace for accommodations and has offerings in more than 34,000 cities and 191

countries.

I’velostmyairitinerary/invoice?HowcanIgetanothercopyformyexpensereport?

Travelers and arrangers can use this link to retrieve/complete the passenger airline ticket request form from

World Travel: http://www.worldtrav.com/travel/passenger-ticket-receipt-request

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UpdatedJune2019

DuetothetransitiontoOracle,isConcurstillavailabletobooktravel?

Concur Travel will remain active as the university’s online booking tool supported by World Travel Service.

Ismycreditcardinformationsecure?

Concur holds liability for security of credit cards and all personal information stored in its' system. The process of

providing credit card information to Concur mirrors that for airlines, hotels, online travel vendors like Orbitz and

retailers such as Amazon. This data is required for booking hotel and transportation arrangements. All data is

immediately encrypted when transmitted and subsequently stored on Concur systems. Concur meets international

security standards for the privacy and safeguarding of data and will investigate and resolve individual complaints

or disputes. Like credit card information, Concur holds liability for the security of all personal bank account

information. The security standards surrounding the privacy and safeguarding of data described above also apply

to personal bank account information. Concur services over 10,000 clients located in more than 90 countries

 Concur processes 28 million transactions worth over $35 billion in T&E spend a year

 Over 10 percent of the U.S.’s T&E spend is processed by Concur solutions

 More than half of the Fortune 500 are Concur clients, including 7 of the top 10 U.S. companies

 Over 60 percent of Business Travel News’ Corporate Travel 100 are Concur clients

 Concur meets international security standards for the safeguarding of data and is proactively subjected to a

number of globally recognized standards, including:

o ISO27001 (BS7799 certified since 2004) & ISO20000

o SAS70 (within the US)

o Sarbanes-Oxley (SOX) compliance (within the US)

o VISA registered CISP Compliant Service Provider Level II

 Concur only collects the minimum personal data that is necessary. Personal data is never used for

marketing and is only transmitted to third parties when there is a specific requirement for an agreed

business service. All data is encrypted when transmitted and subsequently stored on Concur systems.