Guest Module Implementation in Concur

UConn will be implementing the Guest Module in Concur on May 19, which will enable all employees who sponsor guest travel to utilize Concur and Anthony Travel, our new travel management company, to request, book and expense travel for UConn guests.  Guests can also arrange their own travel and seek reimbursement through HuskyBuy, however it must comply with the Travel Policy.  Training is available through refresher training sessions or training materials  Training and Resources

A few highlights on the guest implementation…

Payment of travel segments

Airfare

Employees can utilize their University Travel Card to pay for the guest’s airfare.

Hotels

University has negotiated rate agreements with several local hotels.

  • Employees can book these local hotels in Concur and utilize their University Travel Card to pay for the guest’s local hotel stay without having to complete a 3rd Party Credit Card Authorization.  For a list of local hotels please see UConn Travel Rate Agreements.

Hotels without a negotiated rate agreement – Employees can book in Concur for the guest and have the option of UConn paying or the guest paying.

  • If UConn is paying, please work with Anthony Travel to make the booking and secure a 3rd Party Credit Card Authorization, where the UConn Employee will use their Travel card.
  • If the guest is paying, they will seek reimbursement through HuskyBuy.

Car Rental

Employees can book in Concur for the guest and have the option of UConn paying or the guest paying.

  • If UConn is paying, please work with Anthony Travel to make the National/Enterprise booking in order to direct bill the charges to UConn (You will not be able to use the UConn Travel card for guest car rental charges). Please note these charges will show up in the UConn employee’s Available expense queue in Concur, where they will need to submit a Concur Expense report.
  • If the guest is paying, they will seek reimbursement through HuskyBuy.

If there are any questions, please contact Travel Services at travel@uconn.edu.

Pre-approval of guest travel segments

The University requires pre‐approval for travel that involves any travel segment (Airfare, Hotel or Car Rental) for employees, students and guests. For employees and students, the request is initiated and approved in the Concur Request module.  For guests that have pre-approval through other means (example – contract, purchase order, departmental program, event, conference, etc.) they will not require a pre-approval to be initiated or approved in the Concur Request module.   In these cases, the University Employee will attest to the fact in Concur or HuskyBuy that this pre-approval is held in the department and can produce this pre-approval if requested.  Departments can also utilize Concur’s Travel Request for guest travel where there is no clear documentation as to the travel approval for the guest.

If there are any questions, please contact Travel Services at travel@uconn.edu.


This entry was posted in Concur.