World Travel - Penn Purchasing Services

							World Travel
Traveler & Travel Arranger FAQ




                                 Revision: 2012-07-23
Table of Contents
Q) How do I book reservations online with World Travel? ..............................................................................3
   Returning User .....................................................................................................................................................3
   First-Time User ....................................................................................................................................................3
   Tips on Making a Reservation ...........................................................................................................................4
Q) How do I update my profile? ...........................................................................................................................4
   New User ..............................................................................................................................................................4
   Returning User .....................................................................................................................................................4
   Traveler .................................................................................................................................................................4
   Travel Arranger ...................................................................................................................................................5
Q) What if I do not book my own travel & would like to designate a Travel Arranger? .............................5
Q) How do I add/update my Budget Administrator (BA/Travel Approver)? .............................................5
Q) While updating my profile I could not find my approver. ..........................................................................6
Q) Can I route my travel itinerary to someone else for approval? ...................................................................6
Q) How can I view the itinerary for flights I have already booked? ................................................................6
Q) I booked my travel and charged it to my department’s budget, how do I know my reservation is
ticketed? ....................................................................................................................................................................6
Q) Can I add a car, hotel or change seat assignment to an airline reservation after it is booked?...............7
Q) How do I change or cancel my itinerary after it’s been booked? ................................................................7
Q) What type of confirmation do I need at the airport?.....................................................................................7
Q) How do I book air travel for a Penn guest (i.e. Research subject, Conference Member)? .......................8
   Online Guest Booking .........................................................................................................................................8
Q) How do I book reservations online with World Travel?
Returning User
https://www.concursolutions.com


First-Time User
For First time users you MUST first create a profile
     Click here: https://www.concursolutions.com/registration/default.asp
     Use registration code: universityofpennsylvania
     Your Concur login and work email should have a Penn domain (i.e. name@upenn.edu )
     Fill in the information on the screen:
                IMPORTANT: Make certain that the first, middle and last names you enter are identical to
                those on the photo identification that you will be presenting at the airport.
                Due to increased airport security, you may be turned away at the gate if the name on
                your identification does not match the name on your ticket.
     Click  Submit

You will receive two emails – (1) Thanking you for registering with Concur and (2) Providing
instructions on setting up your password

Next Steps:
    Click on the link received by email to reset your password
    Type in your new password
    You are now successfully in Concur
    Click the Profile button
    Complete entire screen, including Budget Administrator/Approver and TSA Secure Flight
       information
    You are now ready to book travel

Note: Your profile must be completed before booking travel
Tips on Making a Reservation
      When booking a reservation online or through an agent, please make reservations between
       Sunday night (for Monday approval and ticketing) through early Friday morning (for close of
       business Friday ticketing).
           o This allows for your approver to approve the travel reservation and the travel agent to
               finalize your travel.
      If you require a RUSH reservation later on a Friday during business hours, please contact your
       approver so they know to expect a rush request and can approve it prior to 3:30pm on Friday.
      To take advantage of advance ticket purchase pricing, please make reservations at least 14 days
       in advance.

Q) How do I update my profile?
New User
Here’s a tutorial on updating your profile, please note the tutorial is not Penn-specific, but provides a
general overview for new users.
http://www.concurtraining.com/ls_rsrcs/CONCUR_TRV_EU_SIM_en-us_TravelProfile.htm

Returning User
Traveler/Arranger cannot update the traveler name. This must be done by an administrator, please
email Travel@exchange.upenn.edu with the traveler’s current profile name and the traveler’s new
name. This new name MUST match the traveler’s identification provided at the airport (i.e. passport,
driver’s license, etc.).

Traveler
Login, click  Profile (Tab)
Travel Arranger
Login, select the profile that you want to edit from the “You are Administering Travel for” drop-down
on the My Concur page (upper right-hand corner).


Click  Profile (Tab)


Q) What if I do not book my own travel & would like to designate a Travel
Arranger?
On the Home page, click  Profile
Click  Assistants link at the top of the page
Click  Add an Assistant
In the “Search” field enter the person’s name (partial matches will work)
Click  Search
Select an Assistant from the “Assistant” drop-down menu
Click  Save




Note: If you do not see your travel arranger (Assistant) in the list of people to select from, that individual might not have
created a profile. They will need to create a profile (instructions provided above).



Q) How do I add/update my Budget Administrator (BA/Travel Approver)?
Go to Profile  Personal Information
You will need to search for your BA/Travel Approver.
Your Travel Approver is the person at Penn who approves your spending to a particular budget. Click
the button (shown below).



Enter the School/Center Name or Person’s Name (partial matches will work). Click  Search.
Click  Select next to the name of your Approver.
Click  Save to save your BA/Travel Approver to your profile
Q) While updating my profile I could not find my approver.
If your school/center approver is not listed please email Travel@exchange.upenn.edu




Q) Can I route my travel itinerary to someone else for approval?
If you have not submitted your travel itinerary you can change your Budget Administrator (Travel
Approver) in your profile (Profile  Personal Information) prior to booking travel.

If you have already submitted your travel itinerary there is currently there is no way to reroute a
request.


Q) How can I view the itinerary for flights I have already booked?
Click  Upcoming Trips (Tab)
Click the trip name and then click View Itinerary
Note: World Travel will send your itinerary to you immediately after you confirm the trip. You will receive an email of
your final itinerary when it is ticketed.


Q) I booked my travel and charged it to my department’s budget, how do I
know my reservation is ticketed?
If you booked online or with an agent you can contact World Travel at 888-641-9112.

If you booked online you can login, Click  Upcoming Trips (Tab)
If the status of your trip is “Ticketed” your trip is ticketed
Q) Can I add a car, hotel or change seat assignment to an airline reservation
after it is booked?
Yes, you can make changes before your travel itinerary is booked.
Click  Upcoming Trips (Tab)
Click the trip name and then click Change Trip




Q) How do I change or cancel my itinerary after it’s been booked?
To change/cancel your air itinerary after it’s been booked contact World Travel at 888-641-9112.
Additional fees will apply for changes and credits will be issued on non-refundable tickets minus
cancellation fees ($150+*).
Note: If you contact World Travel to cancel your reservation, the itinerary is not automatically removed from the
Upcoming Travel section on My Concur.
*Refer to Airline fees located here.


Q) What type of confirmation do I need at the airport?
You should bring a printed copy of your email itinerary with ticket number information or the paper
ticket (whichever is acceptable by the airline) and a government approved identification document
such as a driver’s license, Passport, VISA, etc.
Q) How do I book air travel for a Penn guest (i.e. Research subject, Conference
Member)?
You can book the travel with an agent (fees apply) or book their travel online.

Online Guest Booking
Login, select “Guest Traveler” from the “You are Administering Travel for” drop-down on the My
Concur page (upper right-hand corner).


Search and select the traveler’s itinerary. The system will prompt for the following information, so
please have it handy prior to booking the reservation:
     Traveler’s Name (as it appears on their identification provided at the airport (i.e. passport))
     Traveler’s Email Address
     Traveler’s Phone Number
     Birthdate (required by TSA)
 Note: To book travel online for a Guest you must have a profile in World Travel (refer to “How to login to World Travel”
above).

For additional questions/concerns, please contact us Travel@exchange.upenn.edu