Concur FAQ: Procurement Services

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Can I access a reservation booked by a CBT agent in Concur?
Agent-made reservations do sync to Concur. They will appear under the 'My Trips' and 'Upcoming Trips' on the landing page in Concur.
Can UVA related Foundation employees or Medical Center use TravelUVA?
Medical Center and Foundation employees (or non-employees) do not automatically have access to TravelUVA. If a non-employee travels or books travel that will be paid on University funds, they can be added to the TravelUVA system by following these steps. This will allow them access to the online booking tool or live agents in TravelUVA. If you chose not to get them access, travel can be booked by a UVA Academic employee for a non-employee by booking them as a Guest.
How do I log in to Concur Travel?
Go to About TravelUVA. Click on the TravelUVA logo at the top of the page. You will be prompted to sign in with your NetBadge login. This will take you to the AirPortal page. Click Book A Trip - Online under Quick Links on the right-hand side of the page. This will take you to the booking tool.
Can I add a rental car or hotel to an existing reservation?
If a portion of a trip has already been confirmed, the reservation will appear under the Upcoming Trips tab. Click on the trip name to open the reservation. There is an icon on the right to "Add to your itinerary". Click to add a car or hotel. Then finish the booking, continue through all "Next" screens to complete the booking. Ensure that you receive a confirmation number from the car rental company or hotel to be sure your reservation is complete. You will also receive a confirmation email.
What if my flight gets cancelled or I have another urgent situation while I am traveling?
For urgent, after-hours assistance please call 1-844-4UVA-CBT (844-488-2228), (VIT code P-6LV) to reach an agent at CBT's 24 hour assistance line.
Are any of the budget carriers other than Southwest and JetBlue in Concur?
Yes, Frontier is now a guaranteed carrier, meaning instant purchase. Other budget carriers are discouraged by the University as they are not Best Practice but if you need to book a budget carrier you may do so by calling CBT's full service agents at 1-800-286-0767 M-F 8pm-9pm.
Can I request 'Any' as a travel time?
'Any' is not an option but you can search +/- 12 hours from the time you choose so if you choose 12 noon +/- 12 hours, that gives you flights all day long.
Can I upgrade my seat in Concur?
No, you would need to contact the airline directly to purchase a seat upgrade. If you book with a full-service agent they can arrange an upgrade for you.
Do airlines allow name changes?
The standard answer is no. There are exceptions in group travel and the like.
How can I see more flight options when booking flights out of smaller airports like Charlottesville?
In the Air/Rail Search box, after selecting the city pairs and dates of travel, deselect the flights w/ no double connections box to see flights with double connections.
How can I view the itinerary for flights I have already booked?
On the Home travel page, review the Upcoming Trips section. For more detailed information, click the appropriate trip name in the Trip Name/Description column.
How do I book a seat assignment?
You can view the seat map when looking at availability, by clicking on the blue seat icon towards the right-side of each flight. Then, once you select the flights, it will automatically assign a seat based on profile preference (aisle or window). On the Travel Details page, you can click on 'change seat', which opens the seat map again and you can update the seat if you prefer something different than what was assigned.
How do I request a specific flight number if I already know the flights I want?
There is no way to ask for a specific flight number so select the dates and timeframe and select the airline. Then search by schedule and narrow it down that way.
How do I request only non-stop flights?
No such setting exists when you are entering in your departure airport, arrival airport, dates and times, but once you get to the results page/availability screen, you can use the matrix to view only nonstop flights by hovering over and clicking on 'Nonstop' and it will give you just the nonstop flight options.
How do I schedule a multi-leg flight?
To schedule a multi-leg flight:
1. On the Home travel page, click the Flight tab on the Trip Search wizard
2. Click Multi-segment additional departure.
3. Enter you departure and arrival information for each segment and then click Search.
How is ticket fulfillment handled?
When you use Concur Travel to make reservations, Christopherson Business Travel (CBT) will handle fulfillment/ticketing within one hour of your holding the reservation if you have made the reservation during business hours 8am - 11pm EST. Electronic tickets will be issued.
Is there a way to request a specific air carrier?
Yes, there is a box to check when selecting city pairs, dates and times.
Should I buy a Basic Economy Airline ticket?
"Basic Economy" tickets which are completely non-refundable, non–reusable are strongly discouraged. While these tickets are slightly less expensive, travelers must pay for seat assignments and carry–on bags, and tickets are not upgradeable, or changeable. If travelers have to cancel a ticket due to unforeseen circumstances, they are totally non-refundable, non-reusable and the UVA Travel office cannot help with waivers or assistance of any kind. Basic economy tickets also do not qualify for any of UVA's contracted airfare discounts.
Should I buy refundable or non-refundable airline tickets?
Usually non-refundable airline tickets are recommended. Non-refundable tickets are usually a fraction of the cost of refundable tickets and most nonrefundable airline tickets are reusable (with a change fee) in the case of a cancellation. Please keep in mind that airline tickets are non-transferrable and must be used by the same person whose name is on the original ticket. Beware of "Basic Economy" tickets which are completely non-refundable – not reusable – which are strongly discouraged.
What is the difference between booking a flight with Concur Travel and purchasing an Internet fare from a vendor's website?
Concur provides access to both agency and Internet fares. The difference between the two fares is where it is fulfilled and who provides the customer support. With Concur, you have the full support of your Christopherson agent in making changes. You also have access to 24 hour emergency assistance if there are issues while traveling.

If you select an Internet fare, you buy the ticket directly from the supplier or airline's fulfillment agency. These fares may have special rules that apply and you must contact the airline directly to request a change. You do not have the level of customer service you will receive from CBT.
What is the maximum number of passengers per booking in Concur?
One. If you have more than one passenger traveling together on the same flight you should utilize the cloning feature. After completing both reservations, send an email with both record locators to uva@cbtravel and ask to have the reservations cross-referenced with the airline. This will make the airline aware that you are traveling together in case of schedule changes and other times when they need this information.
Can I book Amtrak and Rail Europe in Concur?

Amtrak is available in Concur but Rail Europe will need to be booked through a full-service agent by calling 800-286-0767 M-F 8am - 9pm. The $24 booking fee will apply any time you use a full-service agent.

Trains which travel overnight are excluded from displaying in the online booking tool even if the booked journey would cover only a portion which is not overnight. Below is a list of the trains that cannot be booked on the online tool. Please contact a CBT agent for assistance.

  • Sunset Limited (1/2)
  • Southwest Chief (3/4)
  • California Zephyr (5/6)
  • Coast Starlight (11/14)
  • Texas Eagle (21/22/421/422)
  • Capitol Limited (29/30)
  • Lake Shore Limited (48/49/448/449)
  • Cardinal (50/51)
  • Carolinian (79/80)
  • Palmetto (89/90)
  • Silver Star (91/92)
  • Silver Meteor (97/98)
  • Hoosier State (850/851)
How do I search for Amtrak only?
When searching for Amtrak use the Rail only button (with the train logo)in the Search window.
I shopped for flights from Washington Dulles to New York LaGuardia and it defaulted to Amtrak from Washington Union Station to New York Penn Station. Why?
Concur is programmed to give the lowest prices and in this case Amtrak was less expensive from Washington to New York than airfare so it was giving you that option. In this instance you would need to search by schedule to see only flight options.
Why is there an Air/Rail button in the search window?
The reason there is an Air/Rail button is if you would like to compare prices between air and rail you are able to do so by using Air/Rail button and the "Shop by Fare" feature.
Is there a CONCUR app for smartphones?
Yes. Visit the App Store or Playstore and search for Concur. Further instructions can be found on our tutorials page.
What if I do not book my own travel?
In Concur Travel, you can select an assistant or arranger to reserve your travel.
1. On the Home travel page, click Profile and then click the Assistants link at the top of the page.
2. Click Add an Assistant to add the person who you would like to authorize to reserve your travel. This person can now update your profile and also make travel arrangements for you.
What is a delegate or a travel assistant?
A delegate/ travel assistant is some one that has permission to book travel and update the profile on behalf of the traveler for whom they are a delegate/travel assistant. A traveler can add a user in his/her profile in TravelUVA/ Concur to be his or her delegate/ travel assistant.
How much are booking fees in TravelUVA?
See the "Booking Fees" section (scroll down) here.
Why do the ticket price and the agency booking fee show up as two separate charges on the final confirmation email and the credit card statement?
You are paying for two separate things; the first being the travel itself i.e. the airline ticket or hotel reservation and the second being the service of the travel agency. The airline charges for the cost of the ticket and then the travel agency charges their fee so they are two separate charges.
What about browser support?
General advice is to be sure your browser is current - older versions may not support all the functionality. Current versions of all major browsers should work with the booking tool. Be sure to allow pop-ups for Concur/CBT and enable cookies for the tool as well.
How do I cancel a reservation?
To cancel a trip entirely, choose the trip from the 'Trip Library' under the Travel Tab or select the itinerary from the 'My Trips' section on the landing page. On the right-hand side of the page click the 'Cancel Trip' link. You will be given a warning that you are about to cancel the trip. Click 'OK'. You will be given the ticket number for future reference. That number will also be logged in Concur and you will be reminded that there is a travel credit the next time you log in to book travel for that traveler.

Note: You must cancel air travel prior to the flight departure in order to retain the flight credit. Most airlines will allow you to reuse the credit for up to one year from the date of ticket issuance with a change fee. If you are not able to get to Concur or CBT to cancel the ticket, please do so directly with the airline to retain the credit.

Note: If you contact the full service travel agency to cancel the reservation, the itinerary is not automatically removed from the Upcoming Travel section on the Concur Home travel page.

To remove the canceled itinerary from the Upcoming Travel section:
1. In the Upcoming Travel section, select the appropriate itinerary
2. Click Cancel Trip.
Can I add a rental car or hotel to an existing reservation?
If a portion of a trip has already been confirmed, the reservation will appear under the Upcoming Trips tab. Click on the trip name to open the reservation. There is an icon on the right to "Add to your itinerary". Click to add a car or hotel. Then finish the booking, continue through all "Next" screens to complete the booking. Ensure that you receive a confirmation number from the car rental company or hotel to be sure your reservation is complete. You will also receive a confirmation email.
How do I pay for my reservations?
When you reserve airfare your credit card number listed in your profile is used to purchase your reservations. When you reserve a hotel, your credit card usually only guarantees the reservation and you must pay for the reservation at check-in. If you need to pre-pay the hotel you will need to call the hotel and arrange for a third-party credit card authorization unless a deposit is specified when you make the reservation. Rental cars cannot usually be pre-paid. The driver of the car will need to present a credit card in his or her name upon pickup of the vehicle. The exception to this rule is our local Hertz and Enterprise contracts which allow you to prepay rental cars if you utilize a direct bill account with Hertz or Enterprise. Visit the Vehicle Rentals page to learn about setting up a direct bill account. Please confirm that your credit card information in your Concur Travel Profile is accurate. If the credit card is missing, you will not be able to continue with your reservation. Note: Hotels with non-refundable deposits cannot be booked in Concur.
What does Most Preferred signify for hotel and car options?
University preferred vendors are marked Most Preferred. UVA has negotiated rates and special arrangements with certain car companies and local hotels. The preferred vendors will always be listed first
How do I change a reservation after it has been booked?
To make changes to a seat assignment or to add a hotel or car reservation to a trip, click the blue trip name in the My Trips section area on the Concur landing page. From there you may use the blue links to navigate through your itinerary. To change your flight itinerary, click on the blue Change link on the right side of the screen. You will be able to 'shop' the change options before you commit to the changes. Occasionally changes will not be authorized in Concur and you will need to contact an agent by calling 800-286-0767 M-F 8am-9pm.
Can I book personal/ companion travel in Concur?
The official answer is no. However, if you are traveling on University business you may use Concur to book traveling companions on the same itinerary. You will book the traveling companion as a guest in a separate reservation. The cloning feature will be helpful for you to ensure you are booked on the same flights. It is recommended that you email uva@cbtravel.com and ask to have your reservations cross-referenced so the airlines know you are traveling together. You may also call CBT's full service agents at by calling 1-800-286-0767, M-F 8:00 am - 9:00 pm to assure you are on the same flights with seat assignments together.
How do I book a conference hotel?
Conference hotels cannot be booked through Concur. If you are booking other travel such as airfare, a full-service agent at CBT can book a conference hotel for you. If you only need the hotel reservation you can book that directly through the conference.
What if I book a trip using someone's credit card other than my own?
You must send them an email copy of your itinerary as soon as you complete the reservation.
How can I view the itinerary for flights I have already booked?
On the Home travel page, review the Upcoming Trips section. For more detailed information, click the appropriate trip name in the Trip Name/Description column.
How do I pay for my reservations?
When you reserve airfare your credit card number listed in your profile is used to purchase your reservations. When you reserve a hotel, your credit card usually only guarantees the reservation and you must pay for the reservation at check-in. If you need to pre-pay the hotel you will need to call the hotel and arrange for a third-party credit card authorization unless a deposit is specified when you make the reservation. Rental cars cannot usually be pre-paid. The driver of the car will need to present a credit card in his or her name upon pickup of the vehicle. The exception to this rule is our local Hertz and Enterprise contracts which allow you to prepay rental cars if you utilize a direct bill account with Hertz or Enterprise. Visit the Vehicle Rentals page to learn about setting up a direct bill account. Please confirm that your credit card information in your Concur Travel Profile is accurate. If the credit card is missing, you will not be able to continue with your reservation. Note: Hotels with non-refundable deposits cannot be booked in Concur.
How is ticket fulfillment handled?
When you use Concur Travel to make reservations, Christopherson Business Travel (CBT) will handle fulfillment/ticketing within approximately one hour of your holding the reservation. Electronic tickets will be issued.
If I book a trip with a credit card that I only want to be used one time will that card automatically be saved to the traveler's profile?
Yes! You MUST go back into the traveler's profile and remove the credit card after you have completed the reservation.
What if I book a trip using someone's credit card other than my own?
You must send them an email copy of your itinerary as soon as you complete the reservation.
What type of confirmation do I need at the airport?
The traveler should bring the email itinerary or boarding pass on a smartphone with ticket number information and/or airline record locator. A printed copy of the emailed confirmation from CBT and/ or a boarding pass which can be obtained by doing online check-in usually up to 24 hours prior to flight departure on most airlines' websites will also be accepted. A valid government approved photo identification document such as a driver's license, passport and visa If required, etc. is also required.
How do I pay for my reservations?
When you reserve airfare your credit card number listed in your profile is used to purchase your reservations. When you reserve a hotel, your credit card usually only guarantees the reservation and you must pay for the reservation at check-in. If you need to pre-pay the hotel you will need to call the hotel and arrange for a third-party credit card authorization unless a deposit is specified when you make the reservation. Rental cars cannot usually be pre-paid. The driver of the car will need to present a credit card in his or her name upon pickup of the vehicle. The exception to this rule is our local Hertz and Enterprise contracts which allow you to prepay rental cars if you utilize a direct bill account with Hertz or Enterprise. Visit the Vehicle Rentals page to learn about setting up a direct bill account. Please confirm that your credit card information in your Concur Travel Profile is accurate. If the credit card is missing, you will not be able to continue with your reservation. Note: Hotels with non-refundable deposits cannot be booked in Concur.
If I book a trip with a credit card that I only want to be used one time will that card automatically be saved to the traveler's profile?
Yes! You MUST go back into the traveler's profile and remove the credit card after you have completed the reservation.
What if I book a trip using someone's credit card other than my own?
You must send them an email copy of your itinerary as soon as you complete the reservation.
What if I do not book my own travel?
In Concur Travel, you can select an assistant or arranger to reserve your travel.
1. On the Home travel page, click Profile and then click the Assistants link at the top of the page.
2. Click Add an Assistant to add the person who you would like to authorize to reserve your travel. This person can now update your profile and also make travel arrangements for you.
What is a delegate or a travel assistant?
A delegate/ travel assistant is some one that has permission to book travel and update the profile on behalf of the traveler for whom they are a delegate/travel assistant. A traveler can add a user in his/her profile in TravelUVA/ Concur to be his or her delegate/ travel assistant.
How can I see more flight options when booking flights out of smaller airports like Charlottesville?
In the Air/Rail Search box, after selecting the city pairs and dates of travel, deselect the flights w/ no double connections box to see flights with double connections.
How do I unsubscribe from emails from Christopherson Business Travel?
To unsubscribe from Hotel Attachment emails or Unused Ticket Reminder emails please email us and we will unsubscribe you from these emails.
I want to travel internationally. What is the procedure regarding Export Controls?
If you are NOT traveling to a sanctioned country, you only need to contact export controls if you are taking UVA owned laptops, smart phones, or any other UVA owned equipment with you or you are traveling on University business and taking proprietary technical data or technology with you. You may contact them at export-controls@virginia.edu. If you are not taking any of these items with you then you do not need to contact them.
I want to travel to a sanctioned country. What is the procedure?
Prior to planning any travel to a sanctioned country you need to contact the Export Controls office at export-controls@virginia.edu to obtain a travel authorization number. Travel to sanctioned countries cannot be booked through Concur. You must book your travel through CBT's full-service agents by calling 844-4UVA-CBT (844-488-2228) M-F 8am - 9pm.
Can I check the status of a flight in Concur?
Yes. On the main booking screen in the "Trip Search" box beside the icons for air travel, car, hotel, and rail, you'll find a clock. The clock is where you can check flight status.
Can I receive frequent flyer and other member program reward points for reservations made using Concur Travel?
Yes, frequent flyer information listed in your traveler profile is automatically included in your travel reservation. You can include airline frequent flyer numbers, hotel frequent guest numbers and car rental frequent renter numbers. Please ensure that your profile has accurate and complete information on your memberships. Please note: the name in your profile must match the name on your frequent flyer accounts exactly in order to accrue miles.
Are government rates available for hotels?
Yes. Some hotels offer government rates to federal and state government employees while others offer these reduced rates only to federal employees. Before reserving a room at a government rate, check the terms on the hotel's site. If the traveler does not qualify, the reduced government rate may not be honored at check-in.
Can groups be booked in Concur?
Groups of 10 passengers or more would need to call CBT's group department at 844-4UVA-CBT (844-488-2228) M-F 8am - 9pm. There is a tiered booking fee schedule for groups.
What is the maximum number of passengers per booking in Concur?
One. If you have more than one passenger traveling together on the same flight you should utilize the cloning feature. After completing both reservations send an email with both record locators to uva@cbtravel and ask to have the reservations cross-referenced with the airline. This will make the airline aware you are traveling together in case of schedule changes and other times when they need this information.
How can I book travel for a guest in Concur?
Book as you would for an employee, except you would select "Book for a guest" instead of "Booking for myself" in the trip search box and you will need to complete the personal information since the guest will not have a traveler profile.
How do I get help using Concur Travel?
You may email the UVA Travel Team or call 924-4212 and press "2". For questions regarding completed travel reservations, please call your agency representative at 844-4UVA-CBT (844-488-2228) M-F 8am - 9pm. There are also TravelUVA Interactive Tutorials on the About TravelUVA page on the Procurement website.
What if I do not book my own travel?
In Concur Travel, you can select an assistant or arranger to reserve your travel.
1. On the Home travel page, click Profile and then click the Assistants link at the top of the page.
2. Click Add an Assistant to add the person who you would like to authorize to reserve your travel. This person can now update your profile and also make travel arrangements for you.
Are government rates available for hotels?
Yes. Some hotels offer government rates to federal and state government employees while others offer these reduced rates only to federal employees. Before reserving a room at a government rate, check the terms on the hotel's site. If the traveler does not qualify, the reduced government rate may not be honored at check-in.
Can hotels with deposits be booked in Concur?
If the deposit is cancellable or refundable, yes; If the deposit or full stay is non-refundable, no.
Can I add a rental car or hotel to an existing reservation?
If a portion of a trip has already been confirmed, the reservation will appear under the Upcoming Trips tab. Click on the trip name to open the reservation. There is an icon on the right to "Add to your itinerary". Click to add a car or hotel. Then finish the booking, continue through all "Next" screens to complete the booking. Ensure that you receive a confirmation number from the car rental company or hotel to be sure your reservation is complete. You will also receive a confirmation email.
Can I book multiple hotels in one reservation?
Yes. There are also TravelUVA Interactive Tutorials on the About TravelUVA page on the Procurement website.
How do I book a conference hotel?
Conference hotels cannot be booked through Concur. If you are booking other travel such as airfare, a full-service agent at CBT can book a conference hotel for you. If you only need the hotel reservation you can book that directly through the conference.
How do I pay for my reservations?
When you reserve airfare your credit card number listed in your profile is used to purchase your reservations. When you reserve a hotel, your credit card usually only guarantees the reservation and you must pay for the reservation at check-in. If you need to pre-pay the hotel you will need to call the hotel and arrange for a third-party credit card authorization unless a deposit is specified when you make the reservation. Rental cars cannot usually be pre-paid. The driver of the car will need to present a credit card in his or her name upon pickup of the vehicle. The exception to this rule is our local Hertz and Enterprise contracts which allow you to prepay rental cars if you utilize a direct bill account with Hertz or Enterprise. Visit the Vehicle Rentals page to learn about setting up a direct bill account. Please confirm that your credit card information in your Concur Travel Profile is accurate. If the credit card is missing, you will not be able to continue with your reservation. Note: Hotels with non-refundable deposits cannot be booked in Concur.
What does Most Preferred signify for hotel and car options?
University preferred vendors are marked Most Preferred. UVA has negotiated rates and special arrangements with certain car companies and local hotels. The preferred vendors will always be listed first.
What is the difference between booking a flight with Concur Travel and purchasing an Internet fare from a vendor's website?
Concur provides access to both agency and Internet fares. The difference between the two fares is where it is fulfilled and who provides the customer support. With Concur, you have the full support of your Christopherson agent in making changes. You also have access to 24 hour emergency assistance if there are issues while traveling. If you select an Internet fare, you buy the ticket directly from the supplier or airline's fulfillment agency. These fares may have special rules that apply and you must contact the airline directly to request a change. You do not have the level of customer service you will receive from CBT.
How do I log in to Concur Travel?
Go to the Travel Landing page. Click on the TravelUVA logo at the top of the page. You will be prompted to sign in with your NetBadge login. This will take you to the AirPortal page. Click “Book A Trip –Online” under Quick Links on the right-hand side of the page. This will take you to the booking tool.
Can I request a special meal?
Special meals can only be requested on international flights. There is a box in your profile to note your preference so a full-service agent will see your request but Concur does not "read" this request. You will need to contact the airline directly to request special meals.
My flight has more than one airline. Is this okay?
It is not recommended to mix carriers especially on the same direction of a trip i.e. if you are traveling from Charlottesville to Los Angeles with a connection in Chicago. It is not a good idea to travel on American Airlines from Charlottesville to Chicago and Delta from Chicago to Los Angeles. The airlines do not always work well together so if you have a delay on one which causes you to miss the next flight the second airline may not be as likely to help since it was not their fault that you missed their flight. This gets even more complicated with budget carriers when you must claim and re-check baggage.

Often flight itineraries will have an outbound flight on one airline and a return on another. This is less risky as long as you travel. However, if you need to cancel your ticket, you have two separate credits, therefore two separate change fees to reuse your credits. Whenever possible it is best to book your roundtrip ticket on the same airline.
My flight has more than one airline. Is this okay?
It is not recommended to mix carriers especially on the same direction of a trip i.e. if you are traveling from Charlottesville to Los Angeles with a connection in Chicago. It is not a good idea to travel on American Airlines from Charlottesville to Chicago and Delta from Chicago to Los Angeles. The airlines do not always work well together so if you have a delay on one which causes you to miss the next flight the second airline may not be as likely to help since it was not their fault that you missed their flight. This gets even more complicated with budget carriers when you must claim and re-check baggage.

Often flight itineraries will have an outbound flight on one airline and a return on another. This is less risky as long as you travel. However, if you need to cancel your ticket, you have two separate credits, therefore two separate change fees to reuse your credits. Whenever possible it is best to book your roundtrip ticket on the same airline.
My flight has more than one airline. Is this okay?
It is not recommended to mix carriers especially on the same direction of a trip i.e. if you are traveling from Charlottesville to Los Angeles with a connection in Chicago. It is not a good idea to travel on American Airlines from Charlottesville to Chicago and Delta from Chicago to Los Angeles. The airlines do not always work well together so if you have a delay on one which causes you to miss the next flight the second airline may not be as likely to help since it was not their fault that you missed their flight. This gets even more complicated with budget carriers when you must claim and re-check baggage.

Often flight itineraries will have an outbound flight on one airline and a return on another. This is less risky as long as you travel. However, if you need to cancel your ticket, you have two separate credits, therefore two separate change fees to reuse your credits. Whenever possible it is best to book your roundtrip ticket on the same airline.
Can I book multiple hotels in one reservation?
Yes. There are also TravelUVA Interactive Tutorials on the About TravelUVA page on the Procurement website.
Can groups be booked in Concur?
Groups of 10 passengers or more would need to call CBT's group department at 844-4UVA-CBT (844-488-2228 M-F 8am - 9pm. There is a tiered booking fee schedule for groups.
If I have more than one passenger traveling together how can I be sure they are booked together?
Utilize the cloning feature. There is a "How-to" user guide in the "Training Resources" section of AirPortal. It is recommended that you email uva@cbtravel.com and ask to have your reservations cross-referenced so the airlines know you are traveling together.
What is the maximum number of passengers per booking in Concur?
One. If you have more than one passenger traveling together on the same flight you should utilize the cloning feature.
Do airlines allow name changes?
The standard answer is no. There are exceptions in group travel and the like.
How can I change my name in Concur?
When you complete your profile the first time you will see that your first and last name are pre-populated. This information is transferred from the UVA HR feed to CBT. You will need to add your middle name so that your name in Concur matches the form of identification with which you will be traveling exactly. If you will be traveling internationally, be sure your name matches your passport. If you will only be traveling domestically, make sure your name matches your driver's license. If you make a mistake when entering your name or you need to make a change to the name field of your profile please email the UVA travel office. If your legal name changes, please contact the HR specialist in your department.
Should I buy a Basic Economy Airline ticket?
"Basic Economy" tickets which are completely non-refundable, non–reusable are strongly discouraged. While these tickets are slightly less expensive, travelers must pay for seat assignments and carry–on bags, and tickets are not upgradeable, or changeable. If travelers have to cancel a ticket due to unforeseen circumstances, they are totally non-refundable, non-reusable and the UVA Travel office cannot help with waivers or assistance of any kind. Basic economy tickets also do not qualify for any of UVA's contracted airfare discounts.
Should I buy refundable or non-refundable airline tickets?
Usually non-refundable airline tickets are recommended. Non-refundable tickets are usually a fraction of the cost of refundable tickets and most nonrefundable airline tickets are reusable (with a change fee) in the case of a cancellation. Please keep in mind that airline tickets are non-transferrable and must be used by the same person whose name is on the original ticket. Beware of "Basic Economy" tickets which are completely non-refundable – not reusable – which are strongly discouraged.
How do I pay for my reservations?
When you reserve airfare your credit card number listed in your profile is used to purchase your reservations. When you reserve a hotel, your credit card usually only guarantees the reservation and you must pay for the reservation at check-in. If you need to pre-pay the hotel you will need to call the hotel and arrange for a third-party credit card authorization unless a deposit is specified when you make the reservation. Rental cars cannot usually be pre-paid. The driver of the car will need to present a credit card in his or her name upon pickup of the vehicle. The exception to this rule is our local Hertz and Enterprise contracts which allow you to prepay rental cars if you utilize a direct bill account with Hertz or Enterprise. Visit the Vehicle Rentals page to learn about setting up a direct bill account. Please confirm that your credit card information in your Concur Travel Profile is accurate. If the credit card is missing, you will not be able to continue with your reservation. Note: Hotels with non-refundable deposits cannot be booked in Concur.
Can I book personal/ companion travel in Concur?
The official answer is no. However, if you are traveling on University business you may use Concur to book traveling companions on the same itinerary. You will book the traveling companion as a guest in a separate reservation. The cloning feature will be helpful for you to ensure you are booked on the same flights. It is recommended that you email uva@cbtravel.com and ask to have your reservations cross-referenced so the airlines know you are traveling together. You may also call CBT's full service agents at by calling 1-844-4UVA-CBT (844-488-2228, M-F 8:00 am - 9:00 pm to assure you are on the same flights with seat assignments together.
Can I book Amtrak and Rail Europe in Concur?

Amtrak is available in Concur but Rail Europe will need to be booked through a full-service agent by calling 800-286-0767 M-F 8am - 9pm. The $24 booking fee will apply any time you use a full-service agent.

Trains which travel overnight are excluded from displaying in the online booking tool even if the booked journey would cover only a portion which is not overnight. Below is a list of the trains that cannot be booked on the online tool. Please contact a CBT agent for assistance.

  • Sunset Limited (1/2)
  • Southwest Chief (3/4)
  • California Zephyr (5/6)
  • Coast Starlight (11/14)
  • Texas Eagle (21/22/421/422)
  • Capitol Limited (29/30)
  • Lake Shore Limited (48/49/448/449)
  • Cardinal (50/51)
  • Carolinian (79/80)
  • Palmetto (89/90)
  • Silver Star (91/92)
  • Silver Meteor (97/98)
  • Hoosier State (850/851)
Can I receive frequent flyer and other member program reward points for reservations made using Concur Travel?
Yes, frequent flyer information listed in your traveler profile is automatically included in your travel reservation. You can include airline frequent flyer numbers, hotel frequent guest numbers and car rental frequent renter numbers. Please ensure that your profile has accurate and complete information on your memberships. Please note: the name in your profile must match the name on your frequent flyer accounts exactly in order to accrue miles.
How do I book a seat assignment?
You can view the seat map when looking at availability, by clicking on the blue seat icon towards the right-side of each flight. Then, once you select the flights, it will automatically assign a seat based on profile preference (aisle or window). On the Travel Details page, you can click on "change seat", which opens the seat map again and you can update the seat if you prefer something different than what was assigned.
How secure is my personal information?
Concur requires entry through NetBadge to access the application. All personal data, such as date of birth and credit card numbers, once entered into your profile, is masked. This information is transferred to the airlines but neither your travel delegates nor any of the agents at CBT can see your personal data.
How long will Concur stay active before it times out?
Concur will stay active for 30 minutes. If you get logged out you do not have a username and password. You need to go back to the the Travel and Expense Landing page page and login through the link there.
What happens if I do not comply with University Travel policy?
When you go outside of University Travel policy, Concur Travel notifies you by showing the fare with a yellow triangle. When you select this flight option, Concur Travel warns you that you will need your supervisor's approval when you process your expense report.
How do I build a traveler profile?
Before you use Concur Travel to reserve travel for a University employee, click the Profile link to review and update the traveler's profile. You must save the profile before you first attempt to book a trip in Concur Travel.
What are the required fields on the profile page?
The fields required on the Profile page are middle name as it appears on the traveler's government issued ID and TSA information (Gender & DOB). We recommend you also enter traveler assistant name, emergency contact information and travel preferences such as frequent flyer information and seating preferences.
I have an unused ticket on file in Concur. How do I apply that to the purchase of a new ticket?
Select a new itinerary on the same airline as your ticket credit. Complete your reservation as usual. When the ticketing agent at CBT fulfills your ticket order they will apply your credit and charge any applicable change fee to your credit card on file. If there is a residual value left over, that will appear in your unused ticket list in AirPortal. If your credit is all used it will disappear from your unused ticket list. Some airlines allow a residual credit and some do not. Some allow the change fee to be taken out of the credit and some require you to pay it separately.