Travel Arrangements | Procurement & Business Services (2024)

• All travelers and delegates are required to create a Profile in Concur prior to obtain approval for travel events or making travel arrangements.
• The Concur Profile contains critical information needed to seek approval, book trips, and process expense reports.
• The traveler's name in Concur must match the name on the ID used during travel (State-issued ID card, Driver's License, Passport). This is the name that will be on the tickets.
• Tcard and personal credit card numbers can be loaded into Concur to make the selection of payment types easy for travelers and delegates.
• When setting up your Profile make sure to verify your UMD email address and any other email addresses you want to add
• Delegates can be assigned by the traveler in Concur.
• Concur Profile job aids, training and support can be found on the Concur Help Center page.

• Pre-approval is required for ALL UMD employees and sponsored visitors out-of-state, overnight and international travel.
• Pre-approval is obtained by having afully approvedrequest in Concur and must be done prior to booking travel or making reservations. This is the official documentation that you are allowed to travel on behalf of UMD.
• Once approval is obtained, the traveler or their delegate can book their travel.

• Travelers and Delegates are expected to book the least expensive, practical itinerary regardless of the booking or payment method.
• Campus departments are required to use Concur Travel or Collegiate Travel Planners to book all air and rail tickets (ex: Amtrak for out of State travel) regardless of use of Tcard or personal credit card. However, if the traveler’s loyalty program numbers are connected in Concur, air travel may be booked directly with the airline and the itinerary and e-receipts will automatically load in Concur. Use of any third party travel providers (e.g., Kayak, Expedia, Booking.com) is prohibited. This does not apply to commuter rail systems.
• Southwest Airlines can be booked through Concur directly. If you book a flight with Southwest Airlines, any flight changes must be done directly with Southwest Airlines, not with CTP.
• Electronic booking using Concur should be the first option for booking domestic and non-complex international flights.
• Complex International travel is defined as a round-trip ticket itinerary containing more than 5 segments (including surface segments) or a round-trip ticket itinerary containing more than 2 business-required lodging stop-overs. Stop-overs required for overnight or next-day connections required by airline schedule are not treated as business-required. For assistance in booking complex international travel contact CTP.
• Tickets booked on Concur, or through CTP, using a personal credit card will not be reimbursed until travel is completed.
• Travelers and Delegates should book refundable tickets in instances when cancellation may occur. Nonrefundable tickets, while less expensive, have more restrictions.
• UMD will not reimburse for tickets that had no cost such as “free” tickets earned through frequent flyer miles, incentive programs, and gift cards/vouchers.
• Concur allows for booking of flights and rail passage and automatically applies UMD-contracted discounts with Amtrak and Delta, American, United, and Southwest airlines.
• Concur job aids, training and support can be found on the Concur Help Center page.

• You may book lodging and ground transportation in Concur or with CTP, but if traveling to a conference or event that offers a discounted hotel rate, book the hotel room through the conference or event site to ensure the group discount is included and no additional fees are incurred.
• For lodging, a ghost card can be used to reserve a room in Concur however, a physical card must be presented at the time of check-in. Departments may pay for a hotel room for another guest as long as they have a credit card authorization form filed with the hotel for that particular reservation.
• Stay in lodging with verifiable, reasonable, and appropriate rates as compared to other lodging options at the travel destination at that time. If rates obtained do not appear to be reasonable, CTP can assist in identifying appropriate lodging arrangements. UMD does not reimburse for premium lodging (suites, non-standard rooms) at the preference of the traveler.
• A physical card must be presented when picking up a rental vehicle along with your UID card.
• Upload your receipts electronically via email, scan, or via the CONCUR mobile app.

• Collegiate Travel Planners (CTP) is the UMD Designated Travel Management Company. CTP is a premier, woman-owned Travel Management Company and a Concur partner.
• CTP is available to assist travelers with complex international travel*and arrange for group travel events. Contact CTP for agent assisted bookings at:
  • CTP Travel Team Hours:Monday-Friday, 8:00 am-6:00 pm ET
  • Phone:833-620-0714 (toll free)- normal business hours and after-hours
  • Email:umd@ctptravelservices.com- normal business hours only
  • Air/Rail Booking Fees:Online booking with Concur = $3.50; Agent Assisted = $25.00

    International agent-assisted = $27.00

• CTP Group Travel Hours:Monday-Friday, 9:00 am-6:00 pm ET
• Phone:800-810-2695 (toll free), 210-530-0857- normal business hours only
• Email:groups@ctptravelservices.com- normal business hours only

UMD encourages travelers to download the mobile apps SAP Concur (Android, iPhone) and TripIt Pro for use while in travel status or when away from the office.Approvers can approve requests and expense reports in the Concur app.

• Concur job aids for the mobile apps can be found on the Concur Help Center page under How To... Guides.

Concur provides a mobile application that allows users the ability to:

• View an itinerary
• Book a flight
• Book Amtrak
• Open, edit, and upload receipts
• Create an expense report
• Move expenses to the expense report

TripIt Pro

Tripit Pro is a mobile app that works with Concur to help the traveler manage their itinerary. Tripit Pro can:

• Identify a better seat if one becomes available
• Notify you if your airfare drops after you book
• Remind you to check in 24 hours before your flight
• Keep track of your reward programs (frequent flyer miles, points, etc.)
• Allow you to share your travel plans with others
• Allow you to add hotel, car, and other reservations booked outside of Concur to complete a full itinerary
• Allow you to view your itinerary across multiple devices
• Notify you of flight status
• Help you find alternative flights if needed
• Let you know how long it will take to get through security at the airport

Find up-to-date UMD information aboutVaccine and Travel Updates