Travel Arrangements

• 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.
• Personal credit card numbers can be loaded into Concur to make the selection of payment types easy for travelers and delegates (Optional for UMES will use the UMES Ghost card).
• When setting up your Profile make sure to verify your UMES 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 UMES employees and sponsored visitors out-of-state, overnight and international travel. 
• Pre-approval is obtained by having a fully approved request 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 UMES.
• 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 UMES Ghost Card, Tcard or personal credit card. 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. 
• UMES 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/UMES-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.

• For UMES, you should not book lodging and ground transportation in Concur or with CTP. 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.
• UMES participants should not reserve rooms in Concur if they are using the UMES Pcard. Departments may use their Pcards to pay for a hotel room for guests as long as they have a credit card authorization form filed with the hotel for that particular reservation. This can not be done in Concur.

• Collegiate Travel Planners (CTP)  is the UMD/UMES 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 Department: Contact information should you have a need for any non-athletic group travel. Intercollegiate Athletics will continue to be supported by Anthony Travel.

• 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

*Complex International travel, for flights, is defined as a round-trip ticket itinerary including more than 5 segments (including surface segments) or a round-trip ticket itinerary including more than 2 business-required lodging stop-overs. Stop-overs for overnight or next-day connections required by airline schedule are not treated as business-required.

UMD/UMES 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 Mobile 

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/UMES information about Vaccine and Travel Updates