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ConcurGov Job Aids — Booking a Travel Reservation With Multiple Hotels

012A: ConcurGov Job Aid – Booking a Travel Reservation With Multiple Hotels

Purpose:To provide a step-by-step guide to booking a travel reservation with multiple hotels and airfare in ConcurGov.

Audience: Federal Travelers and Federal Travel Arrangers (FTA)

Version: 2.8.3.2017

Instructions: After you login...

 

step1

Travel Tab

From the ConcurGov Home page, select the “Travel” tab in the upper left hand side of the page.

Step01
step2

Select Airfare Type

Select the “Round Trip” button for one Temporary Duty (TDY) Location.

Note: To see the process for a multi-segment trip, refer to the job aid entitled 011: Job Aid - Booking a Travel Reservation with Multiple Locations.

Step02
step3

Enter TDY Location

Enter the traveler’s TDY location in the “Temporary Duty Location” field by either searching for an agency location or by typing in the city or address as a reference point.

Then select the magnifying glass button and verify the TDY location. Be sure that the “TDY Per Diem Location” field shows the correct location for Sarah’s mission.

You can change the per diem location by selecting the drop-down arrow and choosing another location. You will also be able to change the per diem location for the additional hotel on a later page.

Step03
step4

Enter Search Criteria

Enter the departure airport in the “From” field. Enter the departure and return dates for the trip in the appropriate fields. Change the search times as needed.

If the traveler will need to rent a car, select the check box next to “Pick-up/Drop-off car at airport.”

To search for a hotel, select the check box next to “Find a Hotel” and choose the hotel search criteria for the first hotel for the trip.

The traveler can search for a hotel near an airport, a specific address, the agency location, or a reference point/zip code. Then select the “Search” button.

Step04
step5

Select Flight

Select the “View Fares” or “Get Rates” button next to the appropriate flight.

The flight details will display the offered fares for the flight. The “Govt. Contracted Discounted” fare should be chosen when available.

Notice the “Lesser policy violation” and “Significant policy violation” listed below their respective rate.
Select the blue rate button for the desired flight to continue.

Step05
step6

Select Payment Type

On the “Review and Reserve Flight” screen, scroll down and choose the appropriate payment method for the Operating Division/Staff Division (OpDiv/StaffDiv) from the drop-down menu, then select the “Reserve Flight and Continue” button to continue.

Step06
step7

Reserve Car

Scroll down to see a list of car vendors for this TDY location. Select the car by selecting the rate button next to the appropriate car. Government rates should be chosen when available.

Step07a1

On the “Review and Reserve Car” screen, review the information and select “Reserve Car and Continue” button to continue.

Step07a2
step8

Change Hotel Search

To select a hotel for a portion of the trip, select the “Change Search” link on the left.

Step08
step9

Update Dates

Update the “Check-out Date” for the first hotel. Change the TDY and Per Diem Location if needed. Then select the “Search” button.

Step09
step10

Select First Hotel

From the list of hotels for this TDY location, select the “View Rooms” or “Get Rates” button to see the available rates.

Step10
step11

Reserve Room

Select the rate button next to the desired room to reserve this room rate. FedRooms rates should be chosen when available.

Step11
step12

Review Hotel Details

Review the hotel information on the “Review and Reserve Hotel” screen. Indicate you understand and accept the cancellation policy by selecting the box next to “I agree to the hotel’s rate rules, restrictions, and cancellation policy.” Then select the “Reserve Hotel and Continue” button.

Step12
step13

Add Second Hotel

From the “Trip Overview” section of the itinerary, select the “Hotel” link to add a hotel.

Step13
step14

Add Location

From the “Trip leg selection” pop-up window, select “New location” and then select the “Search” button.

Step14
step15

Enter Dates and Location

In the “Find a Hotel” section, update the check-in and check-out dates of the 2nd hotel. Add the 2nd location in the search criteria and then select the “Edit” button to change the per diem location.

Note: The new location will need to be entered into the “Reference Point” field in order to avoid having the previous hotels displayed.

Step15
step16

Select Second Hotel

From the list of hotels for the second TDY location, select the “View Rooms” button to see the available rates. Select the rate button next to the hotel to reserve this room rate.

Step16
step17

Review Hotel Details

Read the hotel rate details and cancellation policy and select the box next to “I agree to the hotel’s rate rules, restrictions, and cancellation policy.” Then select the “Reserve Hotel and Continue” button.

Step17
step18

Review Itinerary

From the “Travel Details” page, review all the reservations before confirming.

Continue to add additional hotels as needed. Be sure to update the dates for each hotel.

Scroll to the bottom of the page to review all the choices. To make any changes, select the “Change” link for that segment of the reservation. To cancel part of the reservation, select the “Cancel” link next to that segment of the reservation.

Step18
step19

Select Next

Scroll to the bottom of the page. If everything is in order, select the “Next” button to continue.

Step19
step20

Update Booking Information

Enter a name for the trip in the “Trip Name” field. This will help to identify the Authorization from the home page. Select the trip type in the “Type Code” drop-down. Give a description of the trip in the “Document Detail text field. Then select the “Next” button.

Note: Only enter a comment for the travel agent when necessary as this will incur an additional fee.

Step20
step21

Confirm Itinerary

Review the trip details once more on the “Trip Confirmation” page before booking. Scroll to the bottom of the page to review each segment of the trip.

Step21
step22

Confirm Booking

At the bottom of the “Trip Confirmation” page, select the “Confirm Booking” button to finalize the reservations.

Step22
step23

Verify Locations

ConcurGov will automatically create the Authorization based on the reservation.

From the “Summary” page, verify the TDY locations and dates in the “Document Information” section.

Step23