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ConcurGov Job Aids — Booking a Travel Reservation With Multiple Locations

011A: ConcurGov Job Aid – Booking a Travel Reservation With Multiple Locations

Purpose:To provide a step-by-step guide to booking a travel reservation for multiple locations in ConcurGov.

Audience: Federal Travelers and Federal Travel Arrangers (FTA)

Version: 2.7.26.2017

Instructions: After you login...

 

step1

Step 1a: Select Travel Tab

From the ConcurGov Home page, select the “Travel” tab in the upper left hand side of the page. Then select “New Authorization from Travel."

Step01a

Step 1b: New Booking

Alternatively, from the “Shortcuts” menu, select “New Booking” which takes you to the Travel Tab and the “New Authorization from Travel” radio button.

Step01b
step2

Multi City Button

Select the “Multi City” button.

Step02
step3

Enter First Destination

Enter the first destination of the trip in the “Temporary Duty Location” (TDY) field using either an “Agency Location” or a “Reference Point.” Then select the magnifying glass icon and confirm the location.

Enter the departure airport in the “From” field if there is no default in the Traveler’s profile. Enter the departure date in the “Depart” field.

Select the checkbox next to “Pick-up/Drop-off car at airport” if required (not shown, refer to 010 Job Aid – Creating a Travel Reservation to see the steps to reserve a rental car). Select the check box next to “Find a Hotel” and enter the search criteria for the hotel.

Step03
step4

Enter Second Destination

Enter the second destination in the next “Temporary Duty Location” field. The departure airport pre-populates when the user tabs to or clicks in the “From Box”. Enter the departure date and time as seen in Step 3. Select the hotel and rental car checkboxes if required.

Step04
step5

Enter Departure & Arrival Airports

The departure airport pre-populates from the previous arrival segment when the user tabs to the box or clicks in it. Then, enter the arrival airport, departure date and time.

If there is an additional TDY location, enter the search criteria by following Step 4 above and then select the “Add segment” link.

The final TDY field should always remain blank with only the “From,” “To,” and “Depart” fields completed. When the search criteria has been entered, select the “Search” button.

Step05

Note: The system may ask to verify any addresses that were entered. Verify the address, and select “Choose.”

step6

Confirm Final Destination

Select the “OK” button in the final destination confirmation pop-up window.

Step06
step7

Step 7a: Shop by Fares Tab

The “Shop by Fares” tab displays full itinerary choices. The entire routing flights are selected at the same time.

Note: The results for the airfare search will display all legs of the flights. To display the details of the flight, select the “View Fares” button. Whenever the price is quoted instead of a “View fares” button, this indicates that there is only one fare for this flight and can be selected as needed.

Step07a

Step 7b: Shop by Schedule Tab

The “Shop by Schedule” tab allows the flexibility to select the initial outbound flight and each intermittent flight pricing separately to accommodate the Traveler’s scheduling needs.

Step07b
step8

Pick a Fare

The flight details page 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” rates listed below the other rate. Choose the best flight to complete Sarah’s mission by selecting the blue price button.

Step08
step9

Review & Reserve

From the “Review and Reserve Flight” screen, scroll down to choose a seat (if available for flight) and enter the Centrally Billed Account (CBA) or IBA as the method of payment, based on the Traveler’s Operating Division/Staff Division (OpDiv/StaffDiv) guidelines. Then select the “Reserve Flight and Continue” button to reserve this flight.

Step09
step10

FedRooms

FedRooms should always be the first choice in rates and are indicated by the green check mark.

A yellow caution icon listed as a “Lesser policy violation” indicates a contract room that is not the lowest rate. A yellow caution icon listed as a “Significant policy violation” indicates a room that is not a contracted rate. Choosing either of these rooms will result in a Travel Policy Violation window which requires a justification for choosing the room.

Select the rate button next to the chosen room rate.

Step10
step11

Review & Reserve

Scroll down on the “Review and Reserve Hotel” page to read and agree to the rate details and cancellation policy of the hotel and select the “Reserve Hotel and Continue” button.

Then choose the payment method or confirm the payment method if the profile contains more than one credit card prior to checking the box to agree to the hotel cancellation policy.

Step11
step12

Select 2nd TDY Hotel

Repeat steps 10-14 for the next TDY Hotel. Be sure to select the FedRooms rate for the second TDY location.

Step12
step13

Reserve Hotel

Scroll down on the “Review and Reserve Hotel” page to read and agree to the rate details and cancellation policy of the hotel and select the “Reserve Hotel and Continue” button to reserve the second hotel.

Step13a

Choose the payment method or confirm the payment method if the profile contains more than one credit card prior to checking the box to agree to the hotel cancellation policy.

Step13b
step14

Trip Overview

Verify the itinerary is accurate. Use the “Change” or “Cancel all Air” links next to any segment if changes need to be made.

Step14
step15

Review Itinerary

Use the scroll bar to review the entire itinerary. Select the “Next” button to proceed.

Step15
step16

Name Trip

Enter a name for the trip in the “Trip Name” field. This will help you 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.

Step16
step17

Review Final Itinerary

Review the final itinerary.

Step17
step18

Confirm Booking

Scroll to the bottom of the page and select the “Confirm Booking” button to book this trip and create the Authorization.

Step18
step19

Complete Authorization

Complete the Authorization by following the steps in 014: Job Aid - Creating an Authorization from a Travel Reservation.

Step19