TRAVEL FAQ

Using Concur Booking Site

Login/Access Info

The Concur system is available through travel.sva.edu

Please contact travel@sva.edu for assistance.

Log into Concur and navigate to Profile Settings. Under Expense Settings is an option for Expense Preferences. On this screen you can check the boxes for any e-mail notifications you wish to receive.

Flight & Hotel Info

Yes, multi leg trips can be booked online.

It is suggested that complicated, multi-leg, international itinearies be booked by a Full Service agent.

International travel can be booked online, however if your itinerary includes several international destinations or inter- country travel you should contact Full Service.

Full Service will be able to get better pricing and advise of any travel documents you may need.

In most instances a pre-reserved seat can be done online while making your reservation; however, once a reservation has been ticketed and confirmed, you can access the airline’s website and modify the seat assignment or make changes based on frequent flyer status. It is important to note that a pre-reserved seat is never guaranteed.

The traveler’s freqent flyer number will be printed on the final invoice that is sent by CTP. It will be listed under Frequent Flyer Info.

Frequent Flyer information can be added to the traveler’s profile. Once it has been added to the profile, it will automatically be included in any reservation for that airline.

If required, Conference bookings can be booked through the website, if using Concur to book a hotel at a conference rate, please use conference Hotel request.

Extra leg room, early check in and change in flight class can be obtained by contacting the airline company directly. All additional requests will require an explanation for additional charges.

Non-standard Bookings

Please contact travel@sva.edu for assistance.

Group Travel is defined as a group of 10 or more individuals traveling to or from the same destination.

Travelers are responsible for assigning delegates to prepare travel and expenses in Concur.
Go to Profile Settings > Expense Delegates in Concur to assign a delegate.

Cancellations / Trip Revisions

Please contact CTP. They will make the necessary changes to your travel plans. Justification will need to be provided to University for changes.

If you have submitted a request for a trip but are no longer able to go on the trip, you may cancel the request.

Purchasing Cards (P-cards) & Reimbursements

SVA has partnered with Corporate Travel Partners (CTP) and Concur to provide a booking engine designed to encourage the most economical and efficient means of travel.  An added benefit to using travel.sva.edu is that bookings will be directly billed to the employee’s home department’s operating budget, therefore eliminating the need to have or reconcile a P-card.  Utilizing the site will minimize any cumbersome requests for travel reimbursement for air/car/hotel.   Should you still have a need for a P-card, please contact: cardservices@sva.edu

Should the traveler need to seek reimbursement for company travel, they should follow procedures outlined in the Travel Policy & Resources.

Cash advances may be needed if you are traveling to a country where they may not accept your P-card (if present) or if you simply need cash for incidentals. The use of cash advances must be documented and receipts attached) when submitting the expense report. Cash Advances are handled via Accounts Payable and can be requested using the Travel Authorization & Business Advance Form prior to your travels.