Last Updated: January 2023
Booking Airfare for Yourself
Travel Office: Concur Job Aid
! IMPORTANT REMINDERS:
• Concur is for university business use ONLY – no personal travel is permitted to be booked through
Concur.
• An approved Spend Authorization (SA#) is required at purchase.
• Access to Concur is limited to employees only (no contingent or part time employee access).
• Your Concur access is based on the agency that supports your travel demographic in Workday:
o If you are UNIV, OSUP, Health System = Concur with Corporate Travel Planners (Individual
business travel)
o If you are ATHLETICS = Concur with Anthony Travel (Athletics business travel)
If you have any questions, or need further assistance please contact the Travel Office at 614‐292‐9290 or
Last Updated: January 2023
Booking Airfare for Yourself
1. Navigate to Concur located at the
Travel website
.
2. Click “Book Travel Online” icon
3. Login with OSU credentials (e.g., name.# and
password) and respond to duo pass.
o Based on your login credentials, you will
automatically be directed to the
appropriate OSU instance of Concur
based on your primary assignment
(University or Athletics).
4. Click OK at the Login Warning.
5. Verify that all information in your Concur Profile is accurate. Click Profile in the upper right header of the
Concur home page. Your name will be displayed based on your login.
• If all the information in your profile is complete and accurate, you are now ready to book your
flight.
• For more information, see Completing Concur Profile job aid located at the Travel website under
Training and Job Aids – Concur Booking Tool.
IMPORTANT NOTE: Before booking airfare in Concur, you must have an APPROVED Spend Authorization issued
from Workday to the traveler named for the dates booked. Do no recycle an old Spend Authorization or enter a
fraudulent number to bypass
Travel Policy
.
Last Updated: January 2023
6. Under the Trip Search section, click the tab for Mixed Flight/Train Search.
• Begin search by the default Round Trip (or change to One Way, or Multi City)
• Enter Departure City and Arrival City.
*NOTE: For Athletic Business Travel, the use of Concur is restricted for international travel. Contact a full‐
service agent for assistance with international bookings.
7. Enter Departure and Return Time.
• This feature allows you to specify what time you would like to depart, or what time you would like
to arrive for that airfare leg. You can search by a broad time frame (morning, afternoon) or by
specific times. The dropdown box to the far right allows you to search on either side of the time
you selected, based on the number of hours you choose.
8. Once your search parameters are selected, click “Search” button.
Last Updated: January 2023
9. After the search is complete, you will see a results matrix at the top of the page.
• The matrix offers the ability to filter and refine the results by number of stops or airline (e.g., if we
only wanted to view only the nonstop options, we would click “Nonstop”).
• The left panel offers additional options to filter and further limit your results (e.g., sliding the
Depart and Return sliders allows you to find more specific options).
Last Updated: January 2023
10. After you have found the selection that meets your business need (within Travel Policy), click on the blue
Select button displaying the price for that flight.
11. Next, you will be routed to the Review and Reserve Flight page to review your selection, verify traveler
information, select seats (when permitted by the airline) and select the desired payment method.
• Verify that your flight selection meets your needs.
• Verify that your information as primary traveler appears correctly. If this information is not correct,
you can change it in your Concur Profile.
NOTE: If you encounter fares with yellow warning symbols, these selections may have rules that prevent
purchase in Concur (e.g., Frontier) and must be booked through a full‐service agent; or are basic economy
fares that come with limitations that may not be ideal for business travel.
Last Updated: January 2023
• Review the Price Summary to confirm total cost of your airfare. This is subject to change at the
discretion of the airline until the purchase is complete.
• Select Method of Payment from the drop‐down. In most cases, you should be selecting the
AIRFARE PREPAYMENT card to bill the transaction to OSU directly. Alternatively, you can use your
own personal credit card by clicking Add Credit Card. PCards should not be used to purchase
airfare.
• Once all information is entered and verified, click “Reserve Flight and Continue” to reserve your
tickets.
NOTE: Your flight is only reserved at this point. It will NOT be ticketed until you fully complete the booking
process. Pricing is subject to change at discretion of the airline until the purchase is complete.
Last Updated: January 2023
12. Next, on the Travel Details page, you are given an opportunity for final review.
• If you would like to send or print a copy of your reserved trip, select “Print Itinerary” or “Email
Itinerary”.
• Note the day and time yo ur reservation will expire if the booking process is not completed.
• Once you have completed your final review, you are ready to complete your booking. Scroll to the
bottom of the page and click on the blue “Next >>” button.
13. Next, on the Trip Booking Information page, you will enter the final requirements to complete the booking
and purchase the airfare.
• Provide approved SA# (Spend Authorization issued from Workday) using the format SA‐
########## (10‐digits)
• Indicate if any unused tickets in your profile should be used by selecting either “No unused tickets”
or “Yes unused ticket applies”
• All other fields are optional (exceptions may apply for Athletics)
• It is helpful to note how long the system will let you hold your reservations without booking the
ticket. If you have not completed the booking process by that time, your trip will be cancelled.
Last Updated: January 2023
• Once you have completed all required fields and are ready to finalize your booking. Scroll to the
bottom of the page and click on the blue “Next >>” button to proceed.
14. After selecting “Next >>”, you will have one last time to review all yo ur selections and entries. Verify that
all the details are accurate, and when you have confirmed your itinerary, scroll to the bottom of the page
and select “Purchase Tickets”.
• You will then be directed to a confirmation page, where you can make note of your agency
assigned Trip Record Locator.
Last Updated: January 2023
• Within minutes, you should receive an email with the subject “Summary Itinerary or Travel
Reservation”, confirming the booking was received by the travel agency. At that point, the trip will
go through a quality control process at the contracted agency, and then be ticketed.
15. A second email from the contracted agency with the subject “Confirmed/Ticketed or Electronic Invoice”
should arrive within 1‐2 hours stating that your airfare has been ticketed. This is your final itinerary and is
considered your airfare receipt that will be uploaded to the Expense Report in Workday.
If you do not receive this final email within 2 hours, contact the agency to check the status.
