Book Online via Concur

• Concur Login

• Frequent flyer numbers
• Passport/TSA Pre-Check information
• Travel reward programs
• Travel preferences (e.g., seat or hotel)

See: Updating Your Travel Profile

If the Concur SSO login is not working, we recommend contacting online support at online@foxworldtravel.com. 

A workaround is available if immediate booking is required by following the instructions below: 

• Logging into Concur when SSO is Unavailable

For standard domestic airfare, booking online in Concur is the most cost-effective option, as online booking fees are less in Concur than with an agent. 

Most travel can be booked in Concur; however, some travel must be booked with an agent. This includes (but is not limited to):

• Basic Economy Airfare
• Groups of 10 or more travelers 

• All athletic travel—both individual and group—must be booked through a Short’s Travel agent.

• Airfare not meeting standard policy rules but may be booked with an exception.

Students and guests do not have direct access to Concur. However, all profiled Concur users can book travel for a guest within the platform. Before making a reservation, please obtain the guest's legal name (which must match their identification), date of birth, and gender. Please note that employee travel cannot be booked using this feature; it should be arranged through the "arranger" functionality.

Employees can book on behalf of other employees in Concur by using the "arranger" functionality, found in the Concur profile settings. Users who wish to have another employee book on their behalf should add their designated "booker" in their Concur profile under the "Assistants and Travel Arrangers" section. Once an employee has been designated to book on behalf of another employee, they can book travel by clicking the profile section and selecting the traveler's name.

See: Concur Travel Arranger Permission – Book for Another Employee

Concur cannot be used for personal travel unless it is part of a combined business and personal trip.
In those cases, travelers must obtain a cost comparison at the time of booking to separate personal expenses.

Fox World Travel provides resources in its travel portal: Concur Self-Paced Training

For specific questions, reach out to your campus travel manager for assistance: Campus Travel Support

Per UW Policy, air travel must be booked either in Concur or with an agent. 

• Individual ticket purchases for 4-9 passengers traveling together, or for any smaller group that wants adjoining seat assignments.
• Domestic tickets with multiple destinations.
• Use of an agent is recommended for those booking less than 7 days in advance.
• Use of an agent is required for all airline tickets within 24 hours

Certain airlines are not available in Concur and must be booked through an agent. These are: 

Certain carriers are not able to be booked in the GDS, and therefore must be booked by the traveler directly with the airline (not on a third party website). Our travel agency cannot book these airlines on behalf of the traveler and they do not display in Concur. These airlines are:

• Air Asia
• Air Tanzania
• Batik Air
• Breeze Airways
• EasyJet
• India Express
• Indigo
• Lion Air (Wings)
• Nam Air
• Ryanair
• Viva Aerobus
• Volaris
• Wizz Air

No. However, if lodging is not booked in Concur, it must still follow university policy and cannot be booked through a third-party provider. Third-party website bookings are not allowed unless specifically required and documented for conference travel.

Use of Concur is recommended for access to UW System contract and Partnership Program properties with negotiated rates.  This option includes state and federal government rates when available.

Concur provides live room rates and availability received directly from the lodging property(s). Therefore, note that not all properties, rates, and room types may conform to University rate maximums. It is the traveler’s responsibility to verify that the total cost of the stay (excluding taxes) falls within the lodging allowance by using the Lodging and Meal Per Diem Calculator.

See Concur Hotel Rate Maximum Guidance pdf

While not required (policy reference), often times conference hotels can be found in Concur at a rate lower than the designated conference block. When booking conference lodging, note that you will not be booking within the designated conference hotel block and will be booking at negotiated university rates. 

In addition to general rates uploaded by the property, specialty rates for university travelers are also loaded into Concur. A listing of these rates can be found in the Concur Rate Guide.

If rooms at the University’s maximum rate aren't available for the location, use Concur to reserve a room at the lowest rate that meets the business need.  Documentation of this exception requires an explanation, a screenshot of Concur showing that the lowest rate available was chosen, the Concur reservation/itinerary received from the agency at the time of reservation, and the hotel-provided receipt. This exception should be included in the Workday expense report. 

For travel that requires a multi-night stay, the hotel may offer a different rate for one or more nights.  This may occur during periods of high demand or on weekends. These rate differentials will be allowed with an explanation, provided that the total cost for all room nights does not exceed the University's nightly rate maximum for the location.