Training
Topics: Receipts and Invoices | General Booking | Travel Policy | Air | Car | Lodging |
General Booking
Concur
Concur is an online booking tool that University of Wisconsin System employees can use to book university-sponsored individual air, car or hotel reservations. Our contracted travel agency, Fox World Travel, licenses Concur for University Travelers to use. Travelers can manage their itinerary, view changes, and research pricing by using Concur.
To register for Concur, users can log into Concur via Single Sign On. New users will be directed to the Concur registration page. Registrations are reviewed and approved within 48 hours.
Please review this file:
Concur cannot be used for personal travel reservations, unless purchasing business travel combined with personal travel. Cost comparisons must be obtained when booking air travel.
Training
Fox World Travel Concur Support Desk
Fox World Travel is available to support your Concur questions. Contact support via phone at 608-710-4172 or via chat in the Concur application.
Forgot Password?
Submit a request to Concur for a password reset. Your username is your current institutional email address.
New User Registration
Concur registration for new users. Registration is limited to employees. The use of a university e-mail address is required for user name.
Additional Support
Contact your institution’s travel manager for additional support questions.
Personalized SAP Concur Open Updates
Personalized up-to-the-minute service availability and performance information
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OPI-5965420 : US2 | EU2 : Expense | Travel | Invoice | Request | Mobile : Root Cause Analysis
16 January 2025 | 8:32 am
In the US2 and EU2 Data Centers, access to Concur Expense, Concur Invoice, Concur Travel, and Concur Request was below expected level. Affected users may have experienced errors when attempting to navigate through or complete tasks within the Concur Expense, Concur Invoice, Concur Travel and Concur Request services. The root cause of the incident has been determined to be an abnormally high volume of internal DNS requests that lead to throttling and timeouts on the name server, causing service degradation. The source of the unexpected traffic could not be determined with the available logging capabilities. Enhanced logging has been implemented to enable us to capture the source of the unexpected traffic in the event a similar incident would re-occur. Changes to the DNS resolver configuration have been implemented in order to remove the throttling limit, allowing processing of increased requests volume in the event that would occur. Additional monitoring and alerting will also be configured for better detection and response.
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OPI-5960257 : US2 : Expense | Travel | Invoice | Request | Imaging | Analysis/Intelligence : Intermediate Root Cause Analysis
9 January 2025 | 5:26 am
Impact as Reported: In the US2 Data Center, logins through the SAP Concur website app and SAP Concur mobile app was below expected levels. Affected users may have experienced intermittent login errors, stating, "Sorry, something went wrong," "Sorry, Concur is currently unavailable." or "502 bad gateway error" when attempting to log in. A possible workaround was identified. Users may have been able to successfully login after refreshing the page. Root cause: The incident response team determined that intermittent connection failures between a gateway component and the containers running the sign in service were causing the gateway component to mark the nodes hosting the containers as unavailable, repeatedly leading to brief intervals during which the component was left with no valid target to send sign in requests to and resulting in sporadic log in errors for the end users. Mitigation was implemented by updating the gateway component configuration to not mark a target as unavailable after a single connection failures - as subsequent findings indicated that some of the nodes hosting the sign in service containers might have been degraded all nodes were replaced to further ensure service stability. The root cause of the connection failures is still under investigation, and it will be provided together with relevant corrective and preventive actions as soon as the investigation is complete. Corrective Actions: NA
Please see Student and Guest Travel
Yes, the university’s contracted travel agencies can assist with companion/family travel. However, please keep in mind their primary responsibility is to service university sponsored/business-related travel. The consultants do not specialize in vacation travel. If your request exceeds their capacity, you will be referred to a vacation/leisure consultant. Also, keep in mind, service fees will apply to personal travel/companions.
It is the responsibility of the hosting department to ensure that all guests of the University are aware of UW Travel Policies. Guests should be provided a copy of the University’s Visitor Travel Guide prior to scheduling travel. If the guest books outside of policy, please reach out to your campus travel manager to inquire about obtaining an approved Travel Policy Exception.
There are several different types of insurance available to UW Employees. Please reach out to your Human Resources Representative for more information.
Insurance that is specific to travel –
- Vehicle coverage through the Big Ten contract (Enterprise and National) and State of Wisconsin contract (Hertz)
- CISI – medical insurance required for students who are traveling internationally. UW-Stout and UW-Madison employees are required to register for CISI insurance when traveling abroad. Contact your campus travel manager for more information.
* The University does not pay for or reimburse trip insurance.
We have created a Group Travel Resource page to identify the different needs of groups. Most likely, you will have to work with an agent, as agents are best to assist your group needs. Information on groups can be found in Group Travel under Planning in TravelWIse.
No. Because of our commitment to duty of care and our relationship with vendors, UW will still require the use of our contracted travel agency partners for all airfare purchases.
No, UW air contract cannot be used for travel that is 100% personal in nature. However, when combining personal travel with business travel, UW air contracts can be used.
Yes, travelers can combine personal and business travel and book individual tickets through Fox World Travel. When a traveler elects to combine personal travel days with business travel, cost comparisons must also be obtained to ensure that the University is paying for the business trip dates only. A cost comparison must be provided to show the cost of the lowest appropriate airfare for the business travel dates only and another with the added personal dates. The lower of the two comparisons will be paid or reimbursed by the University.
Valid Cost Comparisons: Concur or agents from one of the university’s contracted travel agencies must be used for cost comparisons. Because of pricing and availability fluctuations, accurate cost comparisons must be done immediately, in succession, to be valid.
No, companions/family members are not eligible to receive UW contracted airline discounts.
National/Enterprise and Hertz are the contracted suppliers for UW.
Personal use may be added in conjunction with a business trip, either at the beginning of the end of your reservation. . Please note additional coverage such as CDW or LDW are not included when reserving a strictly personal rental. The coverage can be added for additional fees.
View the Personal Use Contracts page for more information.
Users are highly encouraged to book all vehicle rentals through Concur or our contracted travel agency partners as contract details are built into the booking channels. However, booking directly with a vehicle rental agency is allowed. When booking outside of Concur/contracted travel agencies, it is the responsibility of the traveler/arranger to make sure the contracted vendors are being used (Enterprise/National and Hertz).
Verify hours of operation at the Enterprise location you are renting from. It is possible that the location is closed at the time you are entering into Concur.
Note: pick-up and/or drop-off hours may need to be modified to accommodate the location hours of operation.
If you have determined that Enterprise does not have any cars available, explore other options. Look into renting from National or Hertz, and if none of our preferred partners have availability you may want to condenser driving your personal vehicle or work with our travel agency to use another vendor.
Contact your campus travel manager for assistance in determining the best alternative.
Yes.
Note: Most Airport locations are open on weekends.
Yes. While we highly recommend using Concur or our contracted travel agencies, policy does allow you to contact the hotel directly (either by phone or on the hotel website) to book your lodging reservation.
No. Third party booking websites are prohibited under the travel policy
Yes.
Third Party bookings are still restricted (such as Expedia and Orbitz).
Please visit our Airbnb page for more information.
Conference lodging should be booked using the link provided with your conference registration or by contacting the conference hotel directly.
Note: Users are highly encouraged to search Concur for the conference hotel(s) as often rates found within Concur are less costly than the conference rate.
We highly encourage you to use UW preferred properties whenever possible. Booking with a preferred property allows the UW System to act as a liaison in the event there is an issue with your stay, and to ensure rates are below the maximum. However, bookings with non-preferred properties will still be reimbursed.
If you are unable to find lodging within a reasonable distance from your location, you are required to provide documentation (i.e. screenshots from Concur) that a lower rate was not available.