TRAVEL FAQ

Concur Profile & System

You may bookmark the following website:

https://www.concursolutions.com/home.asp

There are other ways to access the Concur website:

  • Click on the “Login to Concur” tab on the HPU Travel website
  • Click on “HPU Travel” from the Quick Links on my.highpoint.edu

If you are in the “pilot” group of Admissions, Institutional Advancement, or Athletics, please follow these instructions:

Instructions for Initial Login for Uploaded Concur Users

All others, please self-register in Concur by following these instructions:

High-Point_Self-Registration_Profile-Creation_Guide

Contact the IT department at helpdesk@highpoint.edu for help with your Quick Links on my.highpoint.edu.  Contact na_online@travelctm.com for help logging into the Concur website.

If the system appears to be running slow or you are experiencing issues logging in or using the Travel function you can check the Concur Status Board to see if there is an active service outage. In the top right corner of the screen you can click “Subscribe to Updates” if you wish to receive updates when the system is experiencing issues.

Travelers are responsible for assigning travel arrangers in the Concur booking tool under their Profile settings.  Both the traveler and the arranger must be employees of HPU and registered in the system.

Please follow instructions below:

HPU Travel Card

One University Parkway

High Point, NC 27268

To add your Travel Card to your Concur Account, log in to Concur and follow the instructions here (pdf).

If you have a University-issued Travel Card, you may add it to your profile and use it to book travel for yourself. It is against Travel Card policy to give out your credit card information to other employees, students, or guests.  Travel Card account numbers should be protected and in your possession.

Students are considered “outside guests” on the Concur website.  To book travel for students or outside guests, you must be a “Guest Arranger” and have access to the “Book a Guest” functionality in Concur.  Only designated staff will be Guest Arrangers.  Please contact the Procurement Office (travel@highpoint.edu) to identify the Guest Arranger(s) for your department.  Guest Arrangers will be able to use their High Point University Travel Card to book travel for students and outside guests.

Employees who do not have a University-issued Travel Card will have the option to use an HPU “Virtual” Travel Card when they book travel in Concur so they do not have to use their personal funds. Employees who do not have a University-issued Travel Card should use this payment option.

Approvals

1. Traveler completes a Business Travel Request Form and obtains proper signatures two weeks in advance of trip. Faculty and staff have different forms, so please select the appropriate one.

  1. Once the Business Travel Request Form is completed and signed, the traveler books travel on the Concur travel portal using either their University-issued Travel Card or the High Point University virtual payment option. Personal credit cards should not be used. When the transaction is completed, a Trip Record Locator is assigned within Concur.
  2. Supervisor receives an email notification of the travel that was booked.
  3. Traveler adds the Trip Record Locator to the Business Travel Request Form.
  4. Traveler emails completed form to travel@highpoint.edu.

Travel Bookings

Yes, High Point University is centralizing travel by partnering with Corporate Travel Planners (CTP) and implementing the Concur travel portal.

There are many benefits to HPU and the traveler when purchasing travel through the Concur travel portal:

  • There is competitive pricing for airfare, lodging, and rental cars. Discounted rates are based on volume (the more travelers who use the system, the better the rates); therefore, HPU travelers booking through Concur and CTP will allow the University to negotiate the best rates.
  • The HPU Travel Policy is built into the travel portal to help the traveler maintain compliance.
  • HPU Frequent Travel Programs are utilized. For example, HPU has a Business Extra account with American Airlines. With this, travelers receive their personal points, but HPU also receives points which can be used towards free tickets for University travel.
  • Duty of care is provided to travelers to ensure they are aware of serious situations that could impact them.
  • Robust reporting will help the University in budget planning.

It is recommended that airfare be booked 14-21 days in advance.

Yes, multi leg trips can be booked online.

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

Additional fees apply. Call 877-422-4407 Toll free or 303-386-8595 outside the US, or email highpointtravel@travelctm.com.

International travel can be booked online; however, if your itinerary includes several international destinations or inter-country travel you should contact a Full Service agent. Full Service will be able to get better pricing and advise of any travel documents you may need.

Additional fees apply. Call 877-422-4407 Toll free or 303-386-8595 outside the US, or email highpointtravel@travelctm.com.

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 frequent 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.

It is preferred that conference hotels be booked directly through the conference’s website. This is a rare exception to using the Concur travel portal.

Guests include all students and non-HPU employees such as job candidates, athletic recruits, speakers, etc. To book travel for students or outside guests, you must be a “Guest Arranger” and have access to the “Book a Guest” functionality in Concur.  Only designated staff will be Guest Arrangers.  Please contact the Procurement Office (travel@highpoint.edu) to identify the Guest Arranger(s) for your department.

Group Travel is defined as a group of 10 or more individuals traveling to or from the same destination. If you have a group of this size, please contact Corporate Travel Planners’ group travel department at 800-810-2695 or groups@ctptravelservices.com.

Please contact Corporate Travel Planners. They will be happy to make the necessary changes to your travel plans. If additional charges are generated from the changes, please keep all receipts. If you charged a University-issued Travel Card, document the charge in your monthly reconciliation. If you are using an HPU virtual card option, please send receipt and business purpose explanation to travel@highpoint.edu.

Per our Travel Policy, class upgrades and paid seats are not permitted. Travelers with physical limitations are allowed non-first class seat upgrades (window, aisle, emergency exit row) if approved by the submitting department.*

If you select a paid seat on Concur and you are not eligible, you will be placed in the best available non-paid seat. If you wish to purchase your own paid seat assignment, this can be done directly with the airlines at your own expense.

*Please contact travel@highpoint.edu for instructions on how to update your profile for physical limitations.