June 15, 2016
Concur year end guidelines
As FY16 comes to a close, the VU Concur Expense team would like to highlight a few guidelines and procedures that will assist you with a smooth year end process:
Concur Expense will be closed 6/25-6/30.
What does that mean for you?
- Employees will not be able to submit nor approve expense reports between 6/25-6/30.
Any expense reports created prior to 6/24 at 5:00 pm can be submitted on 7/1/2016.
- Concur Travel, the VU online booking tool will be available for all your travel reservations during this time.
All receipt images will remain in employee’s profile.All available expenses and travel reservations will remain in employee’s profile.
May 1, 2016
VU/VUMC transition - Where do I log into Concur?
Vanderbilt University users can access Concur via the link on the Vanderbilt University E-Business webpage at www.vanderbilt.edu/ebiz . This brings VU users to the VU Single Sign On screen where you input your VUnet ID and Password for a secure log-in to the VU Concur site.
Vanderbilt University Medical Center users can access the VUMC Concur site via Single Sign On where you input your VUNet ID and password by clicking here or pasting this URL in your browser: https://sso.vanderbilt.edu/idp/startSSO.ping?PartnerSpId=concur_vumc
After 4.30.16, please see VUMC Disbursements Contact Information for all VUMC inquiries.
March 23, 2016
U.S. issues Europe Travel Alert
The State Department alerts U.S. citizens to potential risks of travel to and throughout Europe following several terrorist attacks, including the March 22 attacks in Brussels claimed by ISIL. Terrorist groups continue to plan near-term attacks throughout Europe, targeting sporting events, tourist sites, restaurants, and transportation. This Travel Alert expires on June 20, 2016.
U.S. citizens should exercise vigilance when in public places or using mass transportation. Be aware of immediate surroundings and avoid crowded places. Exercise particular caution during religious holidays and at large festivals or events.
U.S. citizens should also:
- Follow the instructions of local authorities, especially in an emergency.
- Monitor media and local information sources and factor updated information into personal travel plans and activities.
- Be prepared for additional security screening and unexpected disruptions.
- Stay in touch with your family members and ensure they know how to reach you in the event of an emergency.
Register in our Smart Traveler Enrollment Program (STEP).
The Department of State is updating the Worldwide Caution with information on the continuing threat of terrorist actions and violence against U.S. citizens and interests throughout the world. Current information suggests that ISIL, al-Qa’ida, Boko Haram, al-Shabaab, and other terrorist groups continue to plan terrorist attacks in multiple regions. Recent terrorist attacks, whether by those affiliated with terrorist entities, copycats, or individual perpetrators, serve as a reminder that U.S. citizens need to maintain a high level of vigilance and take appropriate steps to increase their security awareness. This replaces the Worldwide Caution dated July 29, 2015.
To read more about this travel alert and caution, please visit the State Department website by clicking here.
January 28, 2016
Travel Health Alert - Zika Virus
The U.S. Centers for Disease Control (CDC) has announced a Travel Health Notice due to the outbreak of the Zika virus. The CDC recommends that pregnant women avoid travel to the following affected areas:
- Central America
- Puerto Rico
- South America
for most up-to-date areas. A few airline carriers are providing flexibility with travel waivers.
October 30, 2015
Concur Travel transitions to new agency on Friday, Oct. 30
Vanderbilt’s travel program transitioned to its new agency, World Travel Service, on Oct. 30. World Travel agents can be reached at the following number:
- Vanderbilt University, (877) 271-9258
The FAQ's on the transition can be downloaded here
. For more information, please email email@example.com
Travel Agency Transition - Frequently Asked Questions
Q – Why is Vanderbilt changing travel agencies – what differences will I see?
A – In response to faculty and staff concerns, the university conducted a competitive proposal process for a new agency. An internal search committee of faculty and staff selected industry leader, World Travel Service Inc., as the university’s new travel agency. World Travel will provide upgraded search content in Concur, international faring expertise, and improved traveler assistance.
Q - What’s changing with VU and Concur Travel & Expense site?
A – Vanderbilt’s Concur Travel & Expense system will remain in place. Concur Travel will have improved content when searching for flights, hotels, and cars. Concur Expense will not be affected by this travel agency change.
Q – What about trips I have already booked with CTM? What if I need to make a change or need assistance?
A – Trips booked with CTM with travel taking place after October 30 will still reside with CTM and are still valid. You will be able to access and expense these reservations through Concur. If you have any changes or need assistance on those existing reservations, please contact CTM at (866) 303-1019.
Q – I have an unused ticket credit with CTM. How do I use this?
A – All existing ticket credits are being transferred to World Travel. They can assist you with using your ticket credit at the optimal time. They will also email users with 60 days remaining on the credit to alert you that it should be used.
Q – Will I be able to buy Southwest “Wanna Get Away” fares in Concur?
A – Yes.“Wanna Get Away” fares are available for booking in Concur.
Q – Will I be able to cancel a Southwest ticket in Concur after October 30 and reuse the ticket?
A – When World Travel becomes our agency of record, the functionality that allows VU travelers to cancel and rebook Southwest tickets within the Concur online booking tool will be enabled. World Travel agents can retrieve credit on Southwest flights almost immediately after a traveler cancels a Southwest flight and will apply it to another Southwest flight.
Q – Who is World Travel?
A - World Travel Service Inc. is the mid-market specialist for BCD Travel, the world’s third largest travel agency. Our program will be managed from their Knoxville Business Travel Center and headquarters with an assigned agent team. World Travel Service is a Concur Preferred Partner, supports only Concur technologies, and uses Concur’s T&E system internally. They maintain a notable list of higher education institutions and also clients located in Middle Tennessee. Please click here to learn more about our new travel partner.