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CONCUR®CLIQBOOK TRAVEL

And SWABIZ – Southwest Airlines for Business Travel

Section One

  1. Log on to Concur Travel – registration code BNLSt2n2hsK. Once signed up you will receive an email with a onetime link to set up your password. This link will expire in 24 hours.
  2. Subsequent log on site – Use this site after completion of your registration.
  3. Create profile for assistant and for each traveler. Ensure that traveler has District photo ID. (Can be obtained from Enrollment Services.)
  4. Obtain information regarding availability, cost, etc. for airfare, hotel, and car rental. Note: If traveler will be flying Southwest Airlines, please check website for airfare and flight availability (website requires a district login, please contact Melissa Ochoa at extension 3031 or Gail Jensen at extension 3023 for assistance).
  5. Compare availability, cost, etc. for airfare, hotel, and/or car rental rates with any discounted rates that may be available to the traveler (i.e., rapid rewards discounts, pre-arranged conference hotel rates, car rental promo rates, etc.).
  6. Select the most cost-efficient airfare, hotel and car rental rates that best fit the needs of the traveler.Print and attach as backup documentation to CAR. P:\FORMS\Conference & Travel\BS Conference Attendance Request - Revised 092211.xls . Please screen-print the hotel reservation rate detail information that comes up after your reservation has been made. Also print your itinerary that displays once confirmed.
  7. Obtain aCAR Number from Melissa Ochoa at extension 3031 or email her at . Complete the CAR and obtain approval for travel from supervisor/manager and area VP. (email approval is sufficient).

If out-of-state travel STOP , go to Section Two below.

  1. Once approved, return to Concur Travel and complete reservation procedure. If totalcost of travel has increased more than 20%, obtain re-approval from supervisor/manager and area VP.
  1. If a prepayment check is required for conference registration, enter regular Purchase Requisition in Galaxy and include conference information in internal notes; i.e., who, what, where, when. If conference will only accept a credit card, see step 5 below.
  1. Submit CAR to Business Office, with supporting documentation, including the purchase requisition number (if applicable). All paperwork may be submitted electronically. Please be sure the CAR Log Number and TCC Control Number (if applicable) are indicated on the CAR in the appropriate area.
  1. If credit card payment is required for conference registration, contact the Business Office (Gail Jensen at ext. 3023) for assistance. She will give you the TCC Control Number. The Business Office must have the CAR log number in order to provide travel credit card payment.
  1. The Business Office will:
  2. Enter anInternal Transfer Purchase Requisition in Galaxy for all charges to be paid through the Concur BTA travel credit card process or the travel credit card.
  3. Provide traveler with letter on MSJC letterhead authorizing use of MSJC American Express credit card or travel credit cardfor hotel room costs and also will fax same letter to hotel.
  4. Maintain a travel log of all CAR’s and travel credit card activity.
  1. Upon return from conference, submit Travel Expense Reimbursement form to Business Office for any reimbursable expenses.

Section Two – Out-of-State Travel

  1. DO NOTcomplete any travel reservations prior to Board approval for out-of-state travel.
  1. Upon receipt of an out-of-state travel CAR, the Business Office will obtain approval from the President and will place the item on the Board agenda.
  1. Following the Board meeting, the Business Office will inform the department/traveler/assistant of the Board’s action. If travel is Board approved, proceed to Step 2 in Section One and complete the process.