Travel Booking and Itinerary FAQ

  1. What do I do if I do not want to use Concur Travel to make my travel arrangements?
  2. What is the name of the Travel Agency used by PPPL?
  3. When should I contact the Travel Agency to book my travel arrangements?
  4. Can I book simple international reservations in Concur?
  5. Will I have access to make reservations with all airlines, rental cars and hotels in Concur?
  6. Will I be able to store frequent flyer or other loyalty program information?
  7. Why do I need to provide my DoB and gender in Concur?
  8. I am booking a domestic multi-leg trip, not a round trip. Can Concur support that?
  9. I prefer airline "A" over airline "B". Airline "B" has a lower fare for a similar itinerary. Do I have to use airline "B"?
  10. Do I have to book Basic Economy fares that do not allow seat selections and use of overhead bins?
  11. Am I allowed to use a car service to/from the airport?
  12. What if I need to change existing reservations?
  13. Can I add a car or hotel reservation to an airline reservation after it is booked?
  14. Will Concur provide compliance feedback?
  15. How do I know if an option is outside of PPPL's policy?
  16. Why do I see lower airfares on other websites than I do in Concur?
  17. I have seen Concur not allow the booking of a hotel that requires a deposit, it shows as out of policy. Some international locations require a one night deposit at the time of booking. Will this be allowed in the system or will I have to call Graycar Travel to make those arrangements?
  18. Where can I see my itinerary?
  19. How do I submit an itinerary to Concur if I have booked my travel outside of Concur?
  20. What if I book outside of Concur or Graycar Travel? How do I get reimbursed?
  21. What happens if my business trip is cancelled and I purchased my own airfare?
  22. What happens if I don’t cancel my travel reservations within limits imposed by the hotel, airline, etc. and I incur a no-show fee?

 

1. What do I do if I do not want to use Concur Travel to make my travel arrangements?

You can contact Graycar Travel and make reservations through them.


 

2. What is the name of the Travel Agency used by PPPL?

Graycar Travel
1-800-858-0852
corporate@graycartravel.com

Graycar Travel 24HR Emergency Service:
(For emergency use only, 24hrs-7days a week)
888-366-6482 *USA, CANADA, PUERTO RICO, US VIRGIN ISLANDS 303-801-2159 *WORLDWIDE


 

3. When should I contact the Travel Agency to book my travel arrangements?

Graycar's normal business hours are: 8:00AM-5:30PM ET Monday-Friday

Travelers may reach out to Graycar in advance for estimates to assist in filling out a travel request. It is not appropriate to actually book travel until the travel request has been approved.


 

4. Can I book simple international reservations in Concur?

Yes, you can book international travel in Concur. Due to the complexity of international faring, routing and rules, it is recommended that all complex (more than 2 legs) international travel should be booked through Graycar Travel. The Graycar agents can check for the best airline rates and provide options as well as ensure you have proper travel documentation. If you just want to view international schedules you can do that in Concur.


 

5. Will I have access to make reservations with all airlines, rental cars and hotels in Concur?

Yes. Concur offers the same inventory (Global Distribution System) as all of the airlines, rental cars, hotels and other travel agencies or travel systems offer. The advantage that Concur offers is they partner with JetBlue and Southwest Airlines, as well as some private car/taxi services so their inventory is more complete than any others. It truly is a one stop service which should reduce the time spent finding the best travel arrangements.


 

6. Will I be able to store frequent flyer or other loyalty program information?

Yes, this is done in the employee profile within Concur.


 

7. Why do I need to provide my DoB and gender in Concur?

This information is needed in order to comply with TSA’s (Travel Security Administration) Secure Flight program. 


 

8. I am booking a domestic multi-leg trip, not a round trip. Can Concur support that?

Yes, you can book up to 6 legs of travel on one reservation in Concur using the Multi-Segment radio button.


 

9. I prefer airline "A" over airline "B". Airline "B" has a lower fare for a similar itinerary. Do I have to use airline "B"?

Yes. As long as the lower fare is a U.S. Carrier with a U.S. Carrier flight number. Airline "A" may be used if the traveler pays for the incremental difference.


 

10. Do I have to book Basic Economy fares that do not allow seat selections and use of overhead bins?

No, you are not required to choose basic economy fares. These fares are not offered by PPPL 's Travel Agency and do not need to be included in any fare comparison documentation for expense reimbursement.


 

11. Am I allowed to use a car service to/from the airport?

Federal regulations require that expenses for transportation result in a reasonable charge to the government. Public transportation, where available, is encouraged. Special circumstances requiring a car service shall be notated on the traveler's travel request for review and approval by their cost center approver.


 

12. What if I need to change existing reservations?

Contact Graycar Travel
800-858-0852
corporate@graycartravel.com


 

13. Can I add a car or hotel reservation to an airline reservation after it is booked?

Yes. To add or modify your trip, click the name of the trip on the Upcoming Trips section of My Concur and then click Change Trip – you will have the option to add a hotel to a pre-existing trip. If you do not add to an existing trip, your itinerary items will not be consolidated into a single itinerary.


 

14. Will Concur provide compliance feedback?

The system is set up to provide cautions in the booking process when there is a related policy or compliance issue, or something the traveler should be aware of.


 

15. How do I know if an option is outside of PPPL's policy?

Out of policy options are identified in several ways in Concur . Items that are slightly out of policy and may need additional consideration are noted with a yellow caution sign. You must provide a valid business reason for choosing this option. Items that are out of policy are noted with a red sign and are not allowed to book. To identify the reason for the icon, click the icon itself and more details will be provided.


 

16. Why do I see lower airfares on other websites than I do in Concur?

There may be a number of reasons for this. The most common reason is that the Basic Economy fares offered by the airlines and leisure sites have been blocked in Concur. These fares are very restrictive in that they cannot be reused/changed if your trip is cancelled, there are no seat assignments, and no overhead bin space. Another reason we see fare discrepancies is due to inventory fluctuations – timing is everything and inventory availability and costs can change minute by minute.


 

17. I have seen Concur not allow the booking of a hotel that requires a deposit, it shows as out of policy. Some international locations require a one night deposit at the time of booking. Will this be allowed in the system or will I have to call Graycar Travel to make those arrangements?

If it is "grayed out" on the search results, it will not be allowed in Concur. In general, we do not allow a hotel charge anything before you stay, that is why they are grayed out in Concur. If there is no other option, you will have to call Graycar Travel.


 

18. Where can I see my itinerary?

Concur will send your itinerary to you immediately after you confirm the trip. Graycar Travel will then email your final itinerary when it is ticketed. In addition, you can view your itinerary from the Trip List section on the My Concur page.


 

19. How do I submit an itinerary to Concur if I have booked my travel outside of Concur?

Concur will accept itineraries for trips booked outside of Concur: Email your itinerary to plans@concur.com. Your submitted itinerary will appear in Concur under My Trips, in the Concur mobile app under Trips, and in the TripIt Pro mobile app.

Booking your travel through Concur or via Graycar Travel will ensure that your itinerary is automatically added to Concur and TripIt Pro without your intervention.


 

20. What if I book outside of Concur or Graycar Travel? How do I get reimbursed?

Per PPPL Policy,  You are expected to book all your travel arrangements through PPPL Concur or the PPPL contracted Travel Agency to the maximum extent possible. All reimbursements requests must be made by submitting an expense report in Concur.  By not booking through Concur or Graycar Travel, you will lose some of the efficiencies the system provides, and your reimbursement is not guaranteed if the trip is cancelled.


 

21. What happens if my business trip is cancelled and I purchased my own airfare?

Reimbursement is not guaranteed in this case. It is recommended to use Concur or Graycar Travel for making all arrangements to avoid this scenario.


 

22. What happens if I don’t cancel my travel reservations within limits imposed by the hotel, airline, etc. and I incur a no-show fee?

If you do not cancel your travel reservations, you will be personally responsible for any charges or any penalty fees incurred. You should familiarize yourself with the cancellation time frames and terms for the vendors used for your travel arrangements. Remember, when notifying a hotel, car rental or airline of a cancellation, a cancellation number should be obtained along with the name of the person who cancelled the reservation.