Step-by-Step Procedure

Booking Travel (Booking Tool) from an Approved Request

If you have selected Online Concur Booking Tool as your booking method, you will be able to use the booking tool to complete your airfare purchase and reservations once your Travel Request is approved.

Go to your Approved Request and use the Book button from within the Request.

Caution – Do Not navigate directly to the Travel tab and book your airfare. This will result in a new Request that will require approval before airfare can be purchased.

Steps to Complete

1.) Navigate to Requests from the black navigation bar.
2.) Locate your Active Approved Request.

You may need to click the Active Requests link if your Request was created 45+ days prior to booking

3.) Click on the Book button in the Action column of the relevant Request

4.) Your Travel Request Itinerary opens.

Review information.

5.) Click Proceed to Booking button

Search results will open.

6.) Select desired flights

You can shop by fares, or shop by schedule by clicking on the appropriate tab. Use the slider bars on the left to adjust times. Select the desired flights to continue.

Basic Economy Fares

Basic Economy fares were introduced to the booking tool in response to traveler requests. These fares are highly restrictive and not recommended.

Buyer Beware: Please note these restrictions:

MOST IMPORTANT: Absolutely no changes or refunds. Business travel often requires flexibility, if you do not travel on this itinerary, you will lose this ticket.

1. No advance seat assignment – additional fees required

2. No checked and often no carry-on bags – additional fees required

3. No advance check in. Seat will be assigned after check in at the airport

4. Check personal frequent flyer mileage point accumulation. Airlines differ

5. No upgrades

6. Passengers with Basic Economy tickets board last. No priority boarding

1.) Choosing your fare

The yellow triangle indicates that a Basic Economy (BE) fare is available.

2.) Select fare and review restrictions

This itinerary offers both a BE and a regular economy coach option.  When selecting the BE fare, this dialog box will appear: 

3.) Acknowledge fare restrictions

When the Basic Economy fare is chosen, the user must select an option from the drop-down menu to finalize the purchase, such as: “I understand and acknowledge the fare rules of Basic Economy Fares:

7.) Review and Reserve Flight

On this screen, review all the information. Be sure you have the correct traveler information and the dates and flight times are correct. Any changes after purchase will incur fees.

If anything needs to be corrected, click the blue Back button at the bottom of the page. (Do not use the back arrow.)

8.) Select a Method of Payment

Be sure to select the Lodge Card associated with your TMC:

UofO DT Card* (…2663) for Direct Travel

UO Travel Card PT* (…7582) for Premier Travel

Personal credit card payments will not be reimbursed for airfare purchase per UO Travel Policy.

9.) Reserve Flight and Continue

If everything is correct, including the traveler name, click the orange Reserve Flight and Continue button at the bottom of the page.

10.) You may skip Car and Hotel and return to book those segments at a later time.

Adding Hotel or Rental Car in Travel

Once you have an approved request, travel segments can be booked individually. The airfare is often booked as soon as the request is approved. To book additional segments such as a hotel or rental car, follow the steps below.

1.) To add to your own itinerary, or when acting as Travel Arranger for another,

Click Travel on the top navigation bar.

2.) Find the trip in Upcoming Trips, click to open.

3.) In the Trip Overview, Add to Your Itinerary, Click on the Hotel icon to add lodging

If you only need to add a rental car, skip ahead to step 7.

4.) Select the leg of the trip where the hotel is needed

This is a drop-down menu. Click the down button to view all the legs of the trip. Then click the search button.

5.) Click Search, enter required fields

Verify dates, click next near the bottom of the screen.

6.) Make your selection

*Be sure to review the Rate Details and cancellation policy before you click the box stating your agreement with them. Be aware of deposit requirements and non-refundable rates. Prepayment of lodging is strongly discouraged.
We advise that you contact your hotel prior to travel to confirm your reservation and provide the card you will use for payment.
A credit card must be selected under "SELECT A METHOD OF PAYMENT". Select the UO Travel Card.

*The UO credit card in your profile is for guarantee only. Please present your One Card or personal card for hotel expenses. We advise that you contact your hotel prior to travel to confirm your reservation and provide the card you will use for payment.

* Hotel reimbursement is allowable per diem (domestic: GSA, US Territories: Dept. of Defense; Foreign: US State Dept.). Exceptions require justification and supervisor approval.

* NOTE: Not all hotels may honor a government rate for state employees. We recommend contacting the hotel directly to confirm.

Click the agreement box, then click Reserve Hotel and Continue.

7.) To Add a Rental Car: In the Trip Overview, click on the Car icon to add a rental car

Select the relevant leg of the trip. Click Search.
Review the search preferences, click Next.
Select the car you require.
Verify driver information.
Click Reserve Car and Continue.
You will need to provide a physical credit card at the rental car counter, either a UO One Card or personal credit card.
*State of Oregon discount contact rates can only be used for UO employees traveling on UO business. If your travel involves personal time or travel with friends or family, you may not use the discounted corporate contract rates due to insurance restrictions.
To reimburse a rental with personal time included, divide the total expense by the number of days for the daily average. You may claim reimbursement for the days used for official UO business.

8.) revised 09/27/2019
11.) Be sure to move to the bottom of each page to click the button to move forward.

There are 3 to 5 review screens, depending on how many travel components you book. On the last page, click "Confirm Booking".