travel: non-profiled travel travel service guide · 2019. 5. 16. · section 3: overview the...

Travel: Non-Profiled Travel

Travel Service Guide

Formerly Guest Traveler

Last Revised: May 16, 2019

Applies to Concur Travel:

Professional/Premium edition

TMC Partners

Direct Customers

Standard edition

TMC Partners

Direct Customers

Travel: Non-Profiled Travel Travel Service Guide i Last Revised: May 16, 2019 © 2004 - 2020 SAP Concur All rights reserved.

Contents

Non-Profiled Travel ...................................................................................................... 1

Section 1: About This Guide .......................................................................................... 1

Section 2: IMPORTANT – Similar Features .................................................................... 1

Section 3: Overview ...................................................................................................... 2

Benefits ................................................................................................................ 2

Section 4: What the Travel Booker Sees ....................................................................... 2

Booking a Trip........................................................................................................ 3

Booking Travelfusion Fares ...................................................................................... 9

Transportation Security Administration (TSA) Requirements ...................................... 10

Section 5: Configuration – Overview .......................................................................... 10

Section 6: Configuration – Professional Edition .......................................................... 10

Company Admin Configuration ............................................................................... 10 Assign User Permissions .................................................................................... 10 Add the Guest Class (Optional) ........................................................................... 11 Create a Ghost Card for Guest Users (Optional) .................................................... 13

Travel System Admin Configuration ........................................................................ 14 Modify Credit Card Settings (Optional) ................................................................ 14 IMPORTANT: TSA Configuration .......................................................................... 15

Section 7: Configuration – Standard Edition ............................................................... 15

Assign User Permissions ........................................................................................ 15

Default Configuration Options ................................................................................ 16

Section 8: FAQ ............................................................................................................ 17

ii Travel: Non-Profiled Travel Travel Service Guide Last Revised: May 16, 2019 © 2004 - 2020 SAP Concur All rights reserved.

Revision History Date Revision Notes/Comments

February 14, 2020 Updated the copyright; no other changes; cover date not updated

June 19, 2019 Removed "Concur" from the cover; no other changes; cover date not updated

May 16, 2019 Updated trip booking screenshots

March 10, 2019 Updated the copyright; no other changes; cover date not updated

May 30, 2018 Removed reference to lookup of previous guest

February 18, 2018 Changes:

• General updates

• Removed the TSA information; refer to TSA Requirements Travel Service

Guide

• Added a note about Virtual Payment (Conferma) not being available for non-profiled travelers

May 2, 2016 Added information about support in Concur Request

March 11, 2015 Added information about:

• Ghost cards for guest travelers

• Changed "arranger" to "booker"

December 18, 2014 General updates; replaces Guest Traveler

Travel: Non-Profiled Travel Travel Service Guide 1 Last Revised: May 16, 2019 © 2004 - 2020 SAP Concur All rights reserved.

Non-Profiled Travel

Section 1: About This Guide

Be aware of the following:

• Infinite variables: Certain scenarios have an infinite number of variables or

extremely unusual circumstances, like rare cancellation or refund situations.

So, not all scenarios can be presented in this guide. Also, certain processes

may be influenced by third- or fourth-party providers. In some cases, you

must contact the provider directly.

• User interface, fees, rates, schedules: When other providers change their

user interface (for example, web site) or their fees/rates/schedules, they are

under no obligation to make SAP Concur aware of those changes. If a screen

sample in this guide is outdated because of a change made by a provider, we

will update that screen sample when we become aware of the change and at

our earliest convenience.

• Permissions: A company's admin may or may not have the correct

permissions to manage the feature described in this guide. If an admin needs

to manage this feature and does not have the proper permissions, they

should contact the company's SAP Concur administrator.

Also, the admin should be aware that some of the tasks described in this

guide cannot be completed by the company. In this case, the client must

contact their TMC (if a TMC provides their support) or SAP Concur (if SAP

Concur provides their support).

Section 2: IMPORTANT – Similar Features

There are two similar features:

• Sponsored Guest User

• Non-Profiled Travel (formerly Guest Traveler)

They are similar in that non-employees book travel (or have travel booked for them)

in Concur. The main difference is that the sponsored user has a user profile in

Concur; the non-profiled traveler does not.

Refer to the Sponsored Guest User Travel Service Guide available on the

Concur Support Portal or in Travel Administration online help.

2 Travel: Non-Profiled Travel Travel Service Guide Last Revised: May 16, 2019 © 2004 - 2020 SAP Concur All rights reserved.

Section 3: Overview

The Non-Profiled Travel (formerly called Guest Traveler) feature allows a guest travel

booker (a user with the Guest Booking permission, described later in this guide) to

perform a one-time booking for a non-profiled user, such as interviewees,

consultants, travel partners, etc. The booking will be listed in the travel booker's

Concur Travel account for reporting and organization purposes.

A PNR is created manually by Concur Travel, since no Concur or GDS profile exists

for the guest traveler. The company-level profile will still move into the record.

Benefits

Some of the benefits are:

• In Professional Travel, specific guest rule class can be created. If no guest

rule class exists, the class will default to travel booker's policy.

NOTE: This option is not available in Standard Travel.

• Concur supports various forms of payment, such as company ghost card,

travel booker's credit card, or temporary credit card.

NOTE: Virtual Payment (Conferma) is not available for non-profiled travelers.

• Concur supports air, car, and hotel vendor affiliate programs, which are

captured at time of booking.

• Concur supports full policy, workflow, and reporting processes.

• A guest traveler booking can be made by using the Trip Template and Clone

Trip functions.

Section 4: What the Travel Booker Sees

A travel booker is a user with the Guest Booking permission, as described later in

this guide.


Booking a Trip

To book for a guest traveler:

1. At the top of the search, the booker clicks Book for a guest.

2. Using the Travel Wizard, the booker:

Chooses the appropriate city pairs, dates, and other options.

Clicks Search.

3. On the search results pages, the booker:

Chooses the desired flight.

Clicks Reserve.

4. On the Review pages, the booker:

Enters the name of the guest.

Completes all other required fields.

Provides any applicable frequent traveler account numbers.

Selects a seat (if available).


Makes the appropriate choice for payment:

• Corporate Credit Card

• Booker's Credit Card

• Temporary (traveler's) Credit Card

The Review and Reserve Flight page is shown below. Each segment type

(air, hotel, car, etc.) has its own review page. The booker must specify only

the non-profiled traveler's information on the first review page. This traveler's

information should be pre-populated on any subsequent review pages.


5. On the itinerary, the booker:

Reviews the itinerary for accuracy.

Clicks Next.


6. On the Trip Booking Information page, the booker:

Adds a description.

Enters one or more (comma separated) email addresses in the Send a

copy of the confirmation to field.


Clicks Next.

Then, the trip is displayed in Upcoming Trips and will show the guest's name.


Booking Travelfusion Fares

When making a booking for a non-profiled traveler and selecting a Travelfusion fare,

the Flight Options popup will be presented, requesting any information the vendor

will need to issue a ticket for the traveler.

On the review page, CVV and credit card billing address may need to be completed.


Transportation Security Administration (TSA) Requirements

The TSA has very specific requirements, which affect non-profiled travelers.

Refer to the Transportation Security Administration (TSA) Requirements

Travel Service Guide for details.

Section 5: Configuration – Overview

The configuration steps are:

Step Professional Edition Standard Edition

Assign the proper permission required; described below required; described below

Add a guest class optional; described below Guest class not available

Create a ghost card optional; described below Guest-only option not available

Define credit card settings optional; described below ON by default

Allow no middle name optional; described below ON by default

Section 6: Configuration – Professional Edition

Configuration for Professional Edition involves these steps:

• Company Admin:

Assign the proper permission for travel bookers

Add a guest class (optional)

Create a ghost card for guest users (optional)

• Travel System Admin:

Define credit card settings (optional)

There are also configuration steps required by the TSA.



Company Admin Configuration

Assign User Permissions

Travel bookers must be given permission to book travel for guest users.


To assign the appropriate permission:

1. Click Administration > Company (on the sub-menu) > Company Admin.

NOTE: Depending on your permissions, the page may appear immediately

after you click Administration.

2. In the User Administration section of the left menu, click User

Permissions.

3. Assign the Guest Booking permission to the desired user, users, or groups.

Add the Guest Class (Optional)

Concur Travel is designed to utilize a guest traveler rule class if the name of the

class is Guest Class.

IMPORTANT!

There can be only one Guest Class per company. The Guest Class is applied only if

the travel booker is associated with the same configuration as the Guest Class.


For example, assume that the Guest Class is associated to the US Configuration.

Then:

• If the booker is associated with the US Configuration, the Guest Class and

the booker's configuration apply.

• If the booker is associated with a configuration other than the US

Configuration, the booker's travel class and configuration apply.

ADD THE GUEST CLASS

To add the rule class:




2. In the Travel Administration section of the left menu, click Travel Admin.

3. Click the Travel Policy tab, if it is not already selected.

4. Click Edit classes.


5. Click Add New Rule Class.

6. Add a new travel class called Guest Class.

7. Configure the Guest Class as you would any other travel class.

Create a Ghost Card for Guest Users (Optional)

To add the ghost card for guest users:




2. In the Travel Administration section of the left menu, click Corporate

Ghost Cards.


3. Click Add New Corporate Ghost Credit Card.

4. Complete the page as usual and for the list below the Credit Card Number

field, select:

All travelers to include all Travel users and guests

Guest Travelers Only to include only guest travelers

Travel System Admin Configuration

There are options on the travel configuration that control credit card capabilities for

non-profiled traveler bookings. There is also a setting for writing the middle name to

the GDS PNR. These should be reviewed and updated as needed.

Modify Credit Card Settings (Optional)

To change the credit card settings:

1. Click Administration > Travel > Travel System Admin and access the

desired travel configuration.


after you click Administration or Travel.

2. Locate the Form of Payment Options section of the travel configuration

page.


3. Then:

Select (enable) the Allow temporary credit cards for guest bookings

check box.

Select (enable) the Temporary cards for hotel only check box as

appropriate.

NOTE: This setting allows limiting the use of temporary credit cards (guest

bookings) to hotel reservations only. If the booking is not for a

hotel, the temporary card fields will not be displayed.

Select (enable) the Enforce BIN restrictions on temporary cards

check box as appropriate.

NOTE: This setting allows configuration-level BIN restrictions to be

enforced for temporary credit cards entered for guest bookings.

Users will not be able to go forward from the credit card selection page if they

select the option to use a temporary credit card number and if that number

does not comply with their configuration's BIN restrictions.

IMPORTANT: TSA Configuration

There are also configuration steps required by the TSA.



Section 7: Configuration – Standard Edition

Assign User Permissions

Travel bookers must be given permission to book travel for guest users.

To assign the appropriate permission – Travel-only clients:

1. For Travel customers, in the Travel Setup Wizard, click the Manage Users

setup step.

2. Locate the desired user.


3. Select (enable) the Guest Booking check box.

To assign the appropriate permission – Travel & Expense clients:

1. For Travel & Expense customers, in the Expense Setup Wizard, click the

Users setup step.

2. Locate the desired user.

3. Select (enable) the Guest Booking check box.

Default Configuration Options

Note the following about Non-Profiled Travel bookings:

• Default (Normal Travel Policy) rules apply.

• All custom trip fields automatically apply.

• Allow temporary credit cards ON by default.

• Date of birth is required; the Date of Birth Unknown check box is ON by

default.

• Write middle name to Itinerary is ON by default.


Section 8: FAQ

Q. If a customer has Travel integrated with Request, is the Non-Profiled Traveler

feature available for the request.

A. The answer is "it depends." There are two ways to configure the

integration between Travel and Request – either Travel-to-Request or

Request-to-Travel. If the customer uses:

Travel to Request, then Non-Profiled Traveler booking is supported.

Request to Travel, then Non-Profiled Traveler booking is not supported.

For more information about Request integration, refer to the Concur

Request documentation.

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