Saint Louis University

Travel FAQ

Policy Related Questions
  1. What are the benefits of the University's Travel Program?
  2. When should I begin using Cliqbook/Concur for my travel reservations?
  3. Can I still book my travel on other sites like Expedia or Travelocity?
  4. To whom does the New Travel Program policy apply?
  5. Who must book their travel through Cliqbook/Concur?
  6. Should rental cars and hotels also be booked through Cliqbook/Concur?
  7. Do these policy changes apply if my travel is funded by a grant or sponsored program?
  8. What documentation/receipts do I need to include when I submit my Concur expense report?
Pre-Trip Approval Process Questions?
  1. What is the new Pre-Trip Approval Process?
  2. How do I know who my Travel Class Approver(s) is?
  3. How many approvers are there for each Travel Class?
  4. How long does the approver have to review, approve, or reject my travel reservation booked through Cliqbook/Concur?
  5. What happens if I make a reservation late on a Friday afternoon or over the weekend?
  6. Who do I contact for policy exceptions?
  7. How does my supervisor approve my trip?
Pre-paid Expense and Cash Advance Questions
  1. Can I continue to have a cash advance or have my travel expenses pre-paid?
  2. Airfare pre-payment?
  3. Hotel pre-payment?
  4. Conference fees?
  5. Travel and Entertainment (T&E) Corporate Card Program?
Per Diems Questions
  1. Where can I find the current government Per Diems for lodging and meals?
  2. Meal Per Diems?
    1. Do I need to keep actual receipts for all of my meals?
  3. Hotel Per Diems?
    1. What is the maximum reimbursable amount for non-conference related lodging
    2. How do I calculate the approved hotel per diem by location?
Trip Numbers Questions
  1. What is a trip number?
  2. When do I need a trip number?
  3. How do I get a trip number?
  4. What if I forget my trip number?
Cliqbook/Concur General Questions
  1. What is Cliqbook/Concur?
  2. When should I use Cliqbook/Concur?
  3. Should I book rental cars and hotels on Cliqbook/Concur?
  4. Can I book International Travel on Cliqbook/Concur?
  5. Can I continue to use other web sites or another agency to book my travel?
  6. Are there any special air, car, or hotel discount programs available through Cliqbook/Concur?
  7. How do I book a trip for my spouse or traveling companion?
  8. Is there a printable quick reference guide available for Cliqbook/Concur users?
Cliqbook/Concur Technology Trouble Shooting Questions
  1. Desktop Computer Issues
    1. What are the optimal technical requirements for Cliqbook/Concur?
    2. What if the system is slow or my screen is blank?
  2. Cliqbook/Concur Issues
    1. Who do I call for assistance with Cliqbook/Concur navigation, questions, or problems related to the site?
    2. What if I am booking my reservation and get the message "Cliqbook is encountering problems with..."?
    3. What if I am entering a credit card in my profile and get the message "This looks like a TravelPass number not a credit card number."
Traditional Travel Support through TravelPlex
  1. What is considered "Traditional" travel support?
  2. When should I call the traditional office instead of using Cliqbook/Concur?
  3. Is there a different fee if I use the traditional travel counselor?
  4. Is the "Traditional" travel office also managed by TravelPlex?
  5. What is the contact information and hours of operation for the traditional office?
  6. Who do I contact en-route to my destination or after normal business hours for emergency assistance with travel arrangements placed through the TravelPlex Traditional Office?
Airfare Policy Questions
  1. What is considered the "lowest logical fare" by policy?
  2. Why are some airlines coded green and others yellow?
Hotel Lodging
  1. Are there any special or discounted rates available through Cliqbook/Concur?
  2. Am I required to book my lodging through Cliqbook/Concur?
  3. Will I get reimbursed if the conference hotel is more expensive than the SLU Per Diem?
Car Rental
  1. Do I have to book my car rental through Cliqbook/Concur?
  2. Do we currently have a preferred car rental vendor?
  3. Can I reserve the car on Expedia or another website if I find a lower rate?
  4. Are the University's negotiated car rental rates available through Cliqbook/Concur?
  5. Should I take the insurance when I rent a car in the United States?
  6. Should I take the insurance when I rent a car outside the United States, including Canada?
  7. When do I need to use the Transportation Calculator?
  8. What size vehicle is within company policy?
  9. Can I request a GPS (Global Positioning) or mapping device for the rental vehicle?
Parking
  1. Do we have preferred parking rates in St. Louis near the airport?

Policy Related Questions.
  1. What are the benefits of the University's Travel Program?
    The new American Express Business Travel and Travel and Entertainment Corporate Card programs offer tremendous benefits in terms of efficiency, process improvement, policy compliance, and overall cost reduction. The Cliqbook/Concur tool automatically integrates University policy with preferred suppliers offering the lowest fares, plus it captures the required data for enhanced vendor discounts. This maximizes the University's ability to negotiate discounted rates with preferred suppliers and reduce travel expenses.
  2. When should I begin using Cliqbook/Concur for my travel reservations?
    The travel program was launched for the University on October 24, 2005, and is now the mandatory method of booking all faculty and staff reimbursable business related airfare, hotel (non-conference) and car rental.
  3. Can I still book my travel on other sites like Expedia or Travelocity?
    No. Effective October 24, 2005 the University policy requires all University faculty and staff to use Cliqbook/Concur to book reimbursable business related airfare, hotel (non-conference) and car rental.
  4. To whom does the New Travel Program policy apply?
    The University Travel policy applies to all faculty, staff, residents and graduate students.  Departments can make travel arrangements and communicate SLU policy and require guests (speakers, consultants, prospective faculty, etc) of the University to follow it whenever possible.
  5. Who must book their travel through Cliqbook/Concur?
    All University faculty and staff must book their reimbursable travel through Cliqbook/Concur. For students and guests of the University, departments have the choice to either book reimbursable travel with Cliqbook/Concur or have these individuals make their own travel arrangements and then subsequently reimburse them.
  6. Should rental cars and hotels also be booked through Cliqbook/Concur?
    Yes. The only exception would be if the traveler is staying at a conference hotel with a block discounted rate. Refer to the Hotel section of these FAQs for further information.
  7. Do these policy changes apply if my travel is funded by a grant or sponsored program?
    Yes. The new policy and its related procedures are applicable to all University faculty and staff regardless of the source of funds supporting the travel and business expenses.
  8. What documentation/receipts do I need to include when I submit my Concur expense report?
    Refer to the Concur Expense Travel Review Checklist for a listing of required documentation.

Pre-Trip Approval Process Questions
  1. What is the new Pre-Trip Approval Process?
    Effective October 24, 2005, a University-wide pre-trip approval process has been formalized whereby all business related reimbursable travel will be subject to pre-approval. This process integrates both University and unit specific requirements for pre-approval of travel expenses. Each University faculty or staff traveler (or travel arranger) has been set up in a "Travel Class" based on their department, division or executive level. The appropriate administrator, (department head, dean, or vice president) has identified designated approver(s) for each Travel Class.
  2. How do I know who my Travel Class Approver(s) is?
    Generally the Travel Class Approver is the unit business manager or financial administrator responsible for managing the unit budget. Contact this individual for further information.
  3. How many approvers are there for each Travel Class?
    This varies by unit size, structure etc., but there are at least two designated for each Travel Class.
  4. How long does the approver have to review, approve, or reject my travel reservation booked through Cliqbook/Concur?
    When you submit your reservation, Cliqbook/Concur will generate an approval deadline that is communicated to both the traveler and the approver. This approval deadline is based on individual airline rules pertaining to the fare type booked and in most cases will be at 10:55 pm on the day after the booking date. However, in some instances, if the traveler has booked exactly 7,14, or 21 days in advance of their departure, the approval deadline will be the same as the booking date in order to successfully meet the advance purchase requirement.
  5. What happens if I make a reservation late on a Friday afternoon or over the weekend?
    Reservations cannot be ticketed without the required pre-approval. Therefore special consideration should be taken, when you are booking travel on the weekends, holidays, or after normal business hours when the approver may or may not be available to view/approve your request. Contact your individual Travel Class Approver(s) for the specific guidelines for your unit.
  6. Who do I contact for policy exceptions?
    All requests should be submitted directly to your Travel Class Approver and they will review the request and route the request appropriately. Refer to the Required Approvals/Exceptions table for further information.
  7. How does my supervisor approve my trip?
    You should request your supervisor's approval before making any travel reservations throughCliqbook/Concur based on your internal unit procedures. When you make your travel reservation through Cliqbook/Concur you will be prompted to enter the name of manager who has approved this trip. Your supervisor's e-mail is built into your profile and he or she will get a notification when you book your trip. Contact your individual Travel Class approver(s) for the more information on the specific process for your unit.

Pre-paid Expense and Cash Advance Questions
  1. Can I continue to have a cash advance or have my travel expenses pre-paid?
    Pre-payments are NOT allowed for University employees that have declined the American Express T&E card. Pre-payments may be made by the University IF the employee has a Corporate Amex card AND the vendor does not accept Amex. Some students are eligible for pre-payments. Medical Center Finance and Financial Commitment determines when pre-payments can be made.
  2. Airfare pre-payment
    Currently, all airfare is automatically being pre-paid for you on the University's Business Travel Account (BTA). The BTA is built into your profile as the appropriate payment method for your airfare.
  3. Hotel pre-payment
    If you book a hotel through AXO, you must enter an Amex or personal credit card in your profile to reserve it. You can pay at the time you checkout with your credit card and request reimbursement when you submit your expense report.
  4. Conference fees
    May also be pre-paid if the employee HAS a Corporate Amex card AND the conference does not accept American Express.
  5. Corporate Amex T&E card
    Amex T&E charges should be submitted to the University via Concur Expense for payment to American Express prior to the trip.

Per Diems Questions
  1. Where can I find the current government Per Diems for lodging and meals?
    Current government Per Diem Rates can be found on the Travel Resources page and is available on the hotel-booking page in AXO.
  2. Meal Per Diems
    1. Do I need to keep actual receipts for all of my meals?
      Acceptable receipts are:
      • an itemized bill
      • a personal credit card receipt
      • a cash register receipt
      • an American Express statement
  3. Hotel Per Diems
    1. What is the maximum reimbursable amount for non-conference related lodging?
      The maximum SLU Hotel Per Diem amount is calculated by using the actual United States Government lodging per diem rate for the locality, plus an additional 20%.
    2. How do I calculate the approved hotel per diem by location?
      This information is automatically populated for you on the hotel-booking page in AXO.

Trip Numbers Questions
  1. What is a trip number?
    The trip number is a mandatory 7 digit alpha-numeric accounting code assigned by Banner. It is used to reconcile travel pre-payments and expenses. The trip number must be assigned prior to booking or reserving travel in AXO.
  2. When do I need a trip number?
    It is required for each Traveler, or Travel Arranger, to provide a valid 7-digit trip number for each business trip booked through AXO or the American Express Travel Office.
  3. How do I get a trip number?
    This process is automated in Banner.
    Automated Trip Number Process:
    1. Sign into Banner Self Serve from the main SLU website homepage menu.
    2. Click the Employee tab then select Trip Menu.
    3. Choose the appropriate option from the Trip ID Main Menu to Create a Trip Number for either a SLU employee or Non-Employee.
    4. Follow the prompts. After all required information fields are entered the automated trip number will be displayed.
  4. What if I forget my trip number?
    Each traveler's trip numbers are retained in Banner for easy retrieval. Simply follow Steps 1-2 above then select one of the two Review options for viewing previously requested trip numbers.

Cliqbook/Concur General Questions?
  1. What is Cliqbook/Concur?
    Cliqbook/Concur is an Internet-based self-service travel management application that enables you to plan and purchase business travel quickly and easily. Cliqbook/Concur is customized to automatically integrate the University's pre-approval process, travel policy and preferred suppliers to maximize cost savings, efficiency, and compliance.
  2. When should I use Cliqbook/Concur?
    For booking/reserving domestic air, hotel and rental car reservations or routine international travel arrangements, including international hotels and car rentals.
  3. Should I book rental cars and hotels on Cliqbook/Concur?
    Yes, all rental cars and non-conference hotels must be booked on Cliqbook/Concur.
  4. Can I book International Travel on Cliqbook/Concur?
    Yes. Cliqbook/Concur is recommended for routine round trip or one-way international travel. Multiple destinations, or complex international itineraries should be booked withTravelPlex by calling Joan Tarrant at 314-569-1900.
  5. Can I continue to use other web sites or another agency to book my travel?
    In order to be reimbursed for air, non-conference hotel or car rental travel expenses, reservations MUST be booked through Saint Louis University's designated travel management company, TravelPlex.
  6. Are there any special air, car, or hotel discount programs available through Cliqbook/Concur?
    Yes, specific airline, hotel and car rental rates are pre-programmed into Cliqbook/Concur and will automatically present themselves as the lowest option when applicable to your travel plans.
  7. How do I book a trip for my spouse or traveling companion?
    Cliqbook/Concur is for reimbursable business travel expenses only.
  8. Is there a printable quick reference guide available for AXO users?
    Yes. Click here for a link to the Online Booking Quick Reference Guide.

Cliqbook/Concur Technology Trouble Shooting Questions
  1. Desktop Computer Issues
    1. What are the optimal technical requirements for Cliqbook/Concur?
      • IE 5.5 or above on Windows 98 or above
      • Mozilla Firefox .9 or above (Windows, Linux, Mac)
      • Medium or lower security settings for IE5.x
      • Medium or lower security and privacy settings for IE6.x
      • Browser security setup to allow cookies
      • Pop-up blockers should be disabled (to temporarily disable, hold Ctrl key while clicking on link)
      • Firewall/Proxy should allow pop-ups and active URL transfer
      • 1024 x 768 (or better) screen resolution is recommended
    2. What if the system is slow or my screen is blank?
      These are not Cliqbook/Concur related issues. Many times these are internal influences that are temporarily disrupting your Internet speed. If the problem persists, you may require internal technical support from your department, or an adjustment of your browser settings. Contact 977-4000 for further assistance.

      If there are performance lag issues, please consult with your computer technician to check for viruses or spyware/adware. Also, a good habit to get into that might assist with performance lag issues would be to clean out your browser cache and cookies occasionally. In IE6, click on Tools, Internet Options... Delete Cookies and Delete Files.

      Contact 977-4000 for further assistance.
  2. Cliqbook/Concur Issues
    1. Who do I call for assistance with Cliqbook/Concur navigation, questions, or problems related to the site?
      Call Norv Beffa at TravelPlex.  314-569-7199
    2. What if I am booking my reservation and get the message "Cliqbook is encountering problems with?"
      Make sure you have:
      • completed the minimum requirements in your profile, your home or business phone number.
      • entered a personal credit card in your profile, if you are booking a hotel.
    3. What if I am entering a credit card in my profile and get the message "This looks like a TravelPass number not a credit card number. Verify that you are using a valid credit card number?
      Valid credit cards begin with:
      • "3" for American Express
      • "4" for Visa
      • "5" for Master Card
      • "6" for Discover

Traditional Travel Support through TravelPlex?
  1. What is considered "Traditional" travel support?
    Travel that is booked off-line through a Travel Counselor.
  2. When should I call the traditional office instead of using Cliqbook/Concur?
    When you need to book complex multi-leg international travel or group travel (10 or more reservations).
  3. Is there a different fee if I use the traditional travel counselor?
    Yes, the fee for full service travel arrangements provided by a Travel Counselor by phone is $22.00. Therefore we are encouraging all but the most complex travel arrangements to be placed online with Cliqbook/Concur at a cost of $7.00 per transaction.
  4. Is the "Traditional" travel office managed by TravelPlex?
    Yes, but the traditional office does not have access to your online reservations placed through Cliqbook/Concur. Questions regarding reservations placed online must be directed to Joan Tarrant at TravelPlex.  314-569-1900
  5. What is the contact information and hours of operation for the traditional office?
    Phone: 314-569-1900, or Email Joan@travelplex.com
    Hours: 8:00am to 9:00pm Monday thru Friday (Eastern)
  6. Who do I contact en-route to my destination or after normal business hours for emergency assistance with travel arrangements placed through the TravelPlex?
    Contact TravelPlex at 314-569-1900 any time you need emergency or en-route assistance.

Airfare Policy Questions
  1. What is considered the "lowest logical fare" by policy?
    The lowest commercial airfare available through Cliqbook/Concur at the time of booking with the following conditions:
    1. The flight does not require more than one stop, or connection
    2. The flight is within 4 hrs before or after the requested departure or arrival time.
  2. Why are some airlines coded green and others yellow?
    The color-coding is designed as an easy way for you to recognize and avoid policy violations. If a yellow air, car, or hotel is selected, you will be prompted to include a reason code and explanation for your selection in the pop up boxes. Make sure that your explanation is complete to facilitate the approval process for your reservation. If the approver has to reject the request until additional information is provided, you may risk meeting the airline purchase deadline and could lose a discounted fare.

Hotel Lodging
  1. Are there any special or discounted rates available through Cliqbook/Concur?
    Yes, TravelPlex has loaded all of their discounted business rates into the Cliqbook/Concur system.
  2. Am I required to book my lodging through Cliqbook/Concur?
    Yes. However, if you are attending a conference an exception applies if:
    1. the conference administration requires that you book through them and/or
    2. you have obtained a discounted conference block rate through the conference administration.
  3. Will I get reimbursed if the conference discounted rate is more expensive than the SLU Per Diem?
    Yes, this is an allowable exception to the maximum reimbursable amount per the Travel Policy.

Car Rental
  1. Do I have to book my car rental through Cliqbook/Concur?
    Yes, University policy requires that you book car rental on Cliqbook/Concur
  2. Do we currently have a preferred car rental vendor?
    Yes, the University currently has preferred discount agreements with both Enterprise and National.
  3. Can I reserve the car on Expedia or another website if I find a lower rate?
    No. You may however book a "non" preferred car vendor on the Cliqbook/Concur site if the rate is lower than the preferred vendors
  4. Are the University's negotiated car rental rates available through Cliqbook/Concur?
    Yes, the eligible rates for Enterprise and National are loaded on the site, and updated regularly
  5. Should I take the insurance when I rent a car in the United States?
    No, the University is self-insured. Please do not accept additional insurance offers at the counter. Additional insurance coverage is not a reimbursable expense
  6. Should I take the insurance when I rent a car outside the United States, including Canada?
    Yes.  Our self-insurance program is not always accepted in areas outside of the United States, so it is best that you always accept additional insurance offers.  Additional insurance coverage when traveling outside of the United States will be reimbursed.  *Rental cars should not be used outside of the United States and Canada.  To obtain an exception to the rule, please contact Risk Management.*
  7. When do I need to use the Transportation Calculator?
    The Transportation Calculator should be used in two situations:
    1. When traveling 200 miles or more roundtrip (to a destination without commercial flight service) to determine the allowable amount for reimbursement. The reimbursable amount will be the least expensive method of driving your personal vehicle vs. renting a car.
    2. When choosing to drive in lieu of flying (to a destination with commercial flight service) to determine the allowable amount for reimbursement. The reimbursable amount will be the least expensive method of flying vs. driving your personal vehicle vs. renting a car.
  8. What size vehicle is within company policy?
    Mid-size vehicles are within policy.  Standard vehicles are only acceptable when: four or more employees travel together and share the rental, cars in authorized category are not available, the upgrade is at no additional cost, transporting large or bulky material, or pre-approved for medical reasons, i.e. drivers with disabilities
  9. Can I request a GPS (Global Positioning) or mapping device for the rental vehicle?
    GPS or Mapping devices are not considered a reimbursable business expense.

Parking
  1. Do we have preferred parking rates in St. Louis near the airport?
    Yes. Uncovered parking is available at all 3 of The Parking Spot locations.  The Parking Spot is located at 10534 Natural Bridge Road, The Parking Spot 2 is located at 10486 Natural Bridge Road, and The Parking Spot 3 is located at 4607 Airflight Drive.  Parking at Park Express, located at 9050 Natural Bridgeat the Hilton is also offered.
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