July 15, 2013

Getting ready for the new travel system: Step 1 – Access training

Training is now available for the new Vanderbilt travel system, which will go live July 30.


Training is now available for the new Vanderbilt travel system, which will offer faculty and staff traveling on university business a better, faster way to manage travel and handle expenses. The new travel and expense system will go live for the entire enterprise on July 30.

Education on the new travel system begins with information sessions available across campus during July. Training continues with three self-paced, Web-based modules. Each module takes about 10 minutes. The information sessions and self-paced modules are highly recommended. After concluding the online training, faculty and staff may register to attend an optional two-hour review session to learn more about Vanderbilt’s travel resources, policies, procedures and the Concur travel and expense system. All of these training opportunities are available through The Learning Exchange, keyword “travel.”

“[lquote]Our pilot groups have told us that the Web-based training is working very well. You can do it at a time and at a pace that works best for you.[/lquote] If people still have questions, the review sessions are there to help,” said Jeremy Williams, who leads Vanderbilt’s Travel and Payment Cards team.

Concur, which powers Vanderbilt’s new travel and expense system, will feature a user-friendly online booking process, which includes access to major carriers including Southwest, an improved expense reporting process and a faster reimbursement cycle. The goal is to provide a best-in-class travel experience for faculty and staff.

The online training modules are:

  1. Introduction to Vanderbilt Travel and Concur: Learn about Vanderbilt’s updated travel system with Polk CTM and Concur for travel booking and all university reimbursements, and review the simplified travel policy.
  2. Updating your Concur profile: Get familiar with the required elements to establish your profile in the new travel system.
  3. Demonstration of Concur Travel and Expense: Learn how to book a trip using Concur as well as how to create and submit an expense report.

Additional Web-based training is available on the travel website, including modules on mileage reimbursement, itemizations and allocations as well as training for the mobile apps for Concur and TripIt travel organizer.

Polk Corporate Travel Management will serve as Vanderbilt’s partner for travel fulfillment. Polk CTM and Concur both have long, successful records for managing business travel and count a number of academic institutions among their clients. Travelers with special requests or emergency needs also will receive assistance more quickly under the new partnerships. No changes are needed for employee trips already booked through Frosch, Vanderbilt’s current travel management company.

The new travel system is one of the first projects being implemented by the Division of Information Technology. Questions about travel may be directed to the travel team at travel@vanderbilt.edu.

Contact: travel@vanderbilt.edu