General / Logging In FAQ

 

Q:  Why is UCO moving to a new system?

A:  The system change is required because the current travel and expense management system will no longer be supported by the software vendor. 

 

Q:  How do I login to Concur?

A:  When the system is available for campus use, you can use your UCO username and password to log into the Concur travel and expense management system at https://bronchotravel.uco.edu. 

 

Q:  What are the components of the new system?

A:  There are multiple components of the new system.  

• UCO Individual Travel Card:  UCO is implementing a new individual corporate travel card program that employees can use for travel-related expenses.  Travel card expenses for an individual will flow directly into his/her Concur profile for expense reconciliation.  Instructions to apply for an individual travel card are available on the Travel Compliance Office website.

• Travel Authorization:  Concur Request is used for pre-travel authorization.  The system is configured with an approval workflow based on a traveler's supervisory chain and the funding orgs for the trip.  

• Booking Travel:  Employees can book airfare and hotels with their UCO Individual Travel Card using the Concur Travel tool.  

• Expense Reports:  Concur Expense is used for submitting travel expenses.

 

Question: Will I need to submit a Request for in-state mileage?

Answer: No

 

Question: I need to cancel a Request, when will the funds that were encumbered become available?

Answer: The encumbered funds will be available the next day.

 

Question: How do I see where my Request is in the approval flow?

Answer: Under Request, click on “Manage Request”, select the Request and click on the “Approval Flow” tab. This will show where the Request is in the process. Please note, the Financial Managers will not all be listed until the Supervisor has approved it.

 

Question: Will the new individual travel card affect my personal credit?

Answer: No

 

Question: Will I use the BronchoTravel system to book group travel?

Answer: No, the BronchoTravel system is only available to full-time employees. Please note, the individual travel card will not be used for the faculty or staff member that is traveling with the student(s). Currently, Group Travel is not changing.

 

Question: How do I apply for an individual travel card?

Answer: Go to the UCO Travel homepage, under Quick Links, select “Individual UCO Travel Card Application”

 

Question: What if I only travel once a year, will I still need an individual travel card:

Answer: Yes, you will need an individual travel card to purchase all travel related expenses that are not rate base.

 

Question: Am I allowed to purchase airfare on a personal credit card?

Answer: Yes, you will have to be out of pocket and reimbursed. Please note, you will need a quote from our contracted TMC, Travel Inc., showing that the airfare purchased was less than or equal to the Travel Inc. quote.

 

Question: Is there a fee for booking travel by calling Travel Inc.?

Answer: Yes, it is $20 compared to $5 if you book online through the Travel system.

 

Question: What travel related charges can I put on my individual travel card:

Answer: Anything travel related that is not rate based. Examples include: airfare, hotel, baggage fees, and conference registration.

 

Question: Can I book the designated conference hotel using my individual travel card?

Answer: Yes; however, you will need to book the hotel directly via hotel website or by phone. The BronchoTravel system will not have the conference rate available within the system.

More Questions?

For additional assistance, contact travel@uco.edu.