Have another UW employee book my travel

How to have a UW–Madison employee book travel arrangements on behalf of other employees.


This role is referred to as a travel arranger or travel assistant. This individual is responsible for making travel arrangements on behalf of employees or non-employees.

How to designate an arranger

Travel arrangers have the ability to coordinate travel (e.g. airfare, lodging, vehicle rental) on behalf of employees and non-employees. Both parties must have a Concur profile. See Booking for another employee online via Concur webpage on the UW Administration website for further information and instructions.

Arranging travel for another employee

After an arranger has been assigned to a traveler’s Concur profile, the arranger may begin making travel reservations for the traveler by completing the following steps:

  1. Log in to Concur using their own credentials.
  2. Select Profile > Act on behalf of another user.
  3. Begin typing the traveler’s name, then select the traveler from the resulting list. Click Start Session.
  4. Make the necessary travel arrangements. When finished, select Done acting for others from the profile menu.

A screenshot with arrows pointing out where you can select the profile type in the upper right hand corner, where you can select if you are acting on behalf of another user, where to type in the name of the user, and the "Start Session" button.

Travel program and Concur training

This session is designed to introduce UW–Madison’s Managed Travel Program and online booking tool Concur to travelers and travel arrangers. Its purpose is to make managing profiles and booking in Concur as easy and efficient as possible. An overview of our contracted agencies, required travel vendors, and administrative group bookings will be provided. Recommended for frequent travelers and travel arrangers.

Register for Travel Program and Concur Training

Contact

Travelers and departmental staff should contact their Divisional Business Office for policy or procedural questions.

Divisional Business Offices may e-mail uwtravel@bussvc.wisc.edu with questions.