How to handle travel booking for externals?

[nemethk]

Dear All,

Can you please share your experience on how to book travel (hotel, flight, train etc.) for externals? I mean for candidates, family members of employees etc.

Is it outside Concur Travel and using offline booking? 

Is it usually paid by BTA? 

How about the Meals?

How the reimbursement is done in Concur for these costs? Who claims it?

We are about to implement a solution for external travels that is why  I would like to ask your opinion and best practises.

Thank you,

Kinga

[KevinD]

@nemethk as for making reservations and booking flights for externals, you can simply turn on the 

Guest Booking for users that would be doing these bookings. The Airfare would be purchased on that user's company card, unless you are using a BTA or Ghost Card, then it would go to that. The Hotel and Car would be purchased using the company card on the employee's profile. 

As for reimbursement for meals, there are different ways companies handle this, so I will let others chime in on that topic. 🙂

[nemethk]

Thank you Kevin! I just realized I did not thanked. 🙂

[kstacey]

Hi! To handle bookings and reimbursements for job candidates we are creating a sponsored guest profile. The emails go to a shared HR folder. The HR coordinator enters the candidates information and books his/her travel using the corporate card assigned to that HR coordinator. HR then emails the trip itinerary to the candidate. Once interview has been completed, HR collects receipts for additional expenses; taxi, coffee, etc. They create an expense report on behalf of the candidate so they can be reimbursed. Of course, HR has to collect some information from the candidate like travel preferences, bank information for reimbursement, etc. This has helped tremendously and speeds the reimbursement process since we don't have to set them up in SAP as new vendors. If the candidate is hired, you can update the Concur profile to include employee ID number, etc. Hope this helps!