Travel FAQs

The Concur Travel Portal, also referred to as the "Travel Portal," is the University's tool for online air, hotel, and rental car bookings. The portal comprises of a suite of tools and services that together aim to: ensure the safety of faculty, staff, and students while they travel; deliver exceptional travel-related services; streamline the expense reporting process; and reduce travel costs.

In addition to the Concur Travel Portal, the University of Miami provides travelers with the ability to book with dedicated, live travel agents. Travel agents support all travel reservations for the University of Miami.

The Travel Portal can be accessed and used by any current University of Miami employee or student. Employees and students can also book travel for companions or guests in the portal.

Effective October 18th, SAP Concur will mandate two-factor authentication for SAP Concur users signing in with a username and password.

Two-factor authentication provides additional security to the SAP Concur platform. It requires users to retrieve and enter a secondary code from an authenticator app after entering their username and password. SAP Concur has published recommended authenticator applications for both mobile and web browsers. For additional information please view the FAQs here to visit SAP Concur Login Security Changes. 

The University strongly encourages faculty and staff travelers paying with University funds, as an allowable expense, to book through the Travel Portal or via a live travel agent. Exceptions for using the travel portal may be issued for sponsored travel if the grant guidelines require the use of an alternative booking method outside of the University.

Students whose travel is paid with University funds, supported by SAFAC, a University Department or other club funds, are also strongly encouraged to book airfare through the University Travel Portal or via a live travel agent.

Hotel and car rental reservations, although it is highly recommended that they are booked through the travel agency of record, may be made through different methods on condition that the appropriate insurance and liabilities are purchased.

Yes. The employee or student will need to give you rights as one of their Travel Assistants. By doing so, you will be able to act as the traveler and book their travel. All booking information and transactions will then be stored in the traveler's profile. To access the Travel Assistant tip sheet, please click here.

Airlines:

Group travel is defined when 10 or more people are all traveling together and must be booked in the same reservation. This is called "Blocked Space." This may require additional logistics. In addition to group travel, University hosted events may have unique travel needs. Groups can also travel to one location, but from different parts of the country and could have a University of Miami Travel Arranger. This could include both University employees and guests.

In order to assess your group or event airline needs, please complete and submit the Higher Education Travel Request Form. Once submitted, please allow 48 hours for processing. Travelers may contact Karen Vetter at kvetter@worldtravelinc.com, with any questions regarding the status of their request. 

Hotels:

Single-room hotel reservations can be booked through the Travel Portal at any time. If you need multiple rooms for multiple travelers, it is suggested to book directly through a live World Travel agent via phone at 888-206-6044 (calling from outside U.S.: 610-695-6080) or email at UMiami@worldtravelinc.com. Please note: Hotel corporate rates are based on reservations for less than 10 individuals. When booking for groups of 10 or more, this qualifies as a group reservation/room block where employees are responsible for contacting hotels directly to contract prices for groups.

If you are planning business travel with a companion/family member, please contact a World Travel agent directly for assistance.

World Travel Designated Agent Team
Toll Free: 888-206-6044 (inside the U.S.)
Direct: 610-695-6080 (outside the U.S.)
Email: UMiami@worldtravelinc.com

Please note:

• Transportation, lodging, or meal expenses for non-employees which include spouses, dependents, or others who accompany the traveler may be reimbursed only when there is a clear direct benefit to the University.
• For full details regarding reimbursement for companion travel, please refer to the Travel & Business Expense Reimbursement Policy.
• World Travel Agency fees will apply for Companion and Leisure travel reservations made through the Travel Portal.
• Concur does not allow for multiple forms of payment for 1 airline ticket. If you need to use multiple forms of payment, please make your reservations with a live World Travel agent.

The University of Miami Travel card is the preferred method. Travelers may also use their personal credit card. If a department does not have a Travel Card, they should contact the Corporate Card Services office. 

Yes. There is a feature in Concur that allows you to book on behalf of a guest. University employees and students also have access to book for non-employees or non-students through a live World Travel agent via phone at 888-206-6044 (calling from outside U.S.: 610-695-6080) or email at UMiami@worldtravelinc.com. Please note: Hotel corporate rates are based on reservations for less than 10 individuals. When booking for groups of 10 or more, this qualifies as a group reservation/room block where employees are responsible for contacting hotels directly to contract prices for groups. Please note, that this option should be used only if the non-employee/non-student travel expenses will be covered by the University.

If your current process requires that a non-employee/non-student makes their own travel arrangements, they have the following options:

Individuals can contact a a live World Travel agent via phone at 888-206-6044 (calling from outside U.S.: 610-695-6080) or email at UMiami@worldtravelinc.com. The traveler must inform the agents that they are booking as GUEST. Traveler must identify a current employee or student to book under. This employee or student must have an active travel profile, and will be identified as the Travel Assistant on the reservation.

NOTE: Agency fees for leisure and companion travel will apply if using Concur.

A non-employee or non-student can also book hotels through Deem, by creating their own account. There are no agency fees when booking through Deem.

For Business travel, booking fees are waived. 

For Leisure and Companion travel, Agency fees will apply.

Travelers: Travelers can see the travel invoice at the bottom of the Final Ticketed Invoiced Itinerary. This is sent to the traveler’s attention as an e-itinerary which are emailed within 20 minutes of booking.

Travel Arrangers/Assistants: To obtain invoices for bookings made by you, you will need to access the booking's e-itinerary which is emailed to you within 10 minutes of your booking.
Invoices, e-itineraries, and trip information can always be requested through a World Travel agent.

Note: the Travel Portal will only provide invoices for flights and train bookings. Hotel and car reservations are charged directly by the vendor at the completion of your stay. You would be responsible for coordinating payment with credit card through your Online Profile. 

Yes. However, it is recommended that all complex international travel, e.g., more than two connecting flights, be booked by an agent who can check for best trip routing, connection times, schedules, and airline rates, as well as provide options and ensure you have proper travel documentation.

The Travel Portal allows for up to six flights to be booked at a time and only one hotel room/car rental reservation per transaction. Travelers and arrangers have access to trip cloning. This feature allows a travel arranger to easily make multiple reservations for one trip. After the first reservation is made, an option to copy is given without having to repeat every step of the booking process multiple times.

To access a tip sheet on trip cloning and more options, click here.

E-itineraries are electronic itineraries that are provided to travelers and travel arrangers/assistants when booking a trip on the Concur Travel Portal.

Your travel itinerary will be sent to the email address listed in your profile (either by the Travel Portal or a World Travel agent) immediately after you confirm the trip and once the ticket is issued. Travel arrangers will be copied in itineraries if, applicable. Travelers can easily access their e-itineraries inside the Travel Portal.

Yes. The University has contracted with World Travel, Inc. as the preferred travel agency for all business travel. World Travel, Inc. supports all travel reservations for University of Miami business, via live agent or online via the Concur Travel Portal.

World Travel, Inc.

World Travel agents can assist with complex bookings, issues with a trip, price matching, or booking group travel. 

World Travel Designated Agent Team
Toll Free: 888-206-6044 (inside the U.S.)
Direct: 610-695-6080 (outside the U.S.)
Email: UMiami@worldtravelinc.com

Travel services through World Travel are available 24/7/365. The University of Miami dedicated team are available during regular business hours from 8:30 a.m.-8 p.m. EST, Monday through Friday (excluding holidays). After regular business hours and on weekends and holidays, travel services are available through World Travel's after-hours service center.

World Travel Online Technical Support
Online Help Desk: 800-221-4730
Online Help Email: OnlineHelp@worldtravelinc.com
Reservation Assistance: 888-206-6044
Reservation Email: UMiami@worldtravelinc.com

Employees and students are strongly encouraged to book air travel through the Concur Travel Portal or via a live agent. 

World Travel agents can assist with complex bookings, issues with a trip, price matching, or booking group travel. 

World Travel Designated Agent Team

Toll Free: 888-206-6044 (inside the U.S.)
Direct: 610-695-6080 (outside the U.S.)
Email: UMiami@worldtravelinc.com

Travel services through World Travel are available 24/7/365. The University of Miami dedicated team are available during regular business hours from 8:30 a.m.-8 p.m. EST, Monday through Friday (excluding holidays). After regular business hours and on weekends and holidays, travel services are available through World Travel's after-hours service center.

Yes. Please click here to see airline discounts and offers.

The Travel Portal does not have the functionality to purchase infant in arms tickets. If this is for business travel, it is suggested to book this ticket through a live agent.

Yes. Flights can be held for 24 hours on the Travel Portal by selecting "Hold" after the option of "Reserve and Continue." Flights can also be held when booking through a live agent.

Yes. You can book your tickets at negotiated prices through the Travel Portal, then use your booking record locator number to use your status and points directly through the airline website or app. If you booked and included an airline rewards number, your booking will automatically be shared with the airline and will even be found in your airline app.

Yes, limited to your ticket type. After you "Reserve and Continue" with your flight booking, a seat will automatically be selected for you based on your travel preference. You can then change to a seat in the class you reserved (i.e. first class seats for first class fares, premium economy seats for premium economy fares, etc).

Preferential seats can be requested but are not guaranteed, and the traveler must have a loyalty number loaded in their profile to request these. Otherwise, an error will be shown. There is no ability to pay for preferential seats in the booking tool. Some airlines will show paid preferential (marked with a star) and/or preferential seats (marked with a white corner) on the seat map. The system will allow you to request the preferential seats at no additional cost; however, preferential seats will be determined based on your flyer status and are not guaranteed.

Paid preferential seats or upgrades cannot be selected on the booking tool (they are visible for informational purposes only and must be purchased after the booking is made through the airline or a travel agent using your booking reference number). If you booked with a rewards number in the system, your reservation will automatically be shared with the airline and these upgrades can be done on the airline app or website. Please note that some University of Miami airline contracts will provide you seat upgrades at no additional cost which is requested through the airline directly after a purchase has been made.

Yes. Your Frequent Traveler status should be reflected in your Concur profile. Your travel profile includes a section for Frequent Traveler Programs, e.g., frequent flyer numbers or other similar travel rewards programs for car rental and hotels. Reservations and purchases you make through Concur will be linked to the information in your profile. The name on your frequent travel rewards programs must match the name in your Concur profile to get points awarded.

Business class tickets are approved for flights over five (5) hours of continuous flight time (excludes layovers and change of planes). Over night rest stops or layovers do not qualify when arriving at an excess of five (5) hours total.

Please refer to the University Travel Reimbursement Policy.

Unused tickets are a credit to an airline that resulted from canceling a changeable, but non-refundable ticket. Unused tickets will be shown in the profile of the traveler who's name was on the original ticket and, usually, these tickets cannot be transferred to other travelers. Please contact Travel Management at travel@miami.edu if you would like to inquire if your airline ticket's name can be transferred.

Unless a change-fee waiver was offered by the airline, unused tickets normally will require a fee anywhere between $200-$400 to use. When booking on the Travel Portal, travelers and arrangers will be given the option of using an unused ticket if applicable at the end of an airline reservation. Travel arrangers will need to act as the traveler who's profile has an unused ticket, in order to use an unused ticket.

Unused tickets that were purchased with a University Purchasing card (P-card), Travel card, or were reimbursed by the University should never be used for leisure travel. Unused tickets should only be used for leisure if the original purchase was for a leisure reason in the portal.

Since the portal is maximized for business, the use of unused tickets is restricted for leisure when booking through the online booking tool. If you have an unused ticket that was obtained due to a canceled leisure trip, you will need to book it directly through a World Travel agent, which will require an agent fee, or book directly through the airline of the unused ticket.

To apply unused airline tickets, please contact World Travel, Inc.

World Travel Designated Agent Team:
Toll Free: 888-206-6044 (inside the U.S.)
Direct: 610-695-6080 (outside the U.S.)
Email: UMiami@worldtravelinc.com

Travel services through World Travel are available 24/7/365. The University of Miami dedicated team are available during regular business hours from 8:30 a.m.-8 p.m. EST, Monday through Friday (excluding holidays). After regular business hours and on weekends and holidays, travel services are available through World Travel's after-hours service center.

We recommend booking with a live agent the first time to get everything entered correctly, and request the agent to hard-code the disability requirements to your profile. If the particular disability need can be hard-coded, the accommodation will be applied the next time you book on Concur. Requests can always be booked through a travel agent.

Yes. This number must be entered into your Concur profile when booking airfare so that it is included in future air travel reservations.

Contact a live travel agent with World Travel, Inc.

World Travel Designated Agent Team

Toll Free: 888-206-6044 (inside the U.S.)
Direct: 610-695-6080 (outside the U.S.)
Email: UMiami@worldtravelinc.com

When booking with an agent, inform them that you need to make sure your flight complys with the Fly America Act. The agent will be able to provide you the best flight options.

If you are utilizing the travel portal's self-booking tool, look for the shield icon which indicates flights that are compliant under the Fly America Act.

TSA/Reward numbers must match the legal traveler's full name. Please make sure your Workday records are updated with your legal name. 

Employees and students can book their car rentals through the Online Booking tool or via a live agent.

Continue through the booking tool as if you are just doing an air-only trip. Do not choose a car or hotel while filling in your cities and dates on the main page. Upon reserving your flight, you will be presented with the Travel Details page, where you will have the option to add car, cancel car, and designate the city of pick up.

All discounted rates for business can be secured by booking through the Online Booking tool or via a live agent. Negotiated rates may be found on Travel Management's Car Rental Discounts web page.

The University requires all car rentals for the purpose of business travel, be insured. Some University contracted car rental rates may be inclusive of insurance when renting in the United States and Puerto Rico. It is the traveler’s sole responsibility to confirm if rates include the required insurance. If not, travelers must purchase CDW/LDW (collision damage waiver/loss damage waiver) and basic liability insurance. Rental Insurance cannot be purchased through the Travel Portal or live agent, the traveler must purchase it at the time of pick-up or by contacting the car rental company.

The traveler is responsible for purchasing insurance for vehicles rented for leisure use. When renting for leisure use, the renter assumes responsibility for all loss or damage done to the rental vehicle, up to and included the full value of the rental vehicle, regardless of fault.

Please contact the Department of Risk Management:

Phone: (305) 284-3163
Email: riskmanagement@miami.edu

Any full-time or part-time student at least 21 years of age (unless approved by Risk Management) who will be operating a University-affiliated vehicle for University business purposes, must be approved by the University's Department of Risk Management. This is accomplished by completing and submitting a Motor Vehicle Records (MVR) form to riskmanagement@miami.edu. Risk Management uses this driving record to assess a driver's eligibility. Allow 3-5 business days for processing.

This term describes vehicles that are either owned, courtesy loan, leased, or rented by the University of Miami.

University of Miami's Travel Portal estimates include any taxes, out-of-state city surcharges and airport fees that car rental companies charge.

Hotel reservations may be booked through the Travel Portal or via a live agent.

Single-room hotel reservations can be booked through the Concur portal at any time. If you need multiple rooms for multiple travelers, it is suggested to book directly through a live World Travel agent via phone at 888-206-6044 (calling from outside U.S.: 610-695-6080) or email at UMiami@worldtravelinc.com. Please note: Hotel corporate rates are based on reservations for less than 10 individuals. When booking for groups of 10 or more, this qualifies as a group reservation/room block where employees are responsible for contacting hotels directly to contract prices for groups.

Conference hotel room rates must be booked directly through the conference organization to take advantage of the conference discounted rate.

Continue through the booking tool as if you are just doing an air-only trip. Do not choose a car or hotel while filling in your cities and dates on the main page. Upon reserving your flight, you will be presented with the Travel Details page, where you will have the option to add hotel and cancel hotel.

When traveling for University business, the Travel Portal includes pre-negotiated and discounted rates when booking. A list of participating hotels can be found on the Travel Management website.  

Yes. You may book leisure hotel rates through Deem.

University parents, alumni, UHealth patients, and visitors can take advantage of our leisure hotel discounts on Deem. Booking instructions can be found on the Travel Management website, under Hotel Discounts listing.

University employees can book Airbnb's for stays three (3) days and greater. Please refer to the University of Miami Travel Reimbursement policy for more information. Exceptions may be made through Risk Management.

Travel reservations made through the University of Miami Travel Portal are automatically shared with ISOS. However, any trips made outside of the Travel Portal should be registered with ISOS.

What is the role of International SOS?
International SOS provides University of Miami business travelers and expatriates with quality health care and medical and security assistance services worldwide 24 hours a day.

How can International SOS help?
International SOS provides you with assurance that you will be assisted during emergency situations that may arise during travel or international relocation. One phone call connects you to the International SOS network of multilingual specialists for immediate help. International SOS services are designed to help you with medical, personal, travel , security and legal problems when away from home. Call International SOS at any time to speak with a physician or security specialist about simple or critical matters.

How does it work?
Carry the International SOS membership card with you at all times. It includes the telephone numbers of the three major worldwide International SOS Assistance Centers. In the event of an emergency, call one of the emergency phone numbers listed on the card. If you do not have a card, you can print one now.

What do I need to do to use the program?
In order to utilize any of the medical or travel services listed under Membership Benefits, contact any Assistance Center from anywhere in the world by calling directly, calling collect or calling the toll-free number.
To ensure a prompt response when calling, you should be prepared to provide the following:

• Your name, location, age, gender and nationality
• Your International SOS membership number: 11BCAS786599 (use this code to access the University of Miami International SOS web site when using the web site)
• The telephone number from which you are calling (in case you are disconnected)
• Your relationship to the University of Miami employee (if the person calling is not the employee)
• Name, location and telephone number of the hospital, clinic or treating doctor (when applicable)

What if I have pre-trip questions about my travel destination?
In addition to calling the Assistance Center for any pre-trip questions you may have, you can access our Country Guides by selecting a country from the dropdown menu on the left navigation pane. These comprehensive guides provide both medical, security and general travel advice, such as information on the standard of health care, how to pay for medical care, the availability of medications, safety of the blood supply, embassy/visa information, dialing code information, cultural etiquette and financial and voltage/plug information.

Do I need to activate my membership?
No, your membership is already active. Simply carry the card in your wallet at all times while traveling. Whenever you need service, contact one of the emergency phone numbers listed on the back of the card. You do not need to report specific trip dates to International SOS each time you travel.

What are email alerts?
You have the option to sign up for Medical and/or Security Email Alerts. Medical alerts are issued when there is an unusual health risk that, in the opinion of International SOS medical professionals, may negatively impact travelers or expatriates visiting a specific country or region. Security alerts are issued when the team of security professionals from International SOS has identified a security risk in a specific country or region.

What do I do if my card is lost or stolen?
You can print the card now.

What if I need a doctor?
The International SOS Worldwide Assistance Centers are listed on the back of your card. Call the International SOS Assistance Center that is nearest to you for a referral to a doctor who speaks your language.

What if I need a lawyer while overseas?
Call the nearest International SOS Worldwide Assistance Center for legal referrals.

What if I need prescription medication?
We can help if you require a prescription that a local physician cannot obtain, or you need to replace lost, stolen or depleted medication. International SOS will, when permissible by local law, send the medication you need.

What if I am hospitalized?
Call the nearest International SOS Worldwide Assistance Center. International SOS will immediately take steps to evaluate the care you are receiving and determine what actions must be taken to ensure your safe and speedy recovery.

What if local medical facilities are not adequate?
If you are hospitalized in an area where adequate medical facilities are not available, International SOS will obtain approval from University of Miami’s Health and Medical Services to evacuate you to a medical facility capable of providing the required care. A physician supervises evacuations, and when necessary, a medical specialist or nurse will accompany you during the evacuation. An air ambulance will be used when required.

What happens when I am released from the hospital and still need help?
When your condition is stabilized and International SOS has determined that it is medically advisable to bring you home or to a facility near your permanent residence, International SOS will again obtain approval from University of Miami and arrange the repatriation under medical supervision.

Will International SOS pay my medical bills?
After approval from University of Miami, International SOS will guarantee and pay all costs associated with your medical care. International SOS will also medically monitor and evaluate your condition and ongoing medical expenses during your hospitalization.

What should I do if I am concerned about my security or in the event of a security emergency?
Contact us and a security specialist will assist you for both urgent and non-urgent situations.

What is security evacuation assistance and coordination?
We will assist you in the event of threatening situations such as civil and political unrest, insurrections, revolution and similar situations by providing information, guidance and resources in the event personal safety and security can no longer be assured.

How do I access up-to-the-minute information about security alerts, warnings, and the latest situations?
You can visit Travel Security Online.

In the event of death...
International SOS will render all assistance possible to obtain clearances and arrange transportation for the return of mortal remains.