Travel Assistants | UVA Finance

A Travel Assistant is someone that has permission to access another employee's Concur travel profile in order to update their information and to book travel on their behalf.

Assign a Travel Assistant in Concur

Once you have logged into AirPortal via Launch TravelUVA, click Book Travel - Book/Manage Online Trips on the left-side menu to be taken to the Concur online booking tool.
On the Home travel page in Concur, click the Profile icon in the top right corner, then Profile Settings. Click Setup Travel Assistants.
Click Add an Assistant. Search by [last name (space) first name] or by computing ID. Select the name, check "Can book travel for me" and "Is my primary assistant for travel" (if desired), then click Save.
To ensure the Travel Assistant receives all trip confirmations, itineraries and receipts, and schedule changes for any travel booked for the employee:
- Scroll to the Email Addresses section of your profile.
- Click "Add an email address," then enter the Travel Assistant's email address. Check Yes under "Contact for Travel Notifications." Click OK.

Book travel as a Travel Assistant in Concur

Once you have logged into AirPortal via Launch TravelUVA, click Book Travel - Book/Manage Online Trips on the left-side menu to be taken to the Concur online booking tool.
On the Home travel page in Concur, click the Profile icon in the top right corner. Under "Act As" select "A Delegate for another user who has granted you this permission." Click into the search box and you will see a list of everyone for whom you are assigned as a Travel Assistants. Select a name and click "Switch."
You can now book travel on behalf of the person you are "Acting As." On the Home page book travel as you normally would.
- When finished, make sure to go back to Profile in the upper right corner and switch back to "Act As - Myself" or click Sign Out.
You can make changes to the traveler's profile, but we recommend that the traveler does this themselves to ensure their personal and TSA information matches the government-issued ID with which they will be traveling.
Payment: as a Travel Assistant, you can charge travel to any of the saved credit cards under the traveler's profile. To add your own T&E card information, click the "Acting as [Name]" icon in the top right corner and click Profile Settings. Scroll down to the last section - "Credit Cards." Click "Add a Credit Card." Fill in the information and make sure to check the relevant boxes (Plane Tickets, Rail Tickets, Car Rentals, and/or Hotel Reservations) under "Use this card as the default card for" section. Click Save.