Travel and expense resources for volunteers

Training for frequently asked questions

• TravelSmart Training: We highly recommend this training before you book your travel! We’ll walk you through everything you need to know to safely and efficiently travel with UNOS Meeting Partners.
• Travel Expenses and Reimbursement: a quick, interactive training module for OPTN travelers. Learn how to use the Concur Expense application.

All training sessions for members are available in UNOS Connect. (After logging in to UNOS Connect, search “Travel” and click on the training session title.)

Access Concur Travel and Expense

Signing in to Concur with Two-Factor Authentication

• How to: Step-by-step instructions
• Watch video

Create an expense report

• Presentation slides: Step-by-step
• Watch video

Your account

• User guide: Concur Travel QuickStart Guide
• Updating your travel profile: watch video

To log in for the first time, you will:

• Visit Concur’s “Forgot password” page in order to set your password.
• Note your username is UNOS + yourEmailAddress (e.g. [email protected])

Tips:

• For your convenience, an initial Concur account has been created for all committee members. But, if this is your first time logging in, you will need a little more time to set up your Travel Profile with the minimum contact information (birthdate, legal name as it appears on your ID, address, phone number).
• You can make several travel changes yourself through the Concur Travel portal’s new user-friendly travel booking tool.
• Focus on the finding the best times for your trip, not the best price. Travel agents will review every trip booked and will contact you prior to issuing your ticket if there is a lower cost option that might work for you.
• If your flight is delayed, the airlines will usually provide alternative flight options. You can contact UNOS Travel to speak with an agent for personal booking assistance; please call (800) 366-1544 or (781) 496-3745. The OPTN will cover costs associated with being delayed while traveling for business.
• If you have to change or cancel a trip once you have confirmed it, it is critical that Meeting Partners staff is aware. In most cases, there are fees associated with changes, but the costs can be minimized by following proper protocol, which is dependent on timing. If you need to make a change:
  • From time of booking to 4:30 p.m. EST of your last business day in the office – Call the Meeting Partners office at (804) 782-4830 or email [email protected]. If you contact us by noon EST, you will receive a reply by 4 p.m. the same day.
  • The day of your trip after 4:30 p.m. EST – Call our after-hours service at (800) 787-0588 or work through the airline directly. Keep in mind that if it’s a weather-related issue that is impacting thousands of travelers then the after-hours service and the airline will likely have lengthy hold times.

• Destination transportation: There are instances when Meeting Partners will provide group transportation for members. If that transportation is provided, you are encouraged to take it.
• Cabs: Most airports and hotel locations have cab service available. Pay upfront and submit receipts for reimbursement in your expense report.
• Rideshare apps: UNOS will reimburse for rideshare services such as Uber and Lyft to travel short distance during your trip. Download the appropriate app and save your receipts for reimbursement.

Rideshare safety tips:

• Ask the driver who they are picking up and do not get in until your name is provided.
• Confirm the license plate number.
• Sit in the back of the car.
• Share your location/trip status with family, friend or coworker.

Home airport: The OPTN will reimburse mileage, if necessary, for volunteer members to/from a member’s home and the airport.

Mileage incurred for OPTN travel is reimbursable at the applicable IRS rate based on travel date up to the cost of the least expensive mode of transportation. The IRS rate changes annually. Find the current rate at the IRS’s standard mileage rates webpage.