Plan

The UBC Travel Program is designed for faculty, staff and students who are traveling for UBC related business.

When you book with Concur or Direct travel, your booking and profile information is synced between these two systems to offer you maximum support and booking assistance.

  • Concur - UBC's online booking tool
  • Direct Travel - specialized for post-secondary travel management

The University recommends employees use the UBC Travel Program resources to book and pay for all university-related travel to ensure duty of care and emergency services are provided along with managing spend, unused ticket credits/refunds and tracking greenhouse gas emissions.

Get started by creating a unique employee profile, this includes both the traveller and travel arranger.  

Are you a new user or traveller and a UBC employee? Set up your Concur profile.

Register with Concur

Registered already? Want to check prices or book your flight or hotel?

Login to Concur

Need additional support or do you want to speak to an Agent? 

  • Call Direct Travel at 604-637-1466 or 1-844-905-3824 or email psi.travel@dt.com (Please ensure your employee profile is completed first)

If you have any difficulty with your registration please contact UBC's Travel Program Manager

UBC Travel Program

UBC's Travel program with Concur or Direct Travel provides you with enhanced duty of care before and during travel allowing real-time warning and assistance for any threat including major political situations, terrorism threats or natural disasters. With this program, you automatically receive information for visas, health requirements before and during travel.

Learn more about the benefits

Setting up a Concur UBC Employee Profile

All employees who travel or book travel require a unique employee profile in Concur. Travellers also need to customize their profiles and include (if applicable) who is authorized to book and charge their credit card. 

Profile Requirements for Traveller
  • Legal name as it appears on travel documentation (e.g. passports)
  • Emergency contact information:  Name;  Relation; Phone  (address not required)
  • Business contact information: Faculty, Department, Unit name;  Phone business and home; Email; Mobile (if not mobile repeat business ph)
    • Business and Home addresses are not required
  • Traveller preferences, (e.g. frequent traveller numbers, preferred seating,  preferred departure airport, etc.)
  • Required Field:  The Transportation Security Authority (TSA) requires the transmission of your gender and date of birth.
    • The information is encrypted and securely stored and is only used when travelling outside of Canada. If it is not completed the profile will not save
    • Enter Nexus numbers under "TSA Pre" field
  • Passport:  Is an optional field but recommended for the system to accurately assess the country entry visa requirement and automatically advise requirement after the booking is completed.
  • Existing frequent traveller program numbers.
    • If required sign up for frequent travel programs that match UBC’s agreements (Westjet, Air Canada, National Car Rental)
    • To avoid tracking errors and/or booking timeouts, your name on the frequent travel programs should match your legal name as it appears on your travel documentation and in Concur
  • Add assistants/travel arrangers who are authorized to book and charge your credit card on your behalf (applicable only in the traveller profile) 
  • Do not build a profile for Non-Employees, they can only be booked in Concur by a UBC employee using the guest booking feature or by speaking with UBC's travel agency.
Profile Requirements for Traveller Arranger (booking for others)
  • Legal Name as it appears on your UBC HR file. There is a field in the profile to add a nickname
  • Business contact information: Faculty, department, unit name; Phone business;  Email; Mobile if used for business, if not enter the business phone number again
    • Home and Business address are not required
  • Required Field: The Transportation Security Authority (TSA); Travel arrangers put in a fictitious date of birth
  • Do not build a profile for Non-Employees, they can only be booked in Concur by a UBC employee using the guest booking feature or by speaking with UBC's travel agency.

UBC Travel Planning Tool 

The UBC Travel Planning Tool generates a trip-specific checklist of information and resources for your travel needs. It should be used if you are travelling to a new international destination or supervising student(s).

Get your checklist

Browse Planning Resources