Vanderbilt University Medical Center Finance

Clay Wilson, Manager
Susan Harbin, Travel coordinator/expense approver
1301 Medical Center Drive B 706A
Nashville, TN 37232
615-936-1295

Guest Travel Coordinator

Do you book and pay for travel on behalf of Vanderbilt guests?   The Guest Travel Coordinator (GTC) assignment in Concur is necessary to make travel arrangements for anyone traveling on behalf of Vanderbilt business that does not have a Concur profile (i.e. guests, visitors, alumni, speakers, non-employee students, etc...).

Who is eligible?
Vanderbilt University employees, required by either their job description or as a part of their regular responsibilities, who book travel arrangements (airfare ticketing, hotel, and car rental reservations) for any guest traveling on behalf of Vanderbilt business.  Guest booking on behalf of another Vanderbilt employee, faculty or staff with a Concur profile, is not allowed.

How to apply

  1. Employees applying for the guest booking permission must first complete their Concur profile and enable eReceipts. For assistance, please review the Quick Guide: Updating Your Concur Profile .
  2. Review the online module titled Concur Guest Travel Coordinators: Travel and Expense Reporting available in the Learning Exchange.  This online module provides training on the Guest Travel Coordinator role and the process for making travel reservations and preparing expense reports in Concur on behalf of a guest. This course is required for all GTCs before you begin booking for guests.  You may register for this course by clicking here to access The Learning Exchange and then entering ‘Guest Travel’ in the Find a Course search box.
  3. Complete two applications:
    Guest Travel Coordinator application
    Travel & Entertainment (T&E) Card
  4. Follow the approval process defined by your department's leadership. Final signature approvals on the GTC application are required of the assigned Privilege Approver for your Home Department. Home Department Privilege Approvers are assigned within the Privilege Management (PM) system.
  5. Once approved, the GTC application needs to be delivered to the address provided at the bottom of the application or by emailing a PDF copy to VUMCtravel@vanderbilt.edu
  6. Once received by the Travel Team, the application will be reviewed and processed as submitted.   
  7. Applicant will be notified as soon as the permission has been assigned in Concur by the Travel Team.  Guest travel should not be booked until the cardholder receives their T&E card from the Payment Cards team and enters the card number into their Concur profile.
  8. All documentation will be delivered to Finance imaging for permanent record retention.

Resources Available

The Concur Quick Reference Guide: Guest Travel Coordinators is available for download here.

The Travel & Entertainment Card Frequently Asked Questions (FAQ) is available on the Payment Cards website.

An online module for GTCs is available in the Learning Exchange for review.  This online module provides training on this role and the process for making travel reservations and preparing expense reports in Concur on behalf of a guest.

You may register for this course by clicking here to access The Learning Exchange and then entering ‘Guest Travel’ in the Find a Course search box. Other Concur courses and Quick Guides can be found by entering "Concur" in the search box.

Please direct questions about the GTC privilege in Concur and guest bookings to VUMCtravel@vanderbilt.edu.

GTCs by Department

To search for a Guest Travel Coordinator by department, please click here.