Frequently Asked Questions

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What is Pre-Approval? Updated: Jan. 23, 2025

This is similar to Travel Request in Concur and is only used for travel reports. This allows the traveler or delegate to request approval from their department head or designee.

Pre-Approval allows the department to encumber funds (reserve or put a hold on funds in FAMIS) on the account that will pay for travel. This is optional. There is a field on the pre-approval header that can be selected to bypass the need to encumber the funds. It defaults to “Yes” as it is a best practice to encumber funds for the travel.

Most fields on the Pre-Approval will copy down to the Expense Report at the time the Pre-Approval is added to the Expense Report. This reduces the data entry needed to create an expense report.

What are the types of Expense Reports? Updated: Jan. 23, 2025

Travel – this expense report type is used for any travel related expenses charged to the One Card.

Non-Travel – this expense report type is used for all other expenses (not related to travel) charged to the One Card.

What is the One Card solution? Updated: Jan. 23, 2025

A single card that replaces the travel and payment cards.

• Cardholders that currently only have a travel card will receive the One Card, but will be limited to the current travel card merchant category codes on their existing cards. The current credit limit will carry over to the new One Card.
• Cardholders that have a payment card will receive the One Card, but will have the merchant category codes currently assigned to the payment card. The current credit limit will carry over to the new One Card.
• For those who currently have both cards the One Card will have both merchant category groupings assigned to their card. The credit limit of both cards will be combined for the One Card.

One Cards will be distributed at the time of go live for the College/Division or System Member. The cards will be distributed to the cardholder during the training sessions at go live. After the training the card can be activated and will be available for use. Transactions from the One Card will populate in the cardholder’s eWallet in Emburse Expense.

Our existing payment and travel cards will continue to be active for use until mid to late April 2025. These transactions will continue to appear in Concur. All transactions must be assigned, submitted and approved in Concur by the end of May.

What is the contract end date for Concur? Updated: Jan. 23, 2025

May 31, 2025

All transactions must be assigned, submitted and approved in Concur by this date.

After this date we will have a view-only licenses so users can pull expense report images for reconciliation or audit.

Eventually there will be a repository available to search and pull expense report images outside of Concur. This may be done in Laserfiche.

What are the differences for delegates in Emburse Expense? Updated: Jan. 23, 2025

Delegates can submit on behalf of the traveler/cardholder on both Pre-Approval and Expense Reports.

Full delegate permissions are available in the Emburse Expense mobile application.

Departments may designate up to four individuals to automatically be assigned as delegates to all employees in that department. This will be maintained on the department screens in Canopy/FAMIS. As we get closer to go live departments will be asked to provide the delegates for their department and will be updated prior to go live.

What is my go-live date? Updated: Jan. 23, 2025

Please see the Implementation Timeline Page. 

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Can Lightning book international? Updated: Jan. 23, 2025

Yes, air car and hotel are presently available to Australia, Austria, Bermuda, Brazil, Canada, China, Dominican Republic, France, Germany, Ghana, Hong Kong (Province of China), India, Ireland, Italy, Japan, Jordan, Kenya, Korea (the Republic of), Kuwait, Malaysia, Mexico, Netherlands, New Zealand, Peru, Poland, Singapore , South Africa, Spain, Taiwan (Province of China), Thailand, United Kingdom, United States, Uganda and United Arab Emirates, when configured for the client.

Why do search results in Lightning take longer to load compared to other travel booking sites like? Updated: Jan. 23, 2025

The average load time for search results in Lightning is between 25 to 35 seconds because the system is pulling live content from multiple sources. This includes traditional fares, state rates, web-only fares, and contract discounts specific to CTP and Texas A&M. Lightning ensures the pricing and availability are accurate and up-to-date when you book, unlike other platforms that use cached, non-live data.

Why does Lightning take the time to show live content? Updated: Jan. 23, 2025

By pulling live content, Lightning ensures that when you select a fare, it’s available at the price you see. Once you add it to your cart, the inventory is removed from the marketplace in real time, preventing surprises like fare changes at checkout. This accuracy and transparency are especially beneficial when managing a large-scale travel program.

What should I do if my search takes longer than expected? Updated: Jan. 23, 2025

If your search takes significantly longer than the expected 25 to 35 seconds, try refreshing your browser, clearing your browser history and/or starting a new search. If the issue persists, please contact CTPs Online Support (na.online@travelctm.com) for assistance.

Who books the travel for departmental personnel? Updated: Jan. 23, 2025

If an employee has always booked their own travel, they can continue to do so.  If a department had someone who supports faculty and staff by booking travel on their behalf, that can continue.

Will guest traveler and employee be on the same itinerary? Updated: Jan. 23, 2025

Yes - same itinerary, different confirmation numbers.

Can we see our unused tickets in our booking? How do we use them? Updated: Jan. 23, 2025

Yes, you can see them when you have selected a flight itinerary. You must click the unused ticket.

Do the preferred airlines, cars and/or hotels push to the top? Updated: Jan. 23, 2025

Yes, they have a heart on them to indicate they are preferred.

What is the difference between the best and the rest on the hotel page? Updated: Jan. 23, 2025

The best is the best value and preferred and the rest is the other ones. The “best” includes up to 15 preferred properties. If more than 15 preferred properties are returned in a search, some of these will appear under “The Rest.”

Can we choose a seat prior to booking? Updated: Jan. 23, 2025

Yes.

Can Lightning configure Southwest Airlines early bird boarding? Updated: Jan. 23, 2025

No.

If the traveler has selected a fare in an economy cabin and has the paid seat option - can they then select and pay for a first-class seat or do the paid seat options stay within the fares selected? Updated: Jan. 23, 2025

The paid seat option is within the same class that was booked.

Is there a way to eliminate the time to depart? Lightning shows no available flights because I would like to find nonstop flights rather than by time. Updated: Jan. 23, 2025

In Lightning tool, there is a dropdown Select menu which provides a variety of search options, including Shortest and Most Direct.

Can one specify minimum layover time in the search? There may be need for additional time in the airport between flights for accessibility reasons. Updated: Jan. 23, 2025

There is a dropdown Select menu which provides a variety of search options, including Layover Duration.

Where are the terms and conditions for airfare? Updated: Jan. 23, 2025

At the bottom of each row for flight choices, there is a link Show trip details.

Scrolling down will show detail of the fare, including information regarding carry-on bags, checked bags, additional fees, etc.

How will the booking system enforce the Fly America Act, when it's necessary (i.e.., when a grant funding source requires it)? Updated: Jan. 23, 2025

Lightning displays a shield icon when the flight falls within the Fly America Act parameters. Hovering over the shield will display the words Fly America Act US Carrier.

How do we get the hotel rate that's been negotiated by the conference organizers? Updated: Jan. 23, 2025

Book directly with the conference organizers and hotel to obtain the most favorable room rates.

Where is the help button on this platform? Updated: Jan. 23, 2025

On the Portal page, select this icon:

The icon will open the page below, providing several communication topics:

On the CTP Lightning page, click the icon:

This will open a contact information window:

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Why should I update my profile? Updated: Jan. 23, 2025

Updating your profile will create efficiencies with your future travel arrangements.  While there is always the opportunity to enter loyalty program numbers while making travel reservations, adding to your profile will save time.

I arrange travel for my department. How do I add myself as an 'Arranger/Assistant' in their profile? Updated: Jan. 23, 2025

The traveler will need to log into their profile and add you as an arranger in the Administration section.

How does my administrative support receive an invoice copy? Updated: Jan. 23, 2025

Primary arranger will receive an email even if someone else arranges the travel.

By checking this box, the admin will receive a copy of the invoice – regardless of who books the travel (the traveler, the admin, or another arranger). Additionally, the admin will have access to the invoices within the “Invoices” widget in Portal.

If arrangers have full access to other employees’ profiles, can they see credit card information? Updated: Jan. 23, 2025

An arranger can only see the last four digits of a credit card number.  The credit card number is masked immediately when entered.

Can TSA Precheck/Known Traveler Number (KTN) be entered? Updated: Jan. 23, 2025

Yes, the Known Traveler Number can be entered into your profile under the Travel Documents section.

What is a Redress number? Updated: Jan. 23, 2025

The Department of Homeland Security provides a traveler redress seven-digit number to people who have experienced difficulties during travel screenings.

Can a traveler enter preferences for medical concerns, wheel chair needs, visually impaired, etc.? Updated: Jan. 23, 2025

In the Traveler Air Preferences section there are fields for medical alerts, and accessibility for wheelchair needs and visual impairment.

In the profile, there is a spot for an approver. Should I include my supervisor's name there? Updated: Jan. 23, 2025

The Texas A&M University System is not using the approver functionality in CTP. Approval for travel is done at the department/college level and occurs before travel arrangements are made.

Phone is mandatory in the profile and the Texas A&M University System didn't give me a phone. Updated: Jan. 23, 2025

Enter the phone number which should be utilized for contact while traveling – that may be your cell phone number.

I have two passports. How can I enter that information? Can I enter multiple passport numbers, countries? Updated: Jan. 23, 2025

In the Travel documents section of the CTP profile, you can click the Add new link to enter additional passport and visa information.

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In the profile, does a credit card mean a Texas A&M University System One Card? Updated: Jan. 23, 2025

Either a One Card or personal credit card can be entered – or both. Simply click the Add new link to add another card. You can use the Remark field to name the card, for example UVM PurCard or personal card.

How does an assistant charge their One Card (entered in their profile) for the traveler who does not have a One Card? Updated: Jan. 23, 2025

The traveler will need to add you to their profile. At that point, you can edit the traveler’s profile to add the UVM PurCard number. The full number will not be available for viewing by either the traveler or the arranger. Always remember to update the PurCard expiration date.

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Is there a mobile app that I can use for CTP? Updated: Jan. 23, 2025

Yes, CTP rolled out a new proprietary travel app, CTM Mobile, developed by our trusted travel management partner, Collegiate Travel Planners. This innovative mobile app is designed to streamline and enhance the travel experience for all faculty and staff.

• The CTM Product Guide for Mobile Sign-in 
• Apple Store
• Google Play