Authorized UB faculty and staff use the travel and expense reimbursement system Concur to book business travel, and to submit business travel and non-travel expenses for reimbursement.
Check System Status
The status of the travel and expense system and all its related services are continously monitored. If there are any interruptions in service, a note will be posted here > Check the Concur Service Status Dashboard
The university strongly recommends that all UB faculty, staff, students and non-employees (guests) avoid traveling to regions impacted by COVID-19. If a faculty, staff, student or non-employee (guest) travels for essential university business, they must adhere to NYS COVID-19 Travel Advisory guidelines. For those circumstances in which overnight business travel is required, the traveler/department must obtain pre-approval before making any travel arrangements. Travelers should follow guidance from their Unit Business Officer (UBO) to obtain required approvals, including the Deans approval for Academic units and Vice Presidential approval for Academic support units. Once your travel is pre-approved, and after your trip has occurred, you must attach a copy of the completed signed travel pre-approval form to your expense report for reimbursement. This is required for all funding sources (State, Research Foundation and UB Foundation).
Complete the Travel Pre-Approval Form
Follow these steps to get started using the travel and expense reimbursement system.
Review your eligibility to see if you are authorized to use the travel and expense system.
UB faculty, staff and students with active, paid employment appointments are authorized to use the system.
Guests and non-employees of UB are not authorized to use the system:
UB faculty, staff and students with terminated employment appointments are not authorized to use the system:
To get started using the system, follow the getting started guide for your role for detailed instructions to:
There are three modules in the travel and expense system that you will use to complete your work:
Use the Expense module to submit your business travel and non-travel expenses for reimbursement.
If required by your department, use the Request module to request permission and approval for your estimated business travel and non-travel expenses before your incur them.
Use the optional Travel module to book your business travel reservations.
Register to attend a training or hands-on lab session to learn how to use the travel and expense reimbursement system.
The travel and expense system workflow process by role:
Delegates are individuals who are authorized to complete work on another user's behalf in the travel and expense system. However, first be sure to confirm with your department that this is allowed. Refer to the following detailed instructions for how to use delegates in the system:
Travelers are individuals who travel on behalf of UB. Travelers can request, book and submit their business travel expenses for reimbursement in the system.
For detailed instructions to get started using the system, refer to the Getting Started Guide for Travelers and Non-Travelers.
Click the login button and sign in with your UBITName and password.
If your department requires pre-approval for travel, use the Request module to submit a request for approval of your estimated expenses before you incur them.
Book your business travel reservations using the Travel module in the travel and expense system. This is optional. You do not have to use the system to make travel reservations.
During your trip, use the optional mobile apps to record your expenses and access your travel itinerary.
When you return from your trip, use the Expense module to create an expense report to submit your business travel and non-travel expenses for reimbursement. Be sure to attach required receipts and supporting documentation to your report.
When your expense report is complete, click Submit Report to send it to your supervisor for review and approval.
Review instructional tip sheets and videos to learn how to use the travel and expense reimbursement system.
The travel and expense system mobile apps are optional and available to complement the online site.
The Concur Mobile app complements the desktop site and fully integrates the expense management process.
Use the app to make travel reservations, create expense reports, and take pictures of your receipts and automatically turn them into expenses. This functionality was previously part of the ExpenseIt app which has been discontinued.
Before you download the app, you must first create a mobile PIN as your password to sign in.
System users are encouraged to follow these steps for help and support:
Register to attend a training or hands-on lab session to learn how to use the travel and expense system.