Travel and Expense Training Resources

On this page:

Find training, tip sheets and step-by-step videos on how to use the online travel and expense reimbursement system Concur. 

Find Your Department Liaisons

Department liaisons were previously selected by your Unit Business Officer (UBO), and serve as the points of contact for travel and expense system training and support in your area. Download the department liaisons list to find your liaisons.

Download the Department Liaisons List

Download and review the list to find your department liaisons. For questions about your liaisons, contact your UBO.

  • If you have questions when using the travel and expense reimbursement system, first contact your department liaisons. Your liaisons are familiar with your department processes and guidelines and will be able to assist you.
  • If your liaisons need additional assistance, they will contact Travel and Expense Support, or will advise you to contact Travel and Expense Support directly.

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Training Sessions

Attend training sessions and download training presentations to learn the process for submitting expense reimbursements and booking travel in the travel and expense system.

Attend a Travel and Expense System Training Session

Register to attend a training session to learn how to use the travel and expense reimbursement system.

  • This two hour training session will present an overview of the travel and expense reimbursement system and is intended for all individuals who use the system.

Attend a Travel and Expense System Lab Session

Register to attend a lab session for hands-on experience entering your travel and non-travel expense reports in the system.

  • This one hour lab session is a working lab and is intended for all individuals who use the travel and expense reimbursement system.
  • Bring prepared questions, live transactions and receipts to enter in the system and receive hands-on assistance from the UB Travel and Expense Team. 

Attend a Hands-On Training Session for Booking Travel

Training sessions on how to use the travel and expense system to book travel is provided by the Travel Team, Inc. 

Download the Department Liaison Training Presentation

Department liaisons attended training sessions on how to use the travel and expense system to process travel and non-travel expense reimbursements.

Download the presentation to use as a training reference in your department.

Download

Download the Town Hall Meeting Presentation

Town Hall meetings were held on each UB campus to provide faculty and staff with information about the travel and expense system.

Download the presentation to use as a training reference in your department.

Download

Quick Tip Sheets

Review and download quick tip sheets on how to use the travel and expense system.

Getting Started

Guide for Travelers and Non-Travelers

As a traveler or non-traveler, download the guide to learn about your role and how to get started using the travel and expense reimbursement system.

Download

Guide for Supervisors and Cost Approvers

As a Supervisor or Cost Approver, download the guide to learn about your role and how to get started using the travel and expense reimbursement system.

Download

Set Up Your Concur Profile

Set Up Your Concur Profile

Upon logging in to Concur for the first time, all individuals must complete and update their profile.

  • Log in to Concur to access your profile.
  • On the home page at the top right, click Profile, then click Profile Settings.
  • Click Personal Information to edit your profile.

Downloads

Screenshot of Concur showing how to access your profile.

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Complete and Update Your Profile

  • It is possible your personal information was carried over from a previous system and may be incorrect.
    • Update and correct your information as needed.

Complete the following information and click Save after each section:

1. Name — Required

  • Your First and Last Name are populated from your UB Human Resources (HR) record.
  • It is required you add your Middle Name or check the box No Middle Name.
  • If applicable, add your Suffix to match your government issued photo ID which you will present to airport security when traveling.
  • If your name is incorrect, email ubs-travel-expense-support@buffalo.edu.

2. Company Information — Pre-Populated

3. Work Address — Optional

4. Home Address — Required

  • Verify that your home address is correct. If not, manually change it.

5. Contact Information — Required

  • Enter a Work Phone and Home Phone number.
  • If you do not have a home phone, enter your cell phone number.
  • Register Mobile Devices — Highly Recommended
    • Register your mobile devices to receive text message travel alerts from Concur.
    • In the section under Mobile Devices, click add a new device.
    • Enter a Device Name and select the Device Type.
    • Choose the correct country code from the dropdown.
    • Enter your Mobile Phone Number.
    • Check the boxes Primary Mobile Phone and I agree.
    • Click OK.

6. Verify Your Email Addresses — Required

  • Your @buffalo.edu email address is populated in your profile.
  • Verify your email address to:
  • Click the Verify link. A code will be sent from Concur to your email address. It may take several minutes to arrive in your inbox.
  • When you receive the email, copy the code.
  • Return to your profile. Paste the code you received into the Enter Code box, then click OK.

7. Emergency Contact — Optional

  • Enter your emergency contact's information.
  • If their address is different from yours, uncheck address same as employee.

8. Travel Preferences — Optional, but recommended for frequent travelers

  • Enter air, hotel and car rental preferences.
  • If you participate in frequent traveler programs, click Add a Program.
  • TSA Secure Flight — Required
    • Enter your Gender and Date of Birth. This is required even if you do not plan on traveling.
    • If you have a TSA pre-check number, enter it.
  • International Travel: Passport and Visas — Recommended
    • If you have a passport it is recommended that you enter it.

9. Assistants and Travel Arrangers — Optional

  • Add assistants and travel arrangers and give them access to perform travel functions on your behalf.

10. Credit Cards — Optional

  • If desired, enter your personal credit card to use to purchase airfare, book hotel rooms and reserve car rentals.

Activate E-Receipts

Activate E-Receipts

Activate e-receipts to allow vendors to send electronic receipt images directly to your Concur profile. Activating e-receipts also allows you to upload supporting documentation to your expense reports, such as a meeting agenda.

  1. To activate e-receipts, on the Concur home page in the Alerts section click Sign up here.
  2. Click the link E-Receipt Activation.
  3. Review the E-Receipt Activation and Use Agreement and click I Accept.
  4. E-Receipts are now enabled for your account.
  5. To view sample e-receipts, click the links Car, Hotel or Taxi.

Downloads

Screenshot of Concur home page pointing to link to sign up and activate e-receipts.

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Screenshot of Concur pointing to link to activate e-receipts.

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Explore the Concur Home Page

Explore the Concur Home Page

The Concur home page gives you quick access to:

  • Start an expense report.
  • Upload a receipt or supporting documentation.
  • Review company notices, requests and reports.
Screenshot of the Concur home page with each section numbered.

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Log in to Concur to access the home page.

1. Quick Task Bar

  • Provides quick access to start request and expense reports and to upload receipts.
  • “Work to Zero” tasks by clicking each open Quick Task and working to reach zero outstanding tasks.

2. Trip Search

  • Provides the tools you need to make travel reservations.

3. Alerts

  • Stay up to date as you plan your trips and submit expenses.

4. Company Notes

  • Review important UB specific notices.
  • Submit receipts and travel documentation such as programs, agendas or schedules:
    • In Quick Task Bar, click New, then click Upload Receipts.
    • Scroll to the section Available Receipts at the bottom of the page. Click Upload New Receipt to upload a receipt or travel documentation. Follow the instructions to browse and attach files.

5. My Tasks

  • This section shows your outstanding tasks.
  • Here you can see how many open requests, reports and available expenses you have.

Get to Know the Concur System Icons

Get to Know the Concur System Icons

System icons appear in Concur to alert you to an action. View the following icon images to learn their meanings.

Images of Concur system icons and their meanings.

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Screenshot of Concur system icons and their meanings.

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Expense Reports

Create a New Expense Report

Create a New Expense Report

Create a new expense report to submit your travel or non-travel business expenses for reimbursement.

1. Create a New Expense Report

To create a new expense report that does not include previous travel bookings, either:

  • Click Expense in the top menu bar.
  • Click New, then click Start a Report on the Quick Task Bar.

Before beginning your expense report, ensure that all of your receipts and supporting documentation are scanned separately and appear in the Available Receipts section of your Concur profile.

2. Complete the Expense Report Header

  • Complete the required fields marked in red.
  • For more information about the expense report header, refer to the quick tip sheet Completing the Expense Report Header.
  • Click Next.
  • In the pop up window, indicate if the report is a travel reimbursement:
    • For non-travel reimbursements, click No.
    • For travel or mileage reimbursements, click Yes.
  • If you selected Yes, complete the Itinerary Information.
  • If you selected No, enter your expenses.

3. For Travel Reimbursements, Complete Itinerary Information

  • Itinerary Name — will be the same as the Report Name but you can change it here.
  • Selection — choose Per Diem or Actuals.
  • New Itinerary Stop — complete the required fields marked in red.
  • Click Save, then click Next.
  • For a Single Day Itinerary, click Go to Single Day Itinerary, then click Next.
  • View and select your available itineraries, then click Next.
  • If you chose Per Diem, enter your Expenses & Adjustments.
  • If you excluded meals on a specific date, check the appropriate box.
  • When finished, click Create Expenses.

4. Enter Your Expenses

  • For both travel and non-travel reimbursements, add your expenses to the report.
  • In the New Expense pane to the right of the screen, select and enter the appropriate expense types.
  • For each expense, attach a receipt or supporting documentation if needed:
    • Click Attach Receipt or click Available Receipts.
    • Select and attach the appropriate image.
  • After entering expenses, correct any exceptions that indicate errors on the report.
  • When complete, at the top right click Submit Report to send it for approval and reimbursement.

Downloads

Screenshot of Concur showing where to create a new expense report on the home page.

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Screenshot of Concur showing required fields to complete on the expense report header.

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Screenshot of Concur showing the travel allowances window on an expense report. Indicate if it is a travel reimbursement or not.

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Screenshot of Concur showing the travel itinerary fields to complete for a travel reimbursement.

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Screenshot of Concur showing how to view your available itineraries.

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Screenshot of Concur showing the expenses and adjustments to make to a travel itinerary.

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Screenshot of Concur showing where to enter new expenses on an expense report.

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Complete the Expense Report Header

Complete the Expense Report Header

The report header is the title page of your expense report. You must complete all required fields marked in red.

Screenshot of Concur showing the expense report header and required fields marked in red.

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Log in to Concur.

1. Create a New Expense Report

On the Concur home page, there are two ways to start a report:

  • Click New in the Quick Task Bar, then click Start a Report.
  • Click Expense on the top menu bar, then click Create New Report.

2. Complete the Expense Report Header

The report header is the title page of your expense report. Complete all required fields marked in red.

  • Report Name — Enter a brief identifier for the report.
  • Report Type — Choose Non-Travel, Travel or if UBF, you can create one report for both.
  • Funding Account Source — Choose the correct funding source. This can be changed by cost approver.
  • Report Purpose  — Choose the purpose of the report.
  • Business Purpose — Enter a description about the report, such as the conference name.
  • UB Affiliation — This is populated from your Human Resources record. You can choose if you are adding a guest.
  • Start and End Dates — For travel, enter the dates of your trip. For non-travel, enter the date the expense was incurred.
  • Restricted Travel — Indicate if you traveled to a travel warning area or not.
  • Approver, Funding Source, Entity and Account — Complete if you know, or leave these fields blank.
  • Comment — Enter additional information about the business purpose, or notes about the expense report.
  • Starting and Destination Address/State/Zip — If non-travel, enter your work address. Enter addresses in the following format:

200 Crofts Hall, Buffalo, NY 14260

  • Start and End Time — Enter the time using the 12 hour clock format. Example: 8:00 AM.
  • Requests — If this report is for a travel reimbursement and you submitted a prior travel request, it will appear here. Click on your trip and it will populate information on the expense report.
  • Click Next.

Create a Multiple Trip Itinerary

Create a Multiple Trip Itinerary

Create a multiple trip itinerary for your multi-leg travel expense reports.

1. Create an Expense Report

  • On the report header, complete the required fields marked in red, then click Next.
  • In the pop up window asking, “Is this a travel reimbursement?” click Yes.
    • For more information, refer to the tip sheet Completing the Expense Report Header.

2. Create a Multiple Trip Itinerary

  • On the Create New Itinerary tab, change the Selection to Actuals or Per Diem depending on the meals you are requesting for reimbursement.

Downloads

Screenshot of Concur showing where to change the travel allowance selection to per diem or actual meals.

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Screenshot of Concur showing how to enter a multiple trip itinerary.

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Screenshot of Concur showing how to exclude per diem meals.

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  • In New Itinerary Stop to the right, complete the required fields marked in red:
    • First, enter the departing leg of your trip (ex: Buffalo to Albany), then click Save.
    • Next, enter the next leg of your trip (ex: Albany to Syracuse), then click Save.
    • Finally, enter the returning leg of your trip (ex: Syracuse to Buffalo), then click Save.
    • When finished, click Next.
  • On the Available Itineraries tab, review the itinerary you created, then click Next.
  • On the Expenses & Adjustments tab, if you chose Per Diem, click the checkboxes to exclude meals for each date following the 7:00 a.m. — 7:00 p.m. travel guideline.
  • When finished, click Create Expenses.
  • If you chose Per Diem, the expenses will add to your report as Daily Meal Allowances.
  • Enter additional expenses on your report to complete it.

Enter Personal Car Mileage

Enter Personal Car Mileage

Enter your personal car mileage expenses for reimbursement.

Screenshot of Concur showing where to click the mileage calculator.

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Screenshot of Concur showing how to use the mileage calculator.

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1. Start a new Expense Report

  • Create a new expense report one of the following ways:
    • On the home page click New, then click Start a Report.
    • On the home page click Expense, then click Create New Report.

2. Complete the Report Header

  • Complete the required fields marked in red.
    • For Report Type, choose Travel.
    • For Start and End Dates, input the date you incurred the expense.
      • If your report is for mileage from multiple days, enter the first and last dates of travel.
    • For more information, refer to the tip sheet Completing the Expense Report Header.
  • After completing the report header, click Next.
  • In the pop up window asking Is this is a travel reimbursement?:
    • If your report meets travel status for per diem, meaning you are engaged in official university business at a distance of more than 35 miles from your designated work station and place of residence, click Yes.
      • On the itinerary, complete the required fields marked in red, then click Next.
    • If your report does not meet travel status for per diem, click No.

3. Enter Mileage Expense

  • Click New Expense to add your mileage expense to the report.
  • In the New Expense pane to the right:
    • In the Expense Type search bar, type “mileage” then select Personal Car Mileage.
  • Complete the required fields marked in red:
    • Transaction Date — Enter the date you incurred the mileage expense.
      • If your report is for mileage from multiple days, enter the last date you traveled.
    • Report Trip/Purpose — This is populated from the report header.
    • Purpose of the Trip— Enter the reason for your mileage expense.
    • From and To Locations— Enter the addresses for your starting and ending locations.
      • If your report is for mileage from multiple days, enter the locations for your last day of travel.
    • Distance —If you know the total distance in miles you traveled, enter it here.
      • If your report is for mileage from multiple days, enter the total number of miles traveled.
      • Also attach a mileage log to your expense report as supporting documentation.
    • Click Mileage Calculator to determine the total distance in miles you traveled for one or two trips.

4. Use the Mileage Calculator

  • In the Waypoints fields:
    • In field A enter your starting location.
    • In field B enter your ending location.
  • Click Calculate Route.
    • If you have multiple locations to input, enter in field C.
  • Check the box Personal to indicate the mileage is personal. You will not receive reimbursement.
  • Click Make Round Trip to automatically calculate the mileage for a round trip.
  • Check the box Deduct Commute to deduct your commute from the report.
    • Enter your Home and Office addresses in the fields.
    • Click Deduct Round Trip to deduct the round trip for your commute.
  • When complete, click Add Mileage to Expense.

5. Attach Receipts or Supporting Documentation

  • Attach receipts or supporting documentation to your mileage expense, such as a meeting agenda or a mileage log.
  • For more information, refer to the tip sheet Attaching Receipts or Supporting Documentation to an Expense Report.

6. Enter Additional Expenses

  • In the New Expense pane to the right, add other applicable expenses such as Parking orTolls/Road Charges.
  • Complete the required fields in red, attach your receipts, then click Save.

7. Submit the Report

  • When your report is complete, click Submit Report, then click Accept & Submit.

Change a Per Diem Meal Allowance

Change a Per Diem Meal Allowance

To change a per diem meal requested for reimbursement on an expense report, you must either be the individual who created the report, or you must be acting as a delegate on behalf of someone else.

Downloads

Screenshot of Concur showing how to change a per diem meal requested for reimbursement.

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Screenshot of Concur showing where to update the per diem meals requested for reimbursement.

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1. Access Your Expense Report

  • On the Concur home page, click Expense in the top menu bar to view your expense reports.
  • Click to open the report you want to edit.

2. Change a Per Diem Meal Allowance

  • Click the Daily Meal Allowance expense for the date you want to edit.
  • Click Show fixed allowances for [date] .
  • On the Expenses & Adjustments tab, click the checkboxes to change the per diem meals you want to exclude.
  • When finished, click Update Expenses.
  • Your changes will update the Daily Meal Allowance expenses requested on the report.

Attach Receipts and Supporting Documentation

Attach Receipts and Supporting Documentation

Upload Receipts or Supporting Documentation to Your Profile

Before uploading images to your Concur profile, ensure that you verified your email address.

  • For more information, refer to the tip sheet Setting Up Your Concur Profile.

Upload paper receipts or supporting documentation to your Concur profile one of the following ways:

1. Scan to your computer

  • The images will be uploaded as PDF files to your computer.
  • To upload the files to the travel and expense system, on the Expense page:
    • Scroll down to your Available Receipts library and click Upload New Receipt.
    • Click Browse and choose the correct image from your computer files.
    • Click Open, then click Upload.

2. Email to receipts@concur.com

  • Send the email from your verified email address.
  • Insert the image in the body of the email and send it.
    • You may insert multiple images, but they will upload as one file.
  • The images will automatically upload to your Available Receipts library in Concur.
Screenshot of Concur showing where to upload receipts to your profile.

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Screenshot showing how to send an email to receipts@concur.com

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3. Take pictures of paper receipts using the Concur Mobile or ExpenseIt apps

  • Open the apps and click Receipt to take a picture of your paper receipts.
  • The images will automatically upload to your Available Receipts library in Concur.
  • For more information, refer to the tip sheets Using the Concur Mobile App and Using the ExpenseIt App.

4. Receive e-receipts from participating suppliers

  • Participating suppliers will automatically send your transactions as e-receipts and match them with your itineraries and expense reports.
  • For more information, refer to the tip sheet Activating E-Receipts.

Attach Receipts to Your Expense Reports

Attach receipt images to your expense reports one of the following ways:

1. Select the receipt image from your Available Receipts library in Concur

  • When adding an expense, at the top right click the link Available Receipts.
  • Find the correct receipt image, then click the green icon to attach it.

2. Select the receipt image from your computer files

  • When adding an expense, click the button Attach Receipt.
  • Click Browse and choose the correct receipt image from your computer files.
  • Click Open, then click Attach. When done, click Save.
Screenshot of Concur showing where to click to attach a receipt to an expense.

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Screenshot of Concur showing the icon to click to attach a receipt to an expense.

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Attach multiple receipts to an individual expense as follows:

1. Select the expense again

2. Click to attach another receipt to the expense

  • Click the Attach Receipt button or select from your Available Receipts library again.
  • In the pop up window, click Yes to add another receipt to the expense.
  • When done, click Save.

3. Repeat for each additional receipt you wish to attach to the expense

Screenshot of Concur message to attach an additional receipt image.

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Attach Supporting Documentation to Your Expense Reports

Attach supporting documentation, such as meeting agendas, to your expense report as follows:

1. Click to attach supporting documentation

  • At the top of the Manage Expenses screen, click the link Receipts, then click Attach Receipt Images.

2. Choose the correct image  

  • Click Browse and choose the correct image from your computer files.
  • Click Open, then click Upload. When done, click Close.

3. View all images attached to your expense report

  • To view all receipt and supporting documentation images attached to your report, click Receipts, then click View Receipts in new or current window.
Screenshot of Concur showing how to attach supporting documentation to an expense report.

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Approve Expense Reports as a Supervisor

Approve Expense Reports as a Supervisor

The Supervisor role in the travel and expense system is assigned to individuals officially designated as time and attendance supervisors. Your responsibilities are to review and approve employee expenses,  receipts and supporting documentation on expense reports. If you are also the Cost Approver, you can allocate the expenses.  

You cannot modify expense reports, but instead must return them to the user for them to correct and resubmit.

Downloads

Screenshot of Concur approver screen pointing to where to click to access required approvals.

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1. Receive Email Notification

  • As a Supervisor, you will receive email notifications alerting you to expense reports that have been submitted for approval.
  • Periodically check the Junk folder in your email in the event that approval emails were inadvertently sent there.
  • Click the link provided in the email to log in to Concur and access the report.
  • As a Supervisor, you have 13 calendar days to take action on an expense report before it is returned to the user.

2. Access Pending Approvals

Log in to Concur. There are several ways to access reports pending approvals from the home page:

  • Click Required Approvals in the Quick Task Bar.
  • Click Required Approvals in My Tasks.
  • Click Approvals in the top menu bar.

3. Review Pending Approvals

  • Select a report pending approval. Click on the Report Name link to open it.
  • Review the Report Header for accuracy and completeness:
    • Click Details, then click Report Header. Review then click to Save or Cancel.
  • Review each expense for compliance:
    • Hover over the icons on each expense line item to view required receipts, missing receipt affidavits and to display comments.
  • Review Exceptions for errors on the report:
    • If an error needs to be corrected by the user, at the top click Send Back to User.

4. Allocate Expenses if You Are Also the Cost Approver

  • If you are both the Supervisor and the Cost Approver, allocate the expenses to the correct account.
  • Select an expense line item and click Allocate.
  • To allocate multiple expenses to the same account, click Cancel. At the left select the check boxes for all desired expenses, then click Allocate Selected Expenses.
  • Using the Allocate By dropdown, choose to allocate by percentage or amount.
  • In the Percentage/Amount field, you can split the transaction by typing in a value, or by clicking Add New Allocation.
  • In the Approver field, type the name of the account approver and select from the dropdown.
  • In the Funding Source, Entity and Account fields, select from the dropdown.
  • When finished, at the top right verify that the expense is 100% allocated:
  • Click Save, then click Done.
  • Repeat until all expenses are fully allocated.

5. Approve, Forward or Return the Report

When you are finished reviewing the report, at the top right choose one of the following options:

  • Send Back to User — Send the report back to the user if it requires correction. Supervisors cannot modify expense reports.
    • In the pop up window comment field, enter a clear explanation of the problem. Click OK.
  • Approve — Approve the report if you are both the Supervisor and Cost Approver. Ensure that you reviewed the report, allocated the funds and verified the report is correct.
    • Click Approve. Read the Final Confirmation statement and choose to Accept or Decline.
  • Approve & Forward — Approve and forward the report if you are not the Cost Approver.
    • You must forward the report to the correct Cost Approver so they can allocate the expenses on the report.
    • In the pop up window search bar, enter the additional approver’s Last Name or Email Address. Select their name and enter a comment. Click Approve & Forward.
    • Read the Final Confirmation statement and choose to Accept or Decline.

5. View Reports Approved in the Past

  • To view reports you previously approved, click Approvals in the top menu bar, then click Reports at the top.
  • Click View for drop down menu options and select the timeframe you would like to view.
    • You may also search for a specific report by Report Name, Employee Name or Amount.

Assign a Delegate

Assign a Delegate

In the travel and expense system you may assign a delegate, another user who is enabled to work on your behalf.

You may give delegates permission to:

  • Prepare your expense reports.
  • View your receipts.
  • Receive your emails.
  • Approve expense reports on your behalf if they have approver authority.

1. Assign Your Delegates

  • Log in to your Concur account.
  • On the home page, click Profile, then click Profile Settings. Under Expense Settings, click Expense Delegates.
  • Request and Expense settings share the same delegates. Adding a delegate to either setting gives them the permission to work in both Request and Expense.
  • Click Add. A search bar appears.
  • Enter the last name of the person you want to assign as your delegate. As you enter the first few characters of your search, the system will provide options that match what you entered.
  • Select the desired delegate when they appear in the list.

2. Assign Permissions for Your Delegate

Next to the delegate’s name, select the checkboxes for the tasks you want them to perform on your behalf:

  • Check the boxes Can Prepare and Can View Receipts to enable your delegate to prepare your expense reports and attach your receipts.
  • Check the box Receives Emails to enable your delegate to be copied on emails you receive from Concur.
  • Click Save.

3. Assign an Approval Delegate

If you are an approver, you may enable a delegate to approve reports on your behalf if they are also an approver:

  1. Check the box Can Approve to enable your delegate to approve expense reports on your behalf. Use the calendar to set the dates for when the delegate can approve on your behalf.
  2. Check the box Can Preview for Approver to enable your delegate to preview the expense reports in your approver queue. They will not have access to approve the reports.
  3. Check the box Receives Approval Emails to enable your delegate to be copied on approval emails you receive from Concur.
  4. Click Save.

Downloads

Screenshot of Concur profile pointing to Expense Delegates where you can click to assign a delegate.

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Screenshot of Concur pointing to where you add a delegate.

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Screenshot of Concur showing what permissions you can assign to a delegate.

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Screenshot of Concur showing the permissions you can assign for an approval delegate.

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Create Expense Reports as a Delegate

Create Expense Reports as a Delegate

When acting as a delegate for another user, you can create expense reports on their behalf.

Downloads

Screenshot of Concur profile drop-down to start a delegate session.
Screenshot of Concur profile showing an active delegate session with the header marked in green.

1. Begin Delegate Session

  • On the Concur home page at the top right, click Profile.
  • In the section Acting as other user, use the drop-down menu to select the person you wish to delegate for.
  • If you are a delegate for more than 10 people, you will have to type their name in the search bar.
  • If you cannot find a specific user, you may not be assigned as their delegate yet.
  • After selecting a user, click Start Session.
  • When the screen refreshes, the Profile drop-down will change to Acting as, followed by your delegator’s name. The icon will change to green and show two person icons.

2. Create or Update Expense Report

  • Create or update expense reports on behalf of your delegator.

3. Notify Delegator to Review Report

Delegates can create and modify expense reports on behalf of their delegator, but they cannot submit reports for approval. Expense reports must be submitted by the individual who incurred the expense.

  • When the report is ready for your delegator’s review, click Notify Employee.
  • An email will be sent to your delegator notifying them of the expense report pending their review.
  • On the Expense page, a blue checkmark icon will appear next to the report name ready for their review.

4. Recall a Report — Mark as Not Complete

After you click Notify Employee, the button will change to Mark as Not Complete.

  • As a delegate, click Mark as Not Complete to recall the report if you need to make a change.
  • On your delegator’s Expense page, the blue checkmark icon will disappear from the report name.
  • As a delegate, after clicking Mark as Not Complete, you will see the button change to Notify Employee.
  • After you correct the report and save your changes, click Notify Employee to notify your delegator to review and submit the report.

5. End Delegate Session

  • When you are finished delegating, end your session.
  • At the top right, click the Acting as drop-down.
  • Click done acting for others.
  • When the screen refreshes, your delegate session will end and you will be back to your personal account.
  • The Acting as drop-down will also change back to Profile.

Allocate Expenses as a Cost Approver

Allocate Expenses as a Cost Approver

Cost approvers are responsible for confirming the funding source and allocating expenses to the correct account in the travel and expense system.

Downloads

Screenshot of Concur showing a fully allocated expense.

Click to enlarge image.

Screenshot of Concur exception that will always appear as an informational warning on a report.

Click to enlarge image.

1. Receive Email Notification

  • As a cost approver, you will receive email notifications alerting you to expense reports that have been submitted for approval.
  • Periodically check the Junk folder in your email in the event that approval emails were inadvertently sent there.
  • As a Cost Approver, you have 13 calendar days to take action on an expense report before it is returned to the user.

2. Access Required Approvals

Log in to Concur. There are several ways to access required approvals from the home page:

  • Click Required Approvals in the Quick Task Bar.
  • Click Required Approvals in My Tasks.
  • Click Approvals in the top menu bar.

3. Review Pending Approvals

Select a report pending approval:

  • Click on the Report Header to review it for accuracy, completeness and to confirm the account funding source:
    • Click Details, then click Report Header:
    • Confirm that the Funding Source is correct. If not, change it then click Save.
  • Review Exceptions for errors on the report:
    • If an error needs to be corrected by the user, at the top right of the report click Send Back to User.
    • Some exceptions will always appear as informational warnings on the report.
    • Some exceptions may have no action that is required and they will not prevent you from approving the report.

4. Allocate individual expenses:

  • Select an expense line item and click Allocate.
  • To allocate multiple expenses to the same account, click Cancel. At the left select the check boxes for all desired expenses then click Allocate Selected Expenses.
  • Using the Allocate By dropdown, choose to allocate by percentage or amount.
  • In the Percentage/Amount field, you can split the transaction by typing in a value, or by clicking Add New Allocation.
  • In the Approver field, type the name of the account approver and select from the dropdown.
  • In the Funding Source field, select from the dropdown.
  • In the Entity field, select from the dropdown.
  • In the Account field, select from the dropdown.
  • When finished, at the top right verify that the expense is 100% allocated.
  • Click Save, then click Done.
  • Repeat until all expenses are fully allocated as indicated by the allocation icon.

5. Approve, Return or Forward the Report

When you are finished reviewing and allocating the expenses, at the top right click to:

  • Send Back to User — return the report to the user if there is an issue for them to correct. In the pop up window, provide a clear explanation of the problem.     
  • Approve — approve the report for reimbursement if it has been completed correctly. Read the Final Confirmation statement and click to Accept or Decline.
  • Approve & Forward — approve and forward the report if it requires expense allocation by another Cost Approver. In the pop up window, enter the additional approver’s name and include a comment.

Approve Sponsored Projects Services (SPS) Reports

Approve Sponsored Projects Services (SPS) Reports

If the expenses on a report are being charged to a sponsored Research Foundation (RF) grant, the Sponsored Projects Services (SPS) Approver must approve the report. The SPS Approver must mark that they reviewed the report and indicate if the account is federally funded.

Screenshot of Concur showing the report header fields that an SPS approver must complete.

Click to enlarge image.

1. Receive Email Notification

  • As an SPS approver, you will receive email notifications alerting you to expense reports that have been submitted for approval.
  • Periodically check the Junk folder in your email in the event that approval emails were inadvertently sent there.

2. Access Required Approvals

Log in to Concur. There are several ways to access required approvals from the home page:

  • Click Required Approvals in the Quick Task Bar.
  • Click Required Approvals in My Tasks.
  • Click Approvals in the top menu bar.

3. Review Pending Approvals

Select a report pending approval:

  • Review Exceptions for errors on the report:
    • If an error needs to be corrected by the user, at the top right of the report, click Send Back to User.
  • Review individual expense line items on the report being requested for reimbursement:
    • Verify that they are allowable expenses.
  • Hover over the allocation icon:
    • Verify that funds are fully allocated and assigned to the correct account.
  • Review the Report Header for accuracy and mark that you reviewed the report:
    • Click Details, then click Report Header:
    • In the field SPS Reviewed, select Yes to indicate that you reviewed the report.
    • In the field Federally Funded Account, select Yes if the account is federally funded, or select No if it is not.
    • Click Save.

4. Approve or Send Back Report

When you are finished reviewing the report, at the top right choose one of the following options:

  • Send Back to User — return the report to the user if there is an issue they have to correct. In the pop up window, provide a clear explanation of the problem.     
  • Approve — approve the report for reimbursement if the expenses are allowable and fully allocated. Read the Final Confirmation statement and click to Accept or Decline.

Correct a Returned Expense Report

Correct a Returned Expense Report

If your submitted expense report is returned to you by a Supervisor, Cost Approver or Processor in the Travel Office, you must correct and resubmit it.

Downloads

Screenshot of Concur showing an expense report returned for correction by an approver. Arrow pointing to the approver's comment for correction.

1. Receive Email Notification

  • You will receive an email notification from Concur alerting you that your submitted expense report has been returned for correction.
  • Click the link provided to log in to Concur and access the report.

2. Access the Returned Report

  • On the Concur home page, click Expense in the top menu bar to view your expense reports.
  • Find the returned report marked with a red header.
  • Below the requested dollar amount, you may see a comment from the approver explaining why it was returned.
    • If you do not see a comment, click on the report to continue.

3. Correct the Report

  • If you did not see the approver’s comment on the report header, at the top click Details then click Comments.
  • You will see the most recent comment at the top of the list.
  • Make the necessary corrections to the report following the comment.

4. Resubmit the Report

  • To re-submit the report for approval, at the top right click Submit Report.
  • If you wish to cancel and delete the report instead, at the top right click Delete Report.

Mobile Apps

Creating a Mobile PIN

Creating a Mobile PIN

Before using the travel and expense system mobile apps, you must first create a mobile PIN to sign in.

Screenshot of Concur pointing to the link to create a mobile pin.

Click to enlarge image.

Log in to Concur.

Create a Mobile PIN

1. At the top of the Concur home page, click Profile, then click Profile Settings.

2. Under Profile Options, click Mobile Registration.

3. Click the link create a mobile PIN.

4. Create and re-enter your PIN, then click Set PIN.

5. Download the travel and expense system mobile apps and log in using your UBITName and the PIN you created:

  • Concur Mobile App
  • ExpenseIt App
  • TripIt Pro App

Using the Concur Mobile App

Using the Concur Mobile App

The Concur mobile app complements the online site and fully integrates the expense management process. Use the app to make travel reservations and create expense reports directly from your mobile device.

Downloads

Screenshot of the Concur mobile app main menu options.

Click to enlarge image.

Log in to Concur.

1. Create a Mobile PIN

  • Before downloading the app, you must first create a mobile PIN.
  • Refer to the quick tip sheet Creating a Mobile PIN.

2. Download and Log in to Concur Mobile App

  • Go to your device’s mobile app store to download the Concur Mobile App.
  • Once installed, open the app on your device:
    • The first time you open the app, you will be prompted to create a passcode for your mobile device if you do not already have one. This is required if you use the app and it protects the safety of your information.
  • Go to your device settings to create a passcode, then relaunch the app.
  • Log in to the app with your UBITName and mobile PIN.

3. Use Concur Mobile App

After you log in, the home screen appears with the app’s main functions:

  • Tap Trips to view your upcoming trips.
  • Tap Expenses to view or edit your existing expenses.
  • Tap Expense Reports to create, edit, review or submit an expense report.
  • Tap Approvals to approve expense reports if you are an approver.

At the bottom of the screen are 4 buttons:

  1. Tap Book to make travel reservations.
  2. Tap Receipt to open your mobile device’s camera. Take photos of your receipts or select from your camera roll. Receipt images will upload to your Available Receipts library in Concur.
  3. Tap Expense to create a mobile expense and attach receipts. Saved expenses will upload to your Available Expenses library in Concur.
  4. Tap Mileage to enter a personal car mileage expense and attach it to a new or existing expense report.

Using the ExpenseIt Mobile App

Using the ExpenseIt Mobile App

The ExpenseIt app allows you to take photos of your receipts with your mobile device and turns them into expenses.

Downloads

Screenshot of ExpenseIt mobile app home screen.

Click to enlarge image.

Log in to Concur.

1. Create a Mobile PIN

  • Before downloading the app, you must first create a mobile PIN.
  • Refer to the quick tip sheet Creating a Mobile PIN.

2. Download and Log in to ExpenseIt Mobile App

  • Go to your device’s mobile app store to download the ExpenseIt Mobile App.
  • Once installed, open the app on your device.
  • Log in with your UBITName and mobile PIN.

3. Update App Settings

After you log in, update the app settings:

  • Turn on Auto Export if you want the app to automatically export your analyzed receipts to your Concur profile without your review first.
  • Turn on Save receipts to photos to save receipt images to your device’s camera roll.
  • Update your push notifications and choose how you will be notified once the app analyzes your receipts.

4. Explore the Home Screen:

The middle of the screen shows your Expense list, which includes any expenses you have not yet exported to the travel and expense system. Tap an expense to view or edit it.

There are four buttons at the bottom of the screen:

1. Tap History to view a list of expenses you have previously exported to the travel and expense system.

2. Tap Receipt to open your device’s camera:

  • Take a new image of a receipt or upload an image from your camera roll.
  • Avoid capturing images of handwritten receipts as they will not transmit properly.
  • Receipt images will be analyzed, automatically categorized as an expense and uploaded to the Available Receipts section of your Concur profile. Hotel bills will be automatically itemized.

3. Tap Create to manually enter an expense. You can attach receipts here, but they will not be automatically analyzed or itemized.

4. Tap Export All to upload all of the expenses from your Expense list to the travel and expense system.

Using the TripIt Pro Mobile App

Using the TripIt Pro Mobile App

The TripIt app allows you to book your travel and access your itinerary on your mobile device. The app will notify you about any flight changes or delays.

Downloads

Screenshot of TripIt app main screen.

Click to enlarge image.

1. Create a Mobile PIN

  • Before proceeding you must create a mobile PIN.
  • Refer to the quick tip sheet Creating a Mobile PIN.

2. Download and Log in to TripIt Mobile App

  • Go to your device’s mobile app store to download the TripIt Mobile App.
  • Once installed, open the app on your device.
  • Log in with your UBITName and mobile PIN.

3. Use TripIt Mobile App

Launch the TripIt app. After you log in, update the app settings:

  • Click More to update your push and email notifications and choose how you will be notified about upcoming trips.

Explore the app’s home screen:

  • The middle of the screen shows your upcoming and past trips:

Add your trips one of the following ways:

  • Click Add Trip.
  • Forward your travel confirmation emails to plans@tripit.com.
  • Click Start Auto Import to automatically import travel confirmations from your email.

Explore the home screen buttons:

  • Tap Trips to view your upcoming trips. For each trip, view the travel itinerary, add activities and review flight details.
  • Tap Alerts to view travel notifications and alerts such as flight delays, gate changes and baggage pickup.
  • Tap Unfiled to view travel items that haven’t been associated with a trip.
  • Tap Profile to update your personal profile, travel documents and travel contacts.
  • Tap More to access your network, settings and help.
  • Tap Network to share your travel plans with your contacts.
  • Tap Settings to update app settings and preferences.
  • Tap Help Center for help and support using the app.

Step-by-Step Videos

Watch step-by-step videos in UB Edge following UB policies and guidelines. (UBITName and password required).

Training videos include:

  • Submitting a Travel Expense
  • Approving Reimbursements as a Supervisor

Watch step-by-step videos, provided by Concur.

Getting Started

Booking Travel Arrangements

Using Travel and Expense System Mobile Apps

Get Help Using the Travel and Expense System

If you have questions when using the travel and expense reimbursement system, first contact one of your department liaisons. Your liaisons are familiar with your department processes and guidelines and will be able to assist you.

If your liaisons need additional assistance, they will contact Travel and Expense Support, or will advise you to contact Travel and Expense Support directly.

Contact Travel and Expense System Support

For help using the travel and expense reimbursement system, contact:

Travel and Expense System Support

Phone: 716-645-4500, press 2 for the travel and expense reimbursement system

Email: ubs-travel-expense-support@buffalo.edu

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