Find training, tip sheets and videos on how to use the travel and expense reimbursement system Concur.
Register to attend a training or hands-on lab session to learn how to use the travel and expense reimbursement system.
Register to attend a training session to learn how to use the travel and expense reimbursement system.
Register to attend a lab session for hands-on experience entering your travel and non-travel expense reports in the system.
Register to attend a training session to learn how to book travel reservations in the travel and expense system. Training is provided by the Travel Team, Inc.
Review and download tip sheets on how to use the travel and expense reimbursement system.
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.
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.
When you log into the travel and expense system for the first time, you must complete and update your profile.
Name — Required
Company Information — Pre-Populated
Work Address — Optional
Home Address — Required
Contact Information — Required
Email Addresses — Required
Emergency Contact — Optional
Travel Preferences — Recommended for frequent travelers
Assistants and Travel Arrangers — Optional
Credit Cards — Optional
Activate e-receipts to allow participating vendors to send electronic receipt images directly to your profile.
1. To activate e-receipts, on the home page in the Alerts section click Sign up here (Figure 1).
2. Click E-Receipt Activation (Figure 2).
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 Car, Hotel or Taxi (Figure 2).
On the home page you have quick access to:
Log into Concur to access the home page.
1. Quick Task Bar
2. Trip Search
4. Company Notes
5. My Tasks
System icons appear to alert you to an action. View the icon images to learn their meanings.
Create a new expense report to submit your travel or non-travel business expenses for reimbursement.
To create a new expense report that does not include previous travel bookings, either:
Before beginning the expense report, ensure that all of your receipts and supporting documentation images are scanned separately and appear in the Available Receipts library in your profile.
The report header is the title page of your expense report. You must complete all required fields marked in red for both travel and non-travel reports.
The report header is the title page of your expense report. Complete all required fields marked in red (Figure 1):
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Request reimbursement for airfare purchased in advance of a trip.
On the Report Header, complete all required fields marked in red (Figure 1):
Create a multiple trip itinerary for your multi-leg travel expense reports.
On the Create New Itinerary screen, change the meal Selection to Actuals or Per Diem depending on the meals you are requesting for reimbursement (Figure 1).
On your travel itinerary, only include the cities you lodged. If you had flight layovers, do not include those cities.
In the New Itinerary Stop section, complete the required fields marked in red (Figure 2):
On the Available Itineraries screen, review the itinerary you just created (Figure 3).
On the Expenses and Adjustments screen, if you chose Per Diem as the meal selection, click the checkboxes to exclude meals from reimbursement following the 7:00 a.m. — 7:00 p.m. travel guideline (Figure 4).
Request reimbursement for group meals with either less than or more than 10 attendees.
If you hosted a group meal with less than 10 attendees, select the expense type Group Meals/Entertainment <10 Attendees.
Complete the required fields marked in red (Figure 1):
If you hosted a group meal with more than 10 attendees, select the expense type Group Meals/Entertainment +10 Attendees. Complete the required fields marked in red (Figure 3):
Enter your personal car mileage expenses for reimbursement.
Create a new expense report one of the following ways:
When using the mileage calculator, check the box Deduct Commute to exclude it from reimbursement.
You can edit the per diem meal allowance requested for reimbursement on an expense report.
Attach required receipts and supporting documentation to expense reports submitted for reimbursement in the travel and expense system.
Black out all credit card and account numbers before uploading and attaching receipts and supporting documentation.
Upload paper images to the system one of the following ways:
After scanning, upload PDFs to the system:
There are two ways to attach a receipt to an individual expense:
1. Click the Attach Receipt Button
2. Click Available Receipts
1. Click the expense to select it.
2. Attach another receipt:
3. Repeat for each additional receipt.
It is required to attach supporting documentation to expense reports to show the business purpose for the expenses. Examples include conference or meeting agendas.
1. Click Receipts
2. Select and Upload Image
3. View All Attachments on Report
The supervisor role is assigned to individuals officially designated as time and attendance supervisors. Supervisors are responsible for reviewing and approving employee expense reports and can:
There are several ways to go to your required approvals from the home page (Figure 1):
When you are finished reviewing the report, at the top choose one of the following options:
6. View Reports Approved in the Past
You may assign a delegate in the travel and expense system, another user who is authorized to complete work on your behalf. You can assign delegates permission to:
Select the checkboxes to allow the delegate to perform tasks on your behalf (Figure 3):
When acting as a delegate for another user, you can create or modify expense reports on their behalf.
Log into Concur using your credentials.
Cost Approvers are responsible for confirming the funding source and allocating expenses to the correct account in the travel and expense system.
There are several ways to go to your required approvals from the home page:
Before you click Approve on a report, verify that all expenses are fully allocated.
Review exceptions for errors on the report:
When you are finished reviewing and allocating the report, at the top choose one of the following options:
If the expenses on a report are being charged to a sponsored Research Foundation (RF) grant, a Sponsored Projects Services (SPS) approver must approve the report.
There are several ways to go to your required approvals from the home page:
If your submitted expense report is returned to you by a supervisor, cost approver or Travel Office processor, correct it per their comments and resubmit.
1. Receive Email Notification
2. Access the Returned Report
3. Correct the Report
4. Resubmit the Report
Before using the Concur Mobile app, you must first create a mobile PIN as your password to sign in.
Create a Mobile PIN
1. Log into Concur. At the top of the home page click Profile, then click Profile Settings.
2. In Profile Options, click Concur Mobile Registration.
3. Click create a mobile PIN (Figure 1).
4. Create a PIN that is different from your UBIT password, then click Set PIN.
5. Install the Concur Mobile app on your mobile device. For more information, refer to the tip sheet Using the Concur Mobile App.
6. Log into the app using your @buffalo.edu email address as the username, and the mobile PIN you created as the password.
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 was discontinued in December 2018.
1. Create a Mobile PIN
2. Download and Log into the Concur Mobile App
3. Use the Concur Mobile App
After logging into the app, the home screen appears with the main functions (Figure 1):
There are 4 buttons at the bottom of the home screen (Figure 1):
1. Tap Book to make travel reservations.
2. Tap ExpenseIt to open your mobile device’s camera.
3. Tap Create to create a mobile expense and attach receipts.
4. Tap Mileage to enter a personal car mileage expense.
The TripIt app allows you to book your travel and access your travel itinerary on your mobile device. The app will notify you about any flight changes or delays.
Activate your TripIt Pro subscription before you download and install the app.
1. Log into Concur
2. Activate TripIt Pro Subscription
3. Download and Install TripIt Mobile App
1. Update App Settings
2. Use the TripIt Pro Mobile App
Watch videos in UB EDGE following UB policies and guidelines. (UBITName and password required).
Training videos include:
Watch videos, provided by Concur.
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 and review the list to find your department liaisons. For questions about your liaisons, contact your UBO.
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.