Travel and Expense System Tip Sheets and Videos

On this page:

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

Training Sessions

Register to attend a training or hands-on lab session to learn how to use the travel and expense reimbursement system.

Register for a Training Session

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.

Hands-on 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. 

Booking Travel Training Session

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.

Tip Sheets

Review and download tip sheets on how to use the travel and expense reimbursement 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 Travel and Expense System Profile

Set Up Your Travel and Expense System Profile

Upon logging into the travel and expense system for the first time, all individuals must complete and update their profile.

  • Log into Concur.
  • At the top of the home page, click Profile, then click Profile Settings (Figure 1).
  • Click Personal Information to edit your profile.

Downloads

Concur screenshot showing how to access your profile.

Figure 1

Complete and Update Your Profile

  • It is possible your personal information was carried over from a previous system and may be incorrect. Complete and update 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 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.
    • 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 Address — Required

  • Your @buffalo.edu email address is populated in your profile.
  • Verify your email address to:
  • Click Verify. A code will be sent 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 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).

Downloads

Concur home page showing link to sign up and activate e-receipts.

Figure 1

Concur screenshot showing link to activate e-receipts.

Figure 2

Explore the Travel and Expense System Home Page

Explore the Travel and Expense System Home Page

On the home page you have quick access to:

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

Click to enlarge image.  

Log into 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

  • Review alerts as you plan your trips and submit expenses for reimbursement.

4. Company Notes

  • Review important UB specific notices.

5. My Tasks

  • View your outstanding tasks.
  • See how many open requests, reports and available expenses you have.

Get to Know the Travel and Expense System Icons

Get to Know the Travel and Expense System Icons

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

Images of Concur system icons and their meanings.

Click to enlarge image.

Screenshot of Concur system icons and their meanings.

Click to enlarge image.

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 (Figure 1).

Before beginning your 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.

2. Complete the Expense Report Header

  • Complete the required fields marked in red.
  • For more information, refer to the tip sheet Completing the Expense Report Header.
  • When done, click Next.
  • In the Travel Allowances pop-up window, indicate if the report is a travel reimbursement (Figure 2).
    • 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

  • Complete the required fields marked in red (Figure 3):
  • Itinerary Name — will be the same as the Report Name but you can change it here.
  • Selection — choose Per Diem or Actuals for your meals.
  • New Itinerary Stop — enter the departing leg of your trip, then click Save. Enter the returning leg of your trip, then click Save.
  • When done, click Next.
  • On the Available Itineraries screen, review the itinerary you created then click Next (Figure 4).
  • On the Expenses & Adjustments screen, if you chose Per Diem, review the meals you are requesting for reimbursement (Figure 5).
  • Click the checkboxes to exclude a meal from reimbursement.
  • 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, select and enter the appropriate expense types (Figure 6).
  • For each expense, attach receipts or supporting documentation images as needed:
    • Click Attach Receipt or click Available Receipts.
    • Select and attach the appropriate image.
  • After entering your expenses, correct any exceptions that indicate errors on the report.
  • When done, at the top of the report 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.

Figure 1

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

Figure 2

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

Figure 3

Screenshot of Concur showing how to view your available itineraries.

Figure 4

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

Figure 5

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

Figure 6

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 for both travel and non-travel reports.

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

Figure 1

Log into Concur.

1. Create a New Expense Report

  • There are two ways to start a new expense report from the home page:
    • 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 (Figure 1):

  • Report Name — Enter a name for the report (ex: ABC conference)
  • Report Type — Choose Non-Travel or Travel. If using UBF funds, you can create one report for both.
  • Funding Account Source — Choose the correct funding source. This can be changed by cost approver later.
  • Report Purpose  — Choose the purpose of the report.
  • Business Purpose — Enter the business reason for the report.
  • UB Affiliation — This is populated from your Human Resources record.
  • 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. For non-travel, select Did not travel to warning areas.
  • Approver, Funding Source, Entity and Account — These fields are not required. Complete if you know the information, 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 — For non-travel, enter your office 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 you submitted a prior request for this expense, it will appear here. Click on the request and it will populate information on the Report Header.
  • When done, click Next.

Request Airfare Purchased in Advance of a Trip

Request Airfare Purchased in Advance of a Trip

Request reimbursement for airfare purchased in advance of a trip.

1. Create a New Expense Report

  • On the Report Header, complete all required fields marked in red (Figure 1):
    • For Report Type, choose Travel.
    • For Start and End Dates, enter the date you purchased the airfare ticket.
    • For Starting and Destination Addresses, enter your home or office address.
    • For Start and End Times, enter the time you purchased the ticket.
    • 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 a travel reimbursement? click No.

2. Request Airfare Purchased in Advance of a Trip

  • On the Manage Expenses screen, search and select the expense type Airfare.
  • Complete all required fields marked in red:
    • For Transaction Date, input the date you purchased the airfare ticket (Figure 2).
  • Click the button Attach Receipt to upload your airfare receipt and supporting documentation.
  • When done, click Save.

Downloads

How to complete the expense report header.

Figure 1

How to enter airfare expense.

Figure 2

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 (Figure 1).
  • In New Itinerary Stop to the right, complete the required fields marked in red (Figure 2):
    • 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 (Figure 3).
Screenshot of Concur showing where to change the travel allowance selection to per diem or actual meals.

Figure 1

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

Figure 2

Screenshot of Concur showing how to exclude per diem meals.

Figure 3

  • 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 Group Meals

Enter Group Meals

Request reimbursement for group meals with either less than or more than 10 attendees.

1. Create a New Expense Report

  • For more information, refer to the tip sheets Creating a New Expense Report and Completing the Expense Report Header.

2. Enter Group Meal — Less 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):

Screenshot of Concur showing how to enter a group meal with less than 10 attendees.

Figure 1

  • For Transaction Date, input the date the meal occurred.
  • For Report/Trip Purpose, select from the dropdown menu.
  • For Enter Vendor Name, enter the name of the restaurant.
  • For City of Purchase, enter the location of the restaurant and select from the dropdown menu.
  • For Amount, enter the amount you are requesting for reimbursement.
  • For Attendees, you will see your name listed.
  • Click New Attendee to add the other meal attendees. You may also click Advanced Search or Favorites to select your recently used or favorite attendees.
    • In the Add Attendee window, complete the required fields marked in red (Figure 2):
    • For Attendee Type, select from the dropdown menu.
    • For Last Name, enter the attendee’s last name.
    • For First Name, enter the attendee’s first name.
    • For Attendee Title, enter the attendee’s title.
Screenshot of Concur adding an attendee to a group meal with less than 10 attendees.

Figure 2

  • When done, click Save & Add Another to continue adding attendees, or click Save if all attendees have been added.
  •  In the Attendees — Amount section, you will see the total meal amount divided among all attendees (Figure 2).
    • This is a system calculation. As the user entering the expense, you are the one requesting the total meal amount for reimbursement.
  • Click the button Attach Receipt to upload your meal receipt and supporting documentation.
  • When done, click Save.

3. Enter Group Meals — More Than 10 Attendees

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):

Screenshot of Concur entering a group meal with more than 10 attendees.

Figure 3

  • For Transaction Date, input the date the meal occurred.
  • For Report/Trip Purpose, select from the dropdown menu.
  • For Enter Vendor Name, enter the name of the restaurant.
  • For City of Purchase, enter the location of the restaurant and select from the dropdown menu.
  • For Amount, enter the amount you are requesting for reimbursement.
  • For Attendees, click New Attendee. You may also click Advanced Search or Favorites to select your recently used or favorite attendee groups.
    • In the Add Attendee window, complete the required fields marked in red (Figure 4):
    • For Group/Event Name, enter a group or event name for the meal.
    • Click Save & Add Another to enter an additional group name, or click Save if all groups have been added.
  • You will see the group name added to the expense.
    • In the Attendee Count, enter the number of meal attendees (Figure 3).
  • Click the button Attach Receipt to upload your meal receipt and supporting documentation.
  • When done, click Save.
Screenshot of Concur adding a group name to a group meal with more than 10 attendees.

Figure 4

Enter Personal Car Mileage

Enter Personal Car Mileage

Enter your personal car mileage expenses for reimbursement.

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 (Figure 1).
Screenshot of Concur showing where to click the mileage calculator.

Figure 1

4. Use the Mileage Calculator

  • (Refer to Figure 2)
Screenshot of Concur showing how to use the mileage calculator.

Figure 2

  • In the Waypoints fields:
    • In field enter your starting location.
    • In field enter your ending location.
  • Click Calculate Route.
    • If you have multiple locations to input, enter in field C.
  • Check 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 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.

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 (Figure 1).
  • Click Show fixed allowances for [date]  (Figure 1).
  • On the Expenses & Adjustments tab, click the checkboxes to change the per diem meals you want to exclude (Figure 2).
  • When finished, click Update Expenses.
  • Your changes will update the Daily Meal Allowance expenses requested on the report.
Screenshot of Concur showing how to change a per diem meal requested for reimbursement.

Figure 1

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

Figure 2

Attach Receipts and Supporting Documentation

Attach Receipts and Supporting Documentation

How to Upload Receipts and Supporting Documentation

Before uploading images to the travel and expense system, verify your email address in your profile.

  • For more information, refer to the tip sheet Setting Up Your Travel and Expense System Profile.
Black Out Bank Information

Be sure to black out all credit card and account numbers before uploading and attaching receipt and supporting documentation images to an expense report.

Upload paper receipts or supporting documentation one of the following ways:

1. Scan to your computer as PDF files

  • To upload PDFs to the travel and expense system:
    • On the home page click New, then click Upload Receipts.
    • Scroll to the Available Receipts library and click Upload New Receipt (Figure 1).
    • Click Browse to choose the correct image from your computer files.
    • Click Open, then click Upload.

2. Email to receipts@concur.com

  • Use your verified email address.
  • Insert the image in the body of the email and send it to receipts@concur.com (Figure 2).
    • You may insert multiple images, but they will upload as a single file.
  • The images will automatically upload to your Available Receipts library.
Screenshot of Concur showing where to upload receipts to your profile.

Figure 1

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

Figure 2

3. Take pictures using the Concur Mobile app

  • Open the app and click ExpenseIt to take pictures of your paper receipts and supporting documentation.
  • The images will automatically upload to your Available Receipts library.
  • For more information, refer to the tip sheet Using the Concur Mobile 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.

How to Attach Receipts and Supporting Documentation

How to Attach Receipts

Attach a single receipt to an individual expense one of the following ways:

1. Click the Attach Receipt button

  • When adding an expense, click the Attach Receipt button (Figure 3).
  • Click Browse to choose the correct image from your computer files.
  • Click Open, then click Attach. When done, click Save.

2. Click Available Receipts 

  • When adding an expense, click Available Receipts (Figure 3).
  • Choose the correct image, then click the green icon to attach it (Figure 4). When done, click Save.
Screenshot of Concur showing where to click to attach a receipt to an expense.

Figure 3

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

Figure 4

Attach multiple receipts to an individual expense as follows:

1. Click on the expense to select it

2. 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 confirm you want to attach another receipt to the expense (Figure 5).
  • 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.

Figure 5

How to Attach Supporting Documentation

Supporting Documentation Required

It is required to attach supporting documentation to expense reports to show the business purpose for the expenses. Examples include conference or meeting agendas.

Attach supporting documentation to expense reports as follows:

1. Click Receipts

  • At the top of the Manage Expenses screen, click Receipts, then click Attach Receipt Images (Figure 6).

2. Choose the correct image  

  • Click Browse to choose the correct image from your computer files.
  • Click Open, then click Upload
  • You may upload multiple files. The files will attach to the entire expense report, not to an individual expense.
  • When done, click Close.

3. View all attachments on the expense report

  • To view all receipt and supporting documentation images attached to the report, click Receipts, then click View Receipts in new or current window (Figure 6). You may need to refresh your screen to see this option.
Screenshot of Concur showing how to attach supporting documentation to an expense report.

Figure 6

Approve Expense Reports as a Supervisor

Approve Expense Reports as a Supervisor

The supervisor role 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.

1. Receive Email Notification

  • As a supervisor, you will receive email notifications alerting you to review 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 into Concur to 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 into Concur. There are several ways to access reports pending approval from the home page (Figure 1):

  • Click Required Approvals in the Quick Task Bar.
  • Click Required Approvals in My Tasks.
  • Click Approvals in the top menu bar.
Screenshot of Concur approver screen pointing to where to click to access required approvals.

Figure 1

3. Review Pending Approvals

  • Select a report pending approval. Click on the report name 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.
    • Yellow exceptions will appear as informational warnings on the report and may have no action that is required. These will not prevent you from approving the report (Figure 2).
Concur yellow exception error message.

Figure 2

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.
  • For more information, refer to the tip sheet Allocating Expenses as a Cost Approver.

5. Approve, Forward or Return the Report

  • When you are finished reviewing the report, at the top select one of the following options:
    • Send Back to User — Send the report back to the user if it requires correction. As a supervisor you 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.

6. 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 dropdown 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

You may assign a delegate in the travel and expense system, another user who is given permission to work on your behalf.

You can assign 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 into Concur.
  • At the top of the home page, click Profile, then click Profile Settings
  • In Expense Settings, click Expense Delegates (Figure 1).
  • Request and Expense Settings share the same delegates. Adding a delegate to either setting gives them permission to work in both the Request and Expense modules.
  • Click Add. A search bar will appear (Figure 2).
  • Enter the last name of the person you want to assign as your delegate. 
    • Select the correct person when they appear in the list.

2. Assign Delegate Permissions

  • Select the checkboxes to allow the delegate to perform tasks on your behalf (Figure 3):
    • Select Can Prepare and Can View Receipts to allow the delegate to prepare your expense reports and attach your receipts.
    • Select Receives Emails to allow the delegate to be copied on email notifications you receive from the system.
    • When done, click Save.

Downloads

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

Figure 1

Screenshot of Concur pointing to where you add a delegate.

Figure 2

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

Figure 3

3. Assign an Approval Delegate

  • If you are an approver, you can allow a delegate to approve reports on your behalf if they are also an approver (Figure 3):
    • Select Can Approve to allow the delegate to approve expense reports on your behalf. Use the calendar to set the dates for when they can approve on your behalf.
    • Select Can Preview for Approver to allow the delegate to preview the expense reports in your approver queue. They will not have access to approve the reports.
    • Select Receives Approval Emails to allow the delegate to be copied on approval email notifications you receive from the system.
    • When done, click Save.

Create Expense Reports as a Delegate

Create Expense Reports as a Delegate

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

Log into Concur using your credentials. 

1. Begin Delegate Session

  • At the top of the home page, click Profile (Figure 1).
  • In the section Acting as other user, use the dropdown menu to select the person you wish to delegate for (Figure 1).
    • If you are a delegate for more than 10 people, you will have to type their last name in the search bar.
    • If you cannot find a user, you may not be assigned as their delegate.
  • After selecting a user, click Start Session.
  • When the screen refreshes, the Profile button will change to Acting as, followed by your delegator’s name (Figure 2).

Downloads

Screenshot of Concur profile dropdown to start a delegate session.

Figure 1

Screenshot of Concur profile showing an active delegate session with the header marked in green.

Figure 2

2. Create or Modify Expense Report

  • Create or modify expense reports on behalf of your delegator.
  • For more information, refer to the tip sheets Creating a New Expense Report and Completing the Expense Report Header.

3. Notify Delegator to Review the Report

  • As a delegate, you can create and modify expense reports on behalf of your delegator, but you cannot submit their 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 that the expense report is pending their review.
    • A Ready for Review checkmark will appear on the report.

4. Recall a Report — Mark as Not Complete

  • After clicking Notify Employee, the button at the top of the report 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.
  • Your delegator will see the Ready for Review checkmark disappear from their report.
  • When you finish making changes to the report, again 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 of the screen, click the Acting as button.
  • Click done acting for others (Figure 2).
  • When the screen refreshes, your delegate session will end and you will be back to your profile.
  • The Acting as  button will 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.

1. Receive Email Notification

  • As a Cost Approver, you will receive email notifications alerting you to expense reports that have been submitted for your 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 your 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. Before you hit Approve, verify that all expenses on the report are fully allocated, as indicated by the allocation icon (Figure 1).

  • Click on the Report Header to review it for accuracy, completeness and to confirm the account funding source:
    • At the top of the report, click Details, then click Report Header:
    • Confirm that the Funding Source is correct. If not, change it then click Save (Figure 2).
  • 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.
    • Yellow exceptions appear as informational warnings on the report and may have no action that is required. These will not prevent you from approving the report (Figure 3).

4. Allocate All Expenses

  • To allocate a single expense, click on the expense to open it. At the bottom right, click the Allocate button.
  • To allocate multiple expenses, at the top of the report click Details, then click Allocations.
    • At the left, select the checkboxes for all desired expenses, then click Allocate Selected Expenses.
  • Using the Allocate By dropdown, choose to allocate by Percentage or Amount (Figure 4).
    • In the Percentage or Amount field, you can split the expense by typing in a value, or by clicking Add New Allocation. This allows you to allocate the expense to multiple accounts.
  • In the Approver field, type the name of the account approver and select from the dropdown menu.
  • In the Funding Source field, select from the dropdown menu.
  • In the Entity field, select from the dropdown menu.
  • In the Account field, select from the dropdown menu.
  • When finished, at the top right verify that the expense is 100% allocated (Figure 5).
  • Click Save, then click Done.
  • Repeat for each expense until all expenses are fully allocated, as indicated by the allocation icon (Figure 1).
  • To view the allocation for an individual expense, hover over the blue allocation icon (Figure 6).
Fully allocated icon in Concur.

Figure 1

Screenshot of Concur report header.

Figure 2

Screenshot of Concur allocation exception warning.

Figure 3

Screenshot of Concur allocation screen choosing to allocate by percentage or amount.

Figure 4

Screenshot of Concur allocation screen entering fields and confirming full allocation.

Figure 5

Screenshot of Concur reviewing an expense allocation.

Figure 6

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, a Sponsored Projects Services (SPS) Approver must approve the report. 

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 into 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 of the report, click Send Back to User.
  • Yellow exceptions will appear as informational warnings on the report and may have no action that is required. These will not prevent you from approving the report (Figure 1).
  • Review individual expense line items on the report to verify that they are allowable expenses.
  • Hover over the allocation icon (Figure 2). Verify that all expenses 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 SPS Reviewed field, select Yes to indicate that you reviewed the report (Figure 3).
    • In the Federally Funded Account field, select Yes if the account is federally funded, or select No if it is not (Figure 3).
    • When done, click Save.
Concur yellow exception error message.

Figure 1

Concur allocation icon

Figure 2

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

Figure 3

4. Approve or Send Back Report

  • When you are finished reviewing the report, at the top click 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 if the expenses are allowable and fully allocated. Read the Final Confirmationstatement 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 Travel Office processor, correct it per their comments and resubmit.

1. Receive Email Notification

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

2. Access the Returned Report

  • On the home page, click Expense in the top menu bar to view your expense reports.
  • Find the report marked in red header that says Returned (Figure 1).
  • You may see a comment explaining why it was returned (Figure 1).
    • If you do not see a comment, click on the report to continue.
Screenshot of Concur showing an expense report returned for correction by an approver. Arrow pointing to the approver's comment for correction.

Figure 1

3. Correct the Report

  • To view the comments, at the top of the report click Details, then click Comments.
    • You will see the most recent comment at the top of the list.
  • Correct the report per the comment.

4. Resubmit the Report

  • To resubmit the report for approval, at the top click Submit Report.
    • The resubmitted report will route to your supervisor and must go through the entire workflow again.
  • 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 Concur Mobile or ExpenseIt apps, you must first create a mobile PIN as your password to sign in.

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

Figure 1

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 or ExpenseIt apps on your mobile device. For more information, refer to the tip sheets Using the Concur Mobile App and Using the ExpenseIt App.

6. Log into the app using your @buffalo.edu email address as the username, and the mobile PIN you created as the password.

Using the Concur Mobile App

Concur Mobile App Updated

The Concur Mobile app was updated and now includes the same features as the ExpenseIt app.

The ExpenseIt app will be discontinued on Dec. 31, 2018. Start using the Concur Mobile app before the deadline to get familiar with the features.

Verify Concur Mobile App Update

To verify you are using the updated version of the Concur Mobile app:

  • Open the Concur Mobile app
  • At the top left, click to open the menu
  • Click Settings
  • Verify the Version is 9.52 or above

If you are using the correct version but do not see the ExpenseIt features in the Concur Mobile app, you may have to manually turn on ExpenseIt:

  • Open the Concur Mobile app
  • At the top left, click to open the menu
  • Click Settings
  • Turn on the toggle button for ExpenseIt

If you still do not see the ExpenseIt features in the Concur Mobile app, email ubs-travel-expense-support@buffalo.edu for assistance.

Use the Concur Mobile App

The Concur Mobile app complements the desktop site and fully integrates the expense management process. Use the app to make travel reservations, take pictures of your receipts and create expense reports directly from your mobile device.

1. Create a Mobile PIN

  • Before logging into the app, you must first create a mobile PIN as your password to sign in.
  • For more information, refer to the tip sheet Creating a Mobile PIN.

2. Download and Log into the Concur Mobile App

  • Go to your device’s mobile app store to find and 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 have one already. This is required to use the app and protects the safety of your information.
    • Go to your mobile device settings and create a passcode, then relaunch the app.
  • Log into the app with your @buffalo.edu email address as the username and the mobile PIN you created as the password.

3. Use the Concur Mobile App 

  • After logging into the app, the home screen appears with the main functions (Figure 1):
    • 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.
Screenshot of the Concur mobile app main menu options.

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. 

  • Take a new picture of a receipt or upload an image from your camera roll.
  • Receipt images will be analyzed and automatically categorized as an expense.
  • Click the expense to review, edit or move it to an expense report.
  • The expense and receipt image will be uploaded to the Available Expenses library in your profile.

3. Tap Create to create a mobile expense and attach receipts.

  • Saved expenses will upload to the Available Expenses library in your profile.

4. Tap Mileage to enter a personal car mileage expense.

  • Attach the expense to a new or existing expense report.

Using the ExpenseIt Mobile App

Using the ExpenseIt Mobile App

ExpenseIt App Discontinued on Dec. 31, 2018

On Dec. 31, 2018, the ExpenseIt app will be discontinued because its features are now available in the Concur Mobile app. You will still be able to access and export receipt images stored on the app until Jan. 14, 2019.

Learn to use the Concur Mobile app before the deadline to get familiar with the features.

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

1. Create a Mobile PIN

  • Before downloading the app, you must first create a mobile PIN as your password to sign in.
  • For more information, refer to the tip sheet Creating a Mobile PIN.

2. Download and Log into ExpenseIt Mobile App

  • Go to your device’s mobile app store to find and download the ExpenseIt Mobile App.
  • Once installed, open the app on your device.
  • Log into the app with your @buffalo.edu email address as the username and the mobile PIN you created as the password.

3. Use the ExpenseIt Mobile App

  • After logging into the app, at the top left of the home screen, click to update the app settings:
    • Turn on Auto Export if you want the app to automatically export your analyzed receipts to your profile without your review first.
    • Turn on Save receipts to photos to save receipt image captures to your device’s camera roll.
    • Update your push notifications to choose how you want to be notified once the app analyzes your receipts.
  • Explore the app's home screen (Figure 1):
    • The middle of the screen shows your Expense list, which includes any expenses you have not yet exported to your profile. Tap an expense to view or edit it.
  • There are four buttons at the bottom of the home screen (Figure 1):
Screenshot of ExpenseIt mobile app home screen.

Figure 1

1. Tap History to view a list of expenses you have previously exported to your profile.

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 library in your 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 your profile.

Using the TripIt Pro Mobile App

Using the TripIt Pro Mobile App

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.

Activating Your TripIt Pro Subscription

1. Log into Concur

  • After logging in, in the top menu bar, click the App Center tab, then click TripIt (Figure 1).

2. Activate TripIt Pro Subscription

  • If you already have an existing TripIt account, click Sign In to log in (Figure 2).
  • If you do not have an existing TripIt account, create a new one as follows (Figure 2):
    • Enter your @buffalo.edu email address.
    • Create a password that is different from your UBIT password.
    • Click Sign Up.
  • The next screen states that you will receive a verification email from TripIt. Click Continue (Figure 3).
Figure 1 activating and using TripIt

Figure 1

Figure 2 activating and using TripIt

Figure 2

Figure 3 activating and using TripIt

Figure 3

  • Check your inbox for the verification email from TripIt. If you do not see it, check your junk folder.
  • When you receive the email, click the link to activate your TripIt account.

3. Download and Install TripIt Mobile App

  • Go to your device’s mobile app store to find and download the TripIt app.
  • Once installed, open the app on your device.
  • Log into the app. Your username is your @buffalo.edu email address, and your password is the password you created for your TripIt account.

Using the TripIt Pro Mobile App

1. Update App Settings

  • Open the TripIt Pro app. After logging in, at the bottom right click More, then click Settings to update your app settings (Figure 4):
  • Update your Push, Email and SMS Notifications to choose how you want to be notified about upcoming trips.

2. Use the TripIt Pro Mobile App

  • Explore the app’s home screen (Figure 4):
    • The middle of the screen shows your upcoming and past trips. There are several ways to add a trip:
      • Click Add Trip.
      • Forward your travel confirmation emails to plans@tripit.com
      • Click Start Auto Import to automatically import travel confirmations from your email.
  • There are 5 buttons at the bottom of the home screen (Figure 4):
Screenshot of TripIt app main screen.

Figure 4

  1. Tap Trips to view your upcoming trips. For each trip, view the travel itinerary, add activities and review flight details.
  2. Tap Alerts to view travel notifications and alerts such as flight delays, gate changes and baggage pickup.
  3. Tap Unfiled to view travel items that haven’t been associated with a trip.
  4. Tap Profile to update your personal profile, travel documents and travel contacts.
  5. 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.

Videos

Watch 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 videos, provided by Concur.

Getting Started

Booking Travel Arrangements

Using Travel and Expense System Mobile Apps

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.

Download

Getting Help

Travel and Expense System Support

System users are encouraged to follow these steps for help and support:

1. Review Tip Sheets and Videos

  • Review tip sheets and videos for instructions to use the system.

2. Contact Travel and Expense System Support

3. Register for Training

Register to attend a training or hands-on lab session to learn how to use the travel and expense system.

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