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

When you log into the travel and expense system for the first time, you must complete and update your profile.

1. Go to Your 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.
Concur screenshot showing how to access your profile.

Figure 1

2. Complete and Update Your Profile

  • Review your personal information for accuracy and make corrections as needed. Some sections are required while others are optional.
  • Complete the following information in your profile and click Save after each section.

NameRequired

  • Your First and Last Name are pre-populated from your UB Human Resources (HR) record.
  • It is required you add your Middle Name or check the box No Middle Name.
  • If your name is incorrect, email ubs-travel-expense-support@buffalo.edu.

Company InformationPre-Populated

Work AddressOptional

Home AddressRequired

  • Enter or verify your home address. Update as needed.

Contact InformationRequired

  • Enter your Work Phone and Home Phone numbers.
  • If you do not have a home phone, enter your cell phone number instead.
  • Register Mobile DevicesRecommended
    Register your mobile devices to receive text message alerts about flight delays, cancellations and potential risks in your travel area. To register a mobile device:
    • Click Add a new device.
    • Enter a Device Name and select the Device Type.
    • Choose the correct country code from the dropdown and enter your Mobile Phone Number.
    • Check the boxes Primary Mobile Phone and I agree.
    • Click OK, then click Save.

Email Addresses — Required

  • Your @buffalo.edu email address is pre-populated in your profile. It is required to verify your email address to:
  • To verify your email address:
    • 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.

Emergency ContactOptional

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

Travel PreferencesRecommended for frequent travelers

  • Enter air, hotel and car rental preferences.
  • If you participate in frequent-traveler or advantage programs, click Add a Program.
  • TSA Secure FlightRequired
    • 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 VisasRecommended for frequent travelers

Assistants and Travel ArrangersOptional

  • Click Add an assistant to add assistants and travel arrangers who will have access to perform travel functions on your behalf.

Credit CardsOptional

  • Click Add a Credit Card to your profile 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).

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

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 CarHotel or Taxi (Figure 2).

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

Figure 1

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.

2. Complete the Expense Report Header

  • Complete the required fields marked in red.
  • For more information, refer to the tip sheet Complete 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.
Screenshot of Concur showing the travel allowances window on an expense report. Indicate if it is a travel reimbursement or not.

Figure 2

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

Figure 3

  • On the Available Itineraries screen, review the itinerary you created, then click Next (Figure 4).
Screenshot of Concur showing how to view your available itineraries.

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

Figure 5

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

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.

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.

1. Create a New Expense Report

  • Log into Concur.
  • 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):

Screenshot of Concur showing the expense report header and 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.
  • ApproverFunding SourceEntity 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):

How to complete the expense report header.

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 about the report header, refer to the tip sheet Complete 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 (Figure 2):
How to enter airfare expense.

Figure 2

  • For Transaction Date, input the date you purchased the airfare ticket.
  • Click the button Attach Receipt to upload your airfare receipt and supporting documentation.
  • When done, click Save.

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

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

2. Create a Multiple Trip Itinerary

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).

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

Figure 1

Best Practice: Only Include Cities You Lodged In

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):

  • First, enter the departing leg of your trip (example: Buffalo to Albany), then click Save.
  • Then, enter the next leg of your trip (example: Albany to Syracuse), then click Save.
    • Repeat as needed for each additional leg of travel.
  • Finally, enter the returning leg of your trip (example: Syracuse to Buffalo), then click Save.
  • When finished, click Next.
Screenshot of Concur showing how to enter a multiple trip itinerary.

Figure 2

On the Available Itineraries screen, review the itinerary you just created (Figure 3).

  • Verify that the itinerary includes all legs of your trip.
  • When finished, click Next.
Figure 3 create multiple trip itinerary

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).

  • The meal Allowance will recalculate based on the meals you excluded.
  • When finished, click Create Expenses.
Screenshot of Concur showing how to exclude per diem meals.

Figure 4

  • If you chose per diem as the meal selection, meal 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.

Create a New Expense Report

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):
Screenshot of Concur adding an attendee to a group meal with less than 10 attendees.

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.
  • 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 1).
    • 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.

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):
Screenshot of Concur adding a group name to a group meal with more than 10 attendees.

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.

Enter Personal Car Mileage

Enter Personal Car Mileage

Enter your personal car mileage expenses for reimbursement.

1. Create 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 dates 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 Complete the Expense Report Header
  • When finished, click Next.
  • In the pop up window asking Is this is a travel reimbursement?:
    • Click Yes if your report meets travel status for per diem meals, 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.
      • On the Travel Allowances for Report window, complete the required fields marked in red for your travel itinerary, then click Next.
    • Click No if your report does not meet travel status for per diem meals.

3. Enter Personal Car Mileage Expense

  • Click New Expense to add your mileage expense to the report.
    • Search and select Personal Car Mileage.
  • Complete the required fields marked in red (Figure 1):
Screenshot of Concur showing where to click the mileage calculator.

Figure 1

  • 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 or Purpose — this is prepopulated from the report header.
  • Purpose of the Trip — enter the reason for the 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 — enter the total distance in miles you traveled.
    • If your report is for mileage from multiple days, attach a mileage log to your expense report as supporting documentation.
  • Mileage Calculator — use to determine the total distance in miles you traveled for one or two trips (refer to Figure 2).
Best Practice: Deduct Your Commute

When using the mileage calculator, check the box Deduct Commute to exclude it from reimbursement.

Screenshot of Concur showing how to use the mileage calculator.

Figure 2

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

4. Attach Receipts or Supporting Documentation

5. Enter Additional Expenses

  • Add other expenses to your report to complete it.

6. Submit Report

  • When finished, click Submit Report, then click Accept & Submit.

Change a Per Diem Meal Allowance

Change a Per Diem Meal Allowance

You can edit the per diem meal allowance requested for reimbursement on an expense report.

1. Go to Your Expense Report

  • On the 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]  (Figure 1).
Screenshot of Concur showing how to change a per diem meal requested for reimbursement.

Figure 1

  • On the Expenses & Adjustments tab, click the checkboxes to change the per diem meals you want to exclude (Figure 2).
Screenshot of Concur showing where to update the per diem meals requested for reimbursement.

Figure 2

  • 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

Attach required receipts and supporting documentation to expense reports submitted for reimbursement in the travel and expense system. 

Upload Receipts and Supporting Documentation

1. Verify Your Email

Black Out Your Bank Information

Black out all credit card and account numbers before uploading and attaching receipts and supporting documentation.

2. Upload Receipts and Supporting Documentation

Upload paper images to the system one of the following ways:

Scan to Your Computer as PDFs

After scanning, upload PDFs to the 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 an image from your computer files.
  • Click Open, then click Upload.
Screenshot of Concur showing where to upload receipts to your profile.

Figure 1

Email to receipts@concur.com

  • Use your Concur 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 showing how to send an email to receipts@concur.com

Figure 2

Take Pictures Using 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

Receive E-Receipts From 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 Activate E-Receipts

Attach Receipts and Supporting Documentation

How to Attach a Receipt

There are two ways to attach a receipt to an individual expense:

1. Click the Attach Receipt Button

  • When adding an expense, click the Attach Receipt button (Figure 3).
  • Click Browse to choose an 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.

Figure 3

2. Click Available Receipts

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

Figure 4

How to Attach Multiple Receipts

1. Click the expense to select it.

2. Attach another receipt:

  • 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.

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.

1. Click Receipts

  • At the top of the Manage Expenses screen, click Receipts, then click Attach Receipt Images (Figure 6).
Screenshot of Concur showing how to attach supporting documentation to an expense report.

Figure 6

2. Select and Upload Image

  • Click Browse to choose an 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 Report

  • To view all 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.

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. Supervisors are responsible for reviewing and approving employee expense reports and can:

  • Add comments.
  • Approve or return expense reports.
  • Insert an additional approver in the workflow.

1. Receive Email Notification

  • Supervisors receive email notifications when expense reports are submitted for their approval, and have 13 days to take action on an expense report before it is returned to the user.
  • Click the link in the email to log into Concur to approve the report.

2. Go to Required Approvals

There are several ways to go to your required approvals 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 Reports Pending Approval

  • 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.
  • 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 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. If You Are Also the Cost Approver, Allocate the Expenses

  • 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 Allocate Expenses as a Cost Approver

5. Approve, Forward or Return the Report

When you are finished reviewing the report, at the top choose 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 comment field, provide 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 and allocated the funds.
    • Click Approve. Read the Final Confirmation statement and click to Accept or Decline.
  • Approve & Forward — If you are not the cost approver, approve and forward the report.
    • You must forward the report to the correct cost approver so they can allocate the expenses.
    • In the 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 click 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 authorized to complete 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).
Screenshot of Concur profile pointing to Expense Delegates where you can click to assign a delegate.

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.
Screenshot of Concur pointing to where you add a delegate.

Figure 2

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.
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.

1. Log into Concur

Log into Concur using your credentials. 

2. Start Delegate Session

  • At the top of the home page, click Profile.
  • 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 (Figure 1).
  • When the screen refreshes, the Profile button will change to Acting as, followed by your delegator’s name.
Screenshot of Concur profile dropdown to start a delegate session.

Figure 1

3. Create or Modify Expense Report

4. Notify Delegator to Review 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.
    • Ready for Review checkmark will appear on the report.

5. 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.
  • 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.

6. 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.
Screenshot of Concur profile showing an active delegate session with the header marked in green.

Figure 2

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

  • Cost approvers receive email notifications when expense reports are submitted for their approval, and have 13 days to take action on a report before it is returned to the user.
  • Click the link in the email to log into Concur to allocate and approve the report.

2. Go to Required Approvals

There are several ways to go to 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 Reports Pending Approval

Verify Expenses are Fully Allocated

Before you click Approve on a report, verify that all expenses are fully allocated.

  • Select a report pending approval. Click on the report name to open it.
  • Review the report header and 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 1).
Screenshot of Concur report header.

Figure 1

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 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).
Screenshot of Concur allocation exception warning.

Figure 2

4. Allocate All Expenses

  • To allocate a single expense, click on the expense to open it, then click the Allocate button.
  • To allocate multiple expenses, at the top of the report click Details, then click Allocations.
    • 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 3).
    • 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.
Screenshot of Concur allocation screen choosing to allocate by percentage or amount.

Figure 3

  • In the Approver field, type the last name of the account approver and select it 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, verify that the expense is 100% allocated (Figure 4).
Screenshot of Concur allocation screen entering fields and confirming full allocation.

Figure 4

  • Click Save, then click Done.
  • Repeat for each expense until all expenses are fully allocated.

5. Verify Expenses Are Fully Allocated

  • When finished, verify that all expenses are fully allocated:
  • At the top of the report, click Details, then click Allocations.
  • Click the Summary button.
  • On the Allocation Summary, verify that the Approver, Funding Source, Entity and Account fields are complete for all expenses (Figure 5).
Screenshot of Concur allocation summary.

Figure 5

6. Approve, Forward or Return Report

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

  • Send Back to User — send the report back to the user if it requires correction. As a cost approver, you cannot modify expense reports. In the comment field, provide a clear explanation of the problem, then click OK.
  • Approve — approve the report for reimbursement if it has been completed correctly and if all expenses are fully allocated. Read the Final Confirmation statement and click to Accept or Decline.
  • Approve & Forward — approve and forward the report to another cost approver if it requires additional allocation. In the search bar, enter the additional cost approver’s Last Name or Email Address. Select their name and enter a comment. Click Approve & Forward. Read the Final Confirmation statement and click to Accept or Decline.

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

  • SPS approvers will receive email notifications when expense reports are submitted for their approval.
  • Click the link in the email to log into Concur to review and approve the report.

2. Go to Required Approvals

There are several ways to go to your required approvals from the home page:

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

3. Review Reports Pending Approval

  • Select a report pending approval. Click on the report name to open it.
  • Review exceptions for errors on the report:
  • If an issue needs to be corrected by the user, at the top 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 1).
Concur yellow exception error message.

Figure 1

  • Verify all expenses are fully allocated:
    • At the top of the report, click Details, then click Allocations. Click the Summary button.
    • On the Allocation Summary, verify that the account information is complete for all expenses.
  • Review the report header 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 2).
    • In the Federally Funded Account field, select Yes to indicate that it is a federally funded account, or select No if it is not (Figure 2).
    • When done, click Save.
Screenshot of Concur showing the report header fields that an SPS approver must complete.

Figure 2

4. Approve or Return Report

  • When you are finished reviewing the report, at the top choose one of the following options:
    • Send Back to User — send the report back to the user if it requires correction. In the comment field, provide a clear explanation of the problem.     
    • Approve — approve the report 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 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 app, 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 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.

Using the Concur Mobile App

Using 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, 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

  • 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 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.

Activate 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.

Use 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

UB EDGE 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

Concur Videos

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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