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 for step-by-step instructions to use the travel and expense reimbursement system.

In This Section

Getting Started

Get started using the travel and expense system.

Guide for Travelers and Non-Travelers

Getting Started Guide for Travelers and Non-Travelers

Travelers and non-travelers can follow this guide to learn about their role and to get started using the travel and expense system. 

Traveler Role

Travelers are individuals who travel on behalf of UB. They can request, book and submit their business travel expenses for reimbursement in the travel and expense system.

  • The travel and expense system is the preferred method for making business travel arrangements as there are no service fees charged for bookings.  

Non-Traveler Role

Non-travelers are individuals who have business non-travel expenses for reimbursement. They will submit their business non-travel expenses for reimbursement in the system.

Getting Started Steps

Travelers and non-travelers should complete the following steps to get started using the travel and expense system.

1. Review System Roles

Each person in your department has a specific role in the system. Your department cannot successfully submit expense reports without the participation of each role. Review the system roles to see how they work together.

2. Learn About System Modules

Learn about the three modules in the travel and expense system that you will use to complete your work.

3. Watch Training Videos

For an overview of the system, log into UB EDGE and watch the training videos. 

4. Set Up Your Profile

To set up your profile, log into the travel and expense reimbursement system Concur and go to your Profile Settings

5. Review Training Resources

Review tip sheets and videos for step-by-step instructions to use the system.

6. Register for Training

Register for a training or hands-on lab session to learn how to use the system.

7. Contact Business Services Customer Support

Guide for Supervisors and Cost Approvers

Getting Started Guide for Supervisors and Cost Approvers

Supervisors and cost approvers can follow this guide to learn about their role and how to get started using the travel and expense reimbursement system Concur.

Supervisor Role

The supervisor role in the travel and expense system is assigned to individuals officially designated as time and attendance supervisors. Supervisors are responsible for reviewing and approving employee expense reports submitted for reimbursement in the system.

Cost Approver Role

The cost approver role in the travel and expense system is assigned to individuals officially designated as authorized signatories on accounts. Cost approvers are responsible for allocating expenses to the correct accounts and approving reports in the system.

Getting Started Steps

Supervisors and cost approvers should complete the following steps to get started using the travel and expense system.

1. Review System Roles

Each person in your department has a specific role in the system. Your department cannot successfully submit expense reports without the participation of each role. Review the system roles to see how they work together.

2. Learn About System Modules

Learn about the three modules in the travel and expense system that you will use to complete your work.

3. Watch Training Videos

For an overview of the system, log into UB EDGE and watch the training videos. 

4. Review Training Resources

Review tip sheets and videos for step-by-step instructions to use the system.

5. Register for Training

Register for a training or hands-on lab session to learn how to use the system.

6. Contact Business Services Customer Support

Set Up Your Travel and Expense System Profile

Set Up Your Travel and Expense System Profile

When you log in to the travel and expense system (Concur) for the first time, you must complete and update your profile.

1. Go to Your Profile

  • Log in to 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.

NamePre-Populated

  • 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 any part of your name is incorrect, email ubs-travel-expense-support@buffalo.edu.

Company InformationPre-Populated

Work AddressOptional

  • It is optional to enter your work address.

Home AddressRequired

  • Although the fields are not required, be sure to verify your home address and update as needed.

Contact InformationRequired

  • It is requried to 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
    It is recommended to 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.
    • Click the checkboxes 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. Although it is not marked as required, you must verify your email address so you can:
  • Click Verify to verify your email address (Figure 2):
Click Verify to verify your email address.

Figure 2

  • 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 into the Enter Code box, then click OK.

Emergency Contact — Optional

  • It is optional to enter your emergency contact's information.
  • If their address is different from yours, uncheck the box Address same as employee.

Travel Preferences — Recommended

  • If you are a frequent traveler, it is recommened to enter your air, hotel and car rental preferences.
    • However, entering travel preferences may limit your results when you search for travel reservations inTrip Search.
  • If you participate in Frequent-Traveler or Advantage Programs, click Add a Program.
  • TSA Secure Flight  Required
    • It is required to enter your Gender and Date of Birth even if you do not plan on traveling.
    • Enter your TSA pre-check number if you have one.
  • International Travel: Passport and Visas  Recommended
    • If you are a frequent traveler, it is recommended to enter your international travel information.

Assistants and Travel Arrangers — Optional

  • This is optional. Click Add an assistant to add assistants and travel arrangers who will be given access to perform travel functions on your behalf.

Credit Cards — Optional

  • This is optional. Click Add a Credit Card  to add a credit to your profile that you can use to purchase travel reservations.

Activate E-Receipts

Activate E-Receipts

Activate e-receipts so participating suppliers can send electronic receipt images directly to your profile in the system.

1. Click to Sign Up

On the home page in the Alerts section, click Sign up here (Figure 1).

On the home page in the Alerts section, click Sign up here.

Figure 1

2. Activate E-Receipts

  • Click E-Receipt Activation (Figure 2).
Click E-Receipt Activation.

Figure 2

  • Review the E-Receipt Activation and Use Agreement and click I Accept.
  • E-Receipts are now enabled for your account.

3. View Sample E-Receipts

To view sample e-receipts, click CarHotel or Taxi (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 a request or expense report.
  • Upload a receipt or supporting documentation.
  • Review alerts, requests and expense reports.

Refer to Figure 1. The numbers in red correspond to the following numbered descriptions.

Concur home page.

Figure 1

1. Quick Task Bar

  • Provides quick access to start a request or expense report, and to upload receipts or supporting documentation.
  • Click each open task and work to complete it.

2. Trip Search

  • Use the optional Trip Search booking tool to make your business travel reservations.
  • Trip Search is contracted through The Travel Team Inc., and there are no service fees charged for bookings.

3. Alerts

  • Review important alerts as you book travel reservations and submit expenses for reimbursement.

4. Company Notes

  • Review important UB specific notices.

5. My Tasks

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

Get to Know the Travel and Expense System Icons

Get to Know the Travel and Expense System Icons

Icons appear in the travel and expense system to alert you to an action.

View the icons to learn their meanings (Figures 1 and 2).

Concur system icons.

Figure 1

Concur system icons.

Figure 2

Expense Module

Use the Expense module to submit your business travel and non-travel expenses for reimbursement.

Create a New Expense Report

Create a New Expense Report

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

1. Create a New Expense Report

  • Log in to Concur.
  • Before starting the expense report, upload all receipt and supporting documentation images to the system.
  • On the home page, there are two ways to start a new expense report (Figure 1):
  1. In the top menu bar, click Expense, then click Create New Report.
  2. In the Quick Task bar click New, then click Start a Report.
Screenshot of Concur showing where to create a new expense report on the home page.

Figure 1

2. Complete the Expense Report Header

  • Complete the required fields in red.
  • 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 a travel reimbursement?:
    • Click No for non-travel reimbursements.
    • Click Yes for travel or mileage reimbursements.

3. For Travel Reimbursements, Create New Itinerary

If the report is a travel reimbursement, on the Create New Itinerary screen complete the required fields in red (Figure 2):

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

Figure 2

  • Itinerary Name — this is the same as the Report Name, but you can change it for your itinerary.
  • Selection — choose Per Diem or Actuals depending on the meals you’re requesting for reimbursement.
  • New Itinerary Stop — enter your travel itinerary.
    • First, enter the departing leg of your trip. 
      • Enter the Departure CityDate and Time, and the Arrival CityDate and Time on the same day. Click Save.
    • Next, enter the returning leg of your trip. 
      • Enter the Departure CityDate and Time, and the Arrival CityDate and Time on the same day. Click Save.
  • Repeat as needed to record all legs of your trip.
  • When finished, click Next.
  • On the Available Itineraries screen, review the itinerary you created, then click Next (Figure 3).
Screenshot of Concur showing how to view your available itineraries.

Figure 3

  • On the Expenses and Adjustments screen, if you chose Per Diem as the meal selection, review the meals you wish to submit for reimbursement (Figure 4).
Screenshot of Concur showing the expenses and adjustments to make to a travel itinerary.

Figure 4

  • Click the checkboxes to exclude meals from reimbursement following the 7:00 a.m. to 7:00 p.m. travel guideline, and to exclude meals that were provided.
  • The Allowance will recalculate based on the meals you excluded.
  • When finished, click Create Expenses.
  • If you chose Per Diem as the meal selection, the meals you claimed will appear on your report as Daily Meal Allowances.

4. Add Expenses to Report

  • For both travel and non-travel reimbursements, add your expenses to the report.
    • Click New Expense. Search and select the appropriate expense types (Figure 5).
Screenshot of Concur showing where to enter new expenses on an expense report.

Figure 5

  • For each expense, complete the required fields in red and attach the required receipts. Also be sure to attach supporting documentation.
  • After entering all expenses, view any exceptions that indicate errors on the report and correct them.
  • When finished, at the top of the report click Submit Report.

Complete the Expense Report Header

Complete the Expense Report Header

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

1. Create a New Expense Report

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

  1. In the top menu bar, click Expense.
  2. In the Quick Task bar click New, then click Start a Report.
Click Expense or New to create a new expense report.

Figure 1

2. Complete the Expense Report Header

The report header is the title page of your expense report. Complete all required fields in red for both travel and non-travel expense reimbursements (Figure 2):

On the expense report header, complete all required fields in red for both travel and non-travel expense reimbursements.

Figure 2

  • Report Name — enter a name for the report (example: ABC conference.)
  • Report Type — use the dropdown menu to select the correct report type:
    • Select Non-Travel for non-travel expenses.
    • Select Pre-Paid Airfare Only to submit pre-paid airfare for reimbursement.
    • Select Travel for travel expenses.
    • Select UBF funding can use one report for both if you are being reimbursed with UBF funds and have both travel and non-travel expenses. 
  • Funding Account Source — to the best of your knowledge, use the dropdown menu to select the funding source that will be used to reimburse the expenses on the report. This can be changed by the cost approver later.
  • Report Purpose  — use the dropdown menu to select the purpose of the report.
  • Business Purpose — enter a description explaining the business reason of the report.
  • UB Affiliation — this is populated from your Human Resources record.
  • Start Date and End Date — enter the start and end dates of the report. For travel reimbursements, enter the dates of your trip. For non-travel reimbursements, enter the date of purchase.
  • ApproverFunding SourceEntity and Account — these fields are optional. Complete if you know the cost approver and account information, or leave these fields blank.
  • Start Time and End Time — use the dropdown menus to select the start and end times. For travel reimbursements, select the times of your trip. For non-travel reimbursements, select the time of purchase.
  • Comment — this field is optional. If necessary, enter additional information about the business purpose or notes about the report.
  • Starting Address — use the dropdown menu to select your starting address. For travel reimbursements, choose Home or Official Station (your work location.) For non-travel reimbursements, choose Non-Travel.
  • Expense Destination Address — enter the street and city of the destination address. For non-travel reimbursements, enter your work address. 
  • Expense Destination State – use the dropdown menu to select the destination state. For non-travel reimbursements, select the state of your work location.
  • Expense Destination Zip – enter the destination zip code. For non-travel reimbursements, enter the zip code of your work location.
  • Requests — if you submitted a prior request for this expense report, you will see it listed. Click on the request to select it then click Add and it will populate information on the report header.
  • When finished, click Next.

Submit Reimbursement for Prepaid Airfare

Submit Reimbursement for Prepaid Airfare

You can submit a reimbursement request for your prepaid airfare expenses purchased in advance of a trip. However, first be sure to confirm with your department that this is allowed.

1. Create a New Expense Report

On the report header, complete all required fields in red:

  • For Report Type, choose Prepaid Airfare Only.
  • 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 airfare ticket.
  • For more information, refer to the tip sheet Complete the Expense Report Header.
  • When finished, click Next.
  • In the pop up window, Is this a travel reimbursement? click No:
    • While airfare is a travel expense, click No to skip creating a travel itinerary. You will do this on a new expense report when you return from your trip.

2. Submit Reimbursement for Prepaid Airfare

To submit reimbursement for prepaid airfare, search and select the expense type Airfare. Complete the required fields in red:

  • For Transaction Date, enter the date you purchased the airfare ticket.
  • For Report/Trip Purpose, select a reason.
  • For Vendor, select a vendor from the dropdown menu or type it in the field.
  • For Airline Travel Service Code, select from the dropdown menu.
  • For Amount, enter the amount you are submitting for reimbursement.
  • Click the Attach Receipt button to upload your receipt. 
  • When finished, click Save.
  • Also be sure to attach your airfare itinerary and purpose of travel documentation (agenda, conference material) as supporting documentation to confirm the dates and times of your trip.
    • Click Receipts, then click Attach Receipt Images.
    • Click Browse to select the files, then click Upload.

3. After Your Trip, Create a New Expense Report for Remaining Expenses

  • After your trip, create a new expense report to submit your remaining allowable travel expenses for reimbursement.
    • On the report header in the Comment field, be sure to state that your prepaid airfare was already reimbursed on another report.

Create a Multiple Trip Itinerary

Create a Multiple Trip Itinerary

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

1. Create a New Expense Report

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

  • In the top menu bar, click Expense, then click Create New Report.
  • In the Quick Task bar click New, then click Start a Report.

On the report header, complete the required fields in red:

  • For more information, refer to the tip sheet Complete the Expense Report Header.
  • When finished, click Next.
  • In the pop up window Is this a travel reimbursement?, click Yes.

2. Create a Multiple Trip Itinerary

Create New Itinerary

On the Create New Itinerary screen, change the Selection to Actuals or Per Diem depending on the meals you are submitting for reimbursement (Figure 1).

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

Figure 1

Only Enter Cities You Lodged In

On your travel itinerary, only enter the cities you lodged in. If you had flight layovers, do not enter those cities.

In the New Itinerary Stop section, complete the required fields in red to record all legs of your trip (Figure 2):

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

Figure 2

  • First, enter the departing leg of your trip (example: Buffalo to Albany) and click Save.
  • Then, enter the next leg of your trip (example: Albany to Syracuse) and click Save.
  • Repeat as needed to enter additional legs of your trip.
  • Finally, enter the returning leg of your trip (example: Syracuse to Buffalo) and click Save.
  • When finished, click Next.

Review Available Itineraries

On the Available Itineraries screen, review the itinerary you created then click Next (Figure 3).

Figure 3 create multiple trip itinerary.

Figure 3

For Per Diem, Edit Expenses and Adjustments

If you chose Per Diem as the meal selection, on the Expenses and Adjustments screen click the checkboxes to exclude meals from reimbursement following the 7:00 a.m. — 7:00 p.m. travel guideline and to exclude meals that were provided (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, the 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

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

Create New Expense Report

For detailed instructions, refer to the tip sheets Create a New Expense Report and Complete the Expense Report Header.

Enter Group Meal — Less Than 10 Attendees

To submit reimbursement for a group meal with less than 10 attendees, select the expense type Group Meals/Entertainment <10 Attendees and complete the required fields in red (Figure 1):

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

Figure 1

  • For Transaction Date, enter the date you purchased the meal.
  • For Report/Trip Purpose, select from the dropdown menu.
  • For Enter Vendor Name, enter the restaurant name.
  • For City of Purchase, enter the restaurant location and select from the dropdown menu.
  • For Amount, enter the amount you are submitting 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 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 finished, click Save & Add Another to continue adding attendees, or click Save if all attendees have been added.
  • In the Attendees section, you will see the total meal Amount divided among all attendees (Figure 1).
    • This is a system calculation. Since you are entering the expense report, you are submitting the total meal amount for reimbursement.
  • Click the Attach Receipt button to attach your meal receipt and supporting documentation.
  • When finished, click Save.

Enter Group Meals — More Than 10 Attendees

To submit reimbursement for a group meal with more than 10 attendees, select the expense type Group Meals/Entertainment +10 Attendees and complete the required fields in red (Figure 3):

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

Figure 3

  • For Transaction Date, enter the date you purchased the meal.
  • For Report/Trip Purpose, select from the dropdown menu.
  • For Enter Vendor Name, enter the restaurant name.
  • For City of Purchase, enter the restaurant location and select from the dropdown menu.
  • For Amount, enter the amount you are submitting 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 in red to enter a group or event name (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.
  • In the Attendees section, you will see the group name added to the expense.
  • In the Attendee Count, enter the total number of meal attendees (Figure 3).
  • Click the Attach Receipt button to attach your meal receipt and supporting documentation.
  • When finished, click Save.

Enter Personal Car Mileage

Enter Personal Car Mileage

Submit your allowable personal car mileage expenses for reimbursement.

1. Create a New Expense Report

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

  1. In the top menu bar, click Expense, then click Create New Report.
  2. In the Quick Task bar click New, then click Start a Report.

2. Complete the Report Header

On the expense report header, complete the required fields in red:

  • For Report Type, choose Travel.
  • For Start and End Dates, enter the dates you incurred the mileage 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 Is this is a travel reimbursement?:
    • Click Yes 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.
      • On the Travel Allowances for Report window, create a travel itinerary for your trip.
    • Click No If your report does not meet travel status for per diem.

3. Enter Personal Car Mileage Expense

  • Click New Expense. Search and select Personal Car Mileage.
  • Complete the required fields 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 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 of your starting and ending locations.
      • If your report is for mileage from multiple days, enter the locations on 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 (Figure 1).
Screenshot of Concur showing how to use the mileage calculator.

Figure 1

Deduct Your Commute

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

  • 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 and Supporting Documentation

Change a Per Diem Meal Allowance

Change a Per Diem Meal Allowance

You can change the per diem meal allowances you are submitting for reimbursement.

1. Open Expense Report

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

2. Change a Per Diem Meal Allowance

  • Click on 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 and Adjustments screen, click the checkboxes to change the per diem meals you are submitting for reimbursement (Figure 2).
    • Click the checkboxes to exclude meals following the 7:00 a.m. – 7:00 p.m. travel guideline and to exclude meals that were provided.
Screenshot of Concur showing where to update the per diem meals requested for reimbursement.

Figure 2

  • When finished, click Update Expenses.
  • The Daily Meal Allowance expenses on the report will update to reflect your changes.

Attach Receipts and Supporting Documentation

Attach Receipts and Supporting Documentation

Upload and attach required receipts and supporting documentation to your expense reports.

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 as PDFs, upload 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).
Screenshot of Concur showing where to upload receipts to your profile.

Figure 1

  • Click Browse to choose an image from your computer files.
  • Click Open, then click Upload.

Email to receipts@concur.com

  • Use the email address verified in your profile.
  • Insert the image in the body of the email and send it to receipts@concur.com (Figure 2).
Screenshot showing how to send an email to receipts@concur.com.

Figure 2

  • You may insert multiple images, but they will upload as a single file.
  • It may take several minutes for the images to appear in your Available Receipts library.

Take Pictures Using Concur Mobile App

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

Receive E-Receipts From Suppliers

  • Activate e-receipts to allow participating suppliers to send electronic receipt images directly to your profile.
  • 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

  • Click the Attach Receipt button (Figure 3):
    • Click Browse to choose an image from your computer files.
    • Click Open, then click Attach
    • When finished, click Save.
Screenshot of Concur showing where to click to attach a receipt to an expense.

Figure 3

2. Click Available Receipts

  • Click Available Receipts (Figure 3).
  • Choose an image, then click the green icon to attach it (Figure 4). 
  • When finished, 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 finished, click Save.
Screenshot of Concur message to attach an additional receipt image.

Figure 5

3. Repeat for each additional receipt you add to the expense.

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 report, 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 finished, 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 in the system and can:

  • Make comments on reports
  • Approve or return expense reports
  • Forward expense reports to an additional approver

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 in to 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 Expenses

5. Approve, Forward 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. Supervisors cannot modify expense reports.
    • In the comment field, provide a clear explanation of the problem then click OK.
  • Approve — approve the report if you are the cost approver and allocated the expenses.
    • Click Approve. Read the Final Confirmation statement and click to Accept or Decline.
  • Approve and Forward — if you are not the cost approver, approve and forward the report to the correct cost approver so they can allocate the expenses.
    • In the search bar, enter the cost approver’s Last Name or Email Address.
    • Select their name and enter a comment. Click Approve and Forward.
    • Read the Final Confirmation statement and click to Accept or Decline.

6. View Previously Approved Reports

  • 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 want to view.
    • You may also search for a specific report by Report NameEmployee 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. However, first be sure to confirm with your department that this is allowed. In the system you can assign a delegate permission to:

  • Prepare your expense reports.
  • View your receipts.
  • Receive copies of your email notifications from the system.
  • Preview expense reports pending your approval on your behalf if you are both approvers.
  • Approve expense reports on your behalf if you are both approvers.

1. Add Your Delegates

  • At the top of the home page, click Profile, then click Profile Settings
  • In the left navigation in Expense Settings, click Expense Delegates (Figure 1).
Figure 1 of 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 and a search bar will appear.
  • Enter the last name of the person you want to assign as your delegate. 
  • Select the person when they appear in the list.

2. Assign a Preparer Delegate

Assign a preparer delegate permission to prepare expense reports on your behalf. Click the checkboxes to assign their permissions (Figure 3).

Figure 2 of assign a delegate.

Figure 2

  • Click Can Prepare to allow the delegate to prepare your expense reports.
  • Click Can View Receipts to allow the delegate to view and attach your receipts.
  • Click Receives Emails to allow the delegate to be copied on email notifications you receive from the system.
  • When finished, click Save.

3. Assign an Approval Delegate

Assign an approval delegate permission to preview or approve expense reports pending your approval on your behalf. You and the delegate must both be approvers. Note that assigning an approval delegate permission to approve reports on your behalf can only occur while you are on a leave of absence. Click the checkboxes to assign their permissions (Figure 4).

Figure 3 of assign a delegate.

Figure 3

  • Click Can Approve to allow the delegate to approve expense reports on your behalf. This can only be assigned while you are on a leave of absence. Instead, use the option Can Approve Temporary and set the timeframe for your leave of absence during which the delegate can approve reports on your behalf.
  • Click Can Approve Temporary to allow the delegate to approve expense reports on your behalf during a specified timeframe. This can only be assigned while you are on a leave of absence. Use the calendar to set the dates for when they can approve on your behalf.
  • Click Can Preview for Approver to allow the delegate to preview the expense reports in your approval queue. They can review reports pending your approval and mark them ready for your review, but they cannot approve the reports.
  • Click Receives Approval Emails to allow the delegate to be copied on approval email notifications you receive from the system.
  • When finished, click Save.

Create Expense Reports as a Delegate

Create Expense Reports as a Delegate

When delegating on behalf of another user in the system, you can create or modify their expense reports.

1. Log in to Concur

Log in to Concur using your credentials. 

2. Start Delegate Session

  • At the top of the home page, click Profile.
  • In the Acting as other user section, use the dropdown menu to select the person you wish to delegate for (Figure 1).
Screenshot of Concur profile dropdown to start a delegate session.

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.
  • For more information, refer to the tip sheet Assign a Delegate.
  • After selecting a user, click Start Session.

3. Create or Modify Expense Reports

4. Click Notify Employee When Report is Ready for Review

  • When you are finished creating or modifying the expense report, at the top click Notify Employee.
  • The individual will receive an email notification that the expense report is ready for their review. 
  • The individual will need to log in to Concur to review and submit the report marked with a Ready for Review checkmark (Figure 2).
Concur ready for review checkmark.

Figure 2

Note: Delegates can create and modify expense reports on behalf of another individual, but cannot submit their reports for approval. Expense reports can only be submitted by the individual who incurred the expense. 

5. Click Mark as Not Complete to Edit a Report

  • After you click Notify Employee, the button at the top of the report will change to Mark as Not Complete.
  • If you need to edit the report before it is submitted, click Mark as Not Complete.
  • The individual you are delegating for will see the Ready for Review checkmark disappear from the report.
  • When finished editing the report, again click Notify Employee to notify the individual that the report is ready for their review.

6. End Delegate Session

  • When you are finished delegating, end the session.
    • At the top of the page, click the Acting as button.
    • Click done acting for others (Figure 3).
    • The delegate session will end and you will return to your profile.
Screenshot of Concur profile showing an active delegate session with the header marked in green.

Figure 3

Review Expense Reports as a Preview Delegate

Review Expense Reports as a Preview Delegate

As a preview delegate for an approver, you can review expense reports on their behalf and mark them ready for their review and approval.

1. Log in to Concur

Log in to Concur using your credentials. 

2. Start Delegate Session

  • At the top of the home page, click Profile.
  • In the Acting as other user section, use the dropdown menu to select the person you wish to delegate for (Figure 1).
Figure 1 of review expense reports as preview delegate.

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.
  • For more information, refer to the tip sheet Assign a Delegate.
  • After selecting a user, click Start Session.

3. Go to Required Approvals

There are several ways to go to Required Approvals from the home page (Figure 2):

  • Click Approvals in the top menu bar.
  • Click Required Approvals in the Quick Task bar.
  • Click Required Approvals in My Tasks.
Figure 2 of review expense reports as preview delegate.

Figure 2

4. Review Reports Pending Approval

  • Select an expense 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 and make changes if needed, then click Save.
    • If no changes need to be made, click 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 the approver from approving the report (Figure 3).
Figure 3 of review expense reports as preview delegate.

Figure 3

Note: Preview delegates can review and modify expense reports on behalf of an approver, but cannot approve the reports. Expense reports can only be approved by the approver who they were submitted to.  

5. Allocate Expenses

6. Click Notify Approver When Report is Ready for Review

  • When you are finished reviewing the expense report, at the top click Notify Approver.
  • The approver will receive an email notification that the expense report is ready for their review.
  • The approver will need to log in to Concur to review and submit the report marked with a green icon, which indicates that a preview delegate has reviewed the report (Figure 4).
Figure 4 of review expense reports as preview delegate.

Figure 4

7. Click Mark as Not Reviewed to Edit a Report

  • After you click Notify Approver, the button at the top of the report will change to Mark as Not Reviewed (Figure 5).
Figure 5 of review expense reports as preview delegate.

Figure 5

  • If you need to edit the report before it is approved, click Mark as Not Reviewed.
  • The approver will see that the report is not ready for review.
  • Make changes to the report, then again click Notify Approver to notify the approver that the report is ready for their review. 

8. End Delegate Session

  • When you are finished delegating, end the session.
    • At the top of the page, click the Acting as button.
    • Click Done acting for others (Figure 6).
    • The delegate session will end and you will return to your profile.
Figure 6 of review expense reports as a preview delegate.

Figure 6

Allocate Expenses as a Cost Approver

Allocate Expenses as a Cost Approver

Cost approvers are individuals officially designated as authorized signatories on accounts. They are responsible for allocating expenses to the correct accounts and approving reports in the 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 in to 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 funding source and account information:
    • At the top of the report, click Details, then click Report Header:
    • Verify that the Funding Account Source is correct. 
    • If applicable, verify the Approver, Funding Source, Entity and Account fields are correct. 
    • If the information is incorrect, make changes and 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

  • At the top of the report click Details, then click Allocations.
    • Select the checkboxes for the desired expenses, then click Allocate Selected Expenses.
  • Click the Allocate By dropdown and choose to allocate by Percentage or Amount (Figure 3).
Screenshot of Concur allocation screen choosing 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.
  • 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 it from the dropdown menu.
  • In the Entity field, select it from the dropdown menu.
  • In the Account field, select it from the dropdown menu.
  • In the Funding Fiscal Year field, select it from the dropdown menu.
  • If you cannot find the information you’re searching for, the cost approver you entered may not have signatory authority on the account. Try entering the name of another cost approver to find the account. 
  • 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.
  • You may receive a Success message stating, “Allocations have been saved but there is at least one exception that may require your attention.” Click OK.
  • Repeat for each expense until all expenses are fully allocated.
  • When finished, click Done.

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. Return, Forward or Approve 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. 
    • Cost approvers cannot modify expense reports. 
    • In the Comment field, provide a clear explanation of the problem, then click OK.
  • Approve & Forward — approve and forward the report to another cost approver if it requires additional allocation. 
    • In the search bar, enter the 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 — 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 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 will review and approve it. 

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 in to 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.
  • Click Required Approvals 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.
  • Review the report header:
    • Click Details, then click Report Header:
    • In the Federally Funded Account field, select Yes or No to indicate if the account is federally funded (Figure 2).
    • When finished, click Save.
Concur report header fields for SPS approvers to 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 a processor in the Travel office, correct it per their comments and resubmit.

1. Receive Email Notification

  • You will receive an email notification from the system if your submitted expense report has been returned to you.
  • Click the link in the email to log in to Concur to view the returned report.

2. Go to Returned Report

  • On the home page, click Expense in the top menu bar to view your active expense reports.
  • Find the report in red that says Returned (Figure 1).
    • You may see a comment explaining why it was returned.
    • 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 Report

  • To view the comments, at the top of the report click Details, then click Comments.
    • In Comment History, you will see the most recent comment at the top of the list (Figure 2).
Concur comment history.

Figure 2

  • If you want to add a comment to the report, type it in the Comment box then click Save.
  • Correct the report per the comments.

4. Resubmit Report

  • When finished making corrections, at the top of the report click Submit Report.
  • The report will be sent back to your supervisor for approval and must go through the entire workflow again.

Request Module

If required by your department, use the Request module to request permission and approval for your estimated travel and non-travel expenses before you incur them. A request is only a budgetary tool and does not result in reimbursement.

Create a New Request

Create a New Request

Create a new request to request permission and approval for your estimated business travel or non-travel expenses before you incur them. A request is used for budgetary purposes only and will not result in reimbursement.

1. Check with Your Department

  • Before creating a request, check with your department to see if you are required to submit one.
    • Some departments require you to submit a request while others do not.
  • Note that a request does not result in reimbursement. It is a budgetary tool used to request permission and approval for your estimated expenses before you incur them. 
    • To submit your actual expenses for reimbursement, you will need to create an expense report instead. For more information, refer to the tip sheet Create a New Expense Report.

2. Create a New Request

A Request Does Not Result in Reimbursement

A request is used to request permission and approval for your estimated expenses before you incur them. It does not result in reimbursement.

To submit your actual expenses for reimbursement, you instead must Create a New Expense Report.

  • On the home page, there are two ways to start a new request (Figure 1):
  1. In the top menu bar, click Requests, then click New Request at the top.
  2. In the Quick Task bar click New, then click Start a Request.
Figure 1 of create new request.

Figure 1

3. Complete the Request Header

  • On the request header, complete the required fields in red. When finished, at the top click Save.

4. For Travel Requests, Create Segments

If you are requesting approval for estimated travel expenses, click the appropriate icon to create a travel segment (Figure 2).

Figure 2 of create new request.

Figure 2

  • For each travel segment, complete the required fields in red.
    • Enter your estimated travel information and the estimated amount.
    • When finished with each segment, at the bottom click Save (Figure 3).
    • Continue adding segments until all of your estimated travel expenses are entered.
Figure 3 of create new request.

Figure 3

5. Add Expenses

  • Click the Expenses tab at the top of the request.
  • For both travel and non-travel requests, add your estimated expenses.
  • Click New Expense. Search and select the appropriate expense type from the list (Figure 4).
Figure 4 of create new request.

Figure 4

  • For each expense, complete the required fields in red.
    • For Transaction Amount, enter the estimated expense amount.
    • When finished, click Save.
  • Be sure to attach any supporting documentation to the request.
    • At the top of the request, click Attachments then click Attach Documents.
    • Click Browse to select your files. Click Open then click Upload, then click Close.
  • When finished creating your request, at the top click Submit Request.
    • Your request will be submitted to your time and attendance supervisor for approval.
    • Once your supervisor approves your request, you are approved to make your purchases.

Complete the Request Header

Complete the Request Header

The request header is the title page of your request. Complete all required fields in red.

Note that a request does not result in reimbursement. It is a budgetary tool used to request permission and approval for your estimated expenses before you incur them. To submit your actual expenses for reimbursement, you must create a new expense report instead.

1. Create a New Request

A Request Does Not Result in Reimbursement

A request is used to request permission and approval for your estimated expenses before you incur them. It does not result in reimbursement.

To submit your actual expenses for reimbursement, you instead must Create a New Expense Report.

On the home page, there are two ways to start a new request (Figure 1):

  1. In the top menu bar, click Requests, then click New Request at the top.
  2. In the Quick Task bar click New, then click Start a Request.
Figure 1 of complete request header.

Figure 1

2. Complete the Request Header

The request header is the title page of your request. Complete all required fields in red for both travel and non-travel requests (Figure 2):

Figure 2 of complete request header.

Figure 2

  • Request Policy – keep at the default option UB-Faculty Staff Not Integrated with Travel.
  • Request Name — enter a name for the request (example: ABC Conference.)
  • Request Type — use the dropdown menu to select the correct request type:
    • Select Non-Travel for non-travel expense requests.
    • Select Pre-Paid Airfare Only for pre-paid airfare expense requests.
    • Select Travel for travel expense requests.
    • Select UBF funding can use one report for both if you will be using UBF funds and have both travel and non-travel expense requests.
  • Funding Account Source — to the best of your knowledge, use the dropdown menu to select the funding source that will be used to reimburse the expenses you are requesting.
  • Request Purpose — use the dropdown menu to select the purpose of the expenses you are requesting.
  • Business Purpose — enter a description explaining the business reason of the expenses you are requesting.
  • UB Affiliation — this is populated from your Human Resources record.
  • Request Trip Start and End Dates — enter the start and end dates of the request. For travel requests, enter the expected dates of your trip. For non-travel requests, enter the expected date of purchase.
  • Main Destination City – select the city of the destination address you will travel to. For non-travel requests, select the city of your work location.
  • Main Destination Country – this will automatically populate based on the main destination city you selected.
  • Restricted Travel – select if you will travel to a banned state or warning country. For non-travel requests, select Did not travel to warning areas.
  • Approver, Funding Source, Entity and Account — these fields are optional. Complete if you know the cost approver and account information, or leave these fields blank.
  • Comment — this field is optional. If necessary, enter additional information about the business purpose or notes about the request.
  • When finished, at the top click Save.

Covert an Approved Request to an Expense Report

Convert an Approved Request to an Expense Report

Once your request for estimated expenses has been approved and you are ready to submit the actual expenses for reimbursement, you can convert the approved request to an expense report.

1. Go to Approved Request

  • When you are ready to submit your actual expenses for reimbursement, find your approved request.
  • Log in to Concur.
  • On the home page, click Requests in the top menu bar.
  • View the list of your Active Requests to locate the approved request.

2. Convert Approved Request to an Expense Report

Once you locate your approved request, in the Action column click Expense to convert it to an expense report (Figure 1).

Figure 1 of convert approved request.

Figure 1

3. Complete Expense Report Header

  • You will be redirected to the Create a New Expense Report screen.
  • Some fields on the report header will be prepopulated with information from your approved request.
  • Since your request was for estimated expenses, be sure to review all fields in red and make any updates for the actual expenses (Figure 2).
  • For more information, refer to the tip sheet Complete the Expense Report Header.
Figure 2 of convert approved request.

Figure 2

  • When finished, click Next.
  • In the pop-up window asking Is this a travel reimbursement? (Figure 3):
    • Click No for non-travel reimbursements.
    • Click Yes for travel or mileage reimbursements.
Figure 3 of convert an approved request.

Figure 3

4. Continue Creating Expense Report

  • Continue creating a travel or non-travel expense report.
    • You will need to add your expenses and attach your receipts and supporting documentation.
    • For more information, refer to the tip sheet Create a New Expense Report.

Travel Module

Use the optional Travel module to book your business travel reservations in the system.

Add a Car or Hotel to an Existing Reservation

Add a Car or Hotel to an Existing Reservation

You can add a car or hotel to your existing travel reservations in the travel and expense system.

There is no additional fee from the Travel Team Inc. for following these steps to add a car or hotel to your existing travel reservations.

1. Open Existing Travel Reservation

  • On the home page, click Travel in the top menu bar.
  • There are two ways to find your existing travel reservations:
  1. Click Trip Library at the top of the page.
  2. Click the Upcoming Trips tab.
  • Click on your existing travel reservation to open it.

2. Add a Car or Hotel

There are two ways to add a car or hotel to your existing travel reservation:

1. Click Car or Hotel

  • In Trip Overview, in the section Add to your itinerary, click Car or Hotel (Figure 1).
Figure 1 of add car or hotel to existing reservation.

Figure 1

  • Complete the fields to make a car or hotel reservation.
  • When finished, click Next.
  • Continue completing the fields on the next pages until you reach a Finished page.
  • When finished, an email confirmation will be sent to the email address you verified in Concur and will show your updated travel reservations.
  • You may add multiple cars or hotels to a single travel reservation.

2. Click Add to Your Itinerary

  • In the active segments of the trip, click Add to your itinerary (Figure 2).
Figure 2 of add car or hotel to existing reservation.

Figure 2

  • A pop up window will open. Complete the fields to make a car or hotel reservation (Figure 3).
Figure 3 of add car or hotel to existing reservation.

Figure 3

  • When finished, click Next.
  • Continue completing the fields on the next pages until you reach a Finished page.
  • When finished, an email confirmation will be sent to the email address you verified in Concur and will show your updated travel reservations.
  • You may add multiple cars or hotels to a single travel reservation.

Change Airfare Reservations

Change Airfare Reservations

You can change your upcoming airfare reservations in the system to update the departure date or time, but you must retain the original airfare carrier. Also be sure to change any car or hotel bookings associated with the flight. Reservation changes will be assessed and may result in an additional fee from the Travel Team Inc.

In the system you cannot change:

  • The flight departure or arrival city.
  • An airfare reservation that is in progress.
  • An airfare reservation that was booked in the reservation center.

1. Open Existing Airfare Reservation

  • On the home page, click Travel in the top menu bar.
  • There are two ways to find your existing travel reservations:
  1. Click Trip Library at the top of the page.
  2. Click the Upcoming Trips tab.
  • Find your existing airfare reservation and click Change (Figure 1).
    • You cannot make changes to an airfare reservation that is in progress or that was booked in the reservation center. You will have to contact an agent at the Travel Team Inc. instead.
    • You cannot change the departure or arrival city. You will have to cancel the trip and rebook it by applying an unused ticket instead.
  • To also make changes to car or hotel reservations associated with this flight, click Modify Related Bookings.
Figure 1 of change airfare reservations.

Figure 1

2. Change Airfare Reservations

  • In the Change Flight window, select the flight segment you want to change (Figure 2).
  • Complete the fields with your new search criteria, then click Search.
    • You can only make changes to the departure date or time.
    • You must retain the original airfare carrier.
Figure 2 of change airfare reservations.

Figure 2

  • View the search results. The results are similar to flights offered in the standard booking process (Figure 3).
Figure 3 of change airfare reservations.

Figure 3

  • Click Purchase New Flights to finalize the purchase.
    • If you are changing a Southwest Airlines reservation, note that ticketing occurs when flights are selected, not when you click Purchase New Flights.
  • Once the flight is ticketed you will receive an updated travel itinerary.

Clone an Existing Trip

Clone an Existing Trip

You can clone one of your existing trips in the system to begin booking a new trip with the same information.

1. Click Clone Trip

  • On the home page, click Travel in the top menu bar.
  • On the Travel Details page in the Trip Overview section, click Clone Trip (Figure 1).
Figure 1 of clone existing trip.

Figure 1

2. Select Traveler and Search Options

  •  In Book for traveler, use the dropdown menu to select the person you are cloning the trip for (Figure 2).
Figure 2 of clone existing trip.

Figure 2

  • For search options, select either (Figure 2):
    • Search for these specific flights to search for the exact flights used in the original trip.
    • I would like to do a general search to enter new search criteria.
  • The search results will appear.
  • Make your selections and updates on the next pages and continue until you reach a Finished page. 

View Dual Flight Fares

View Dual Flight Fares

When booking flight reservations in the system, the dual fare display allows you to view and compare the two lowest branded fares to select the lowest price.

1. Search Flights

  • On the home page, click Travel in the top menu bar.
  • In the Trip Search window, complete the fields with your flight information, then click Search (Figure 1).
Figure 1 of view dual flight fares.

Figure 1

2. Click Shop by Fares

  • On the search results page, click the Shop by Fares tab (Figure 2).
Figure 2 of view dual flight fares.

Figure 2

3. View Dual Flight Fares

  • Scroll to the flight search results.
  • Find a flight that you’re interested in booking and click More fares or details (Figure 3).
Figure 3 of view dual flight fares.

Figure 3

  • If the fare is branded and offers benefits and services, the fare name will be a link that opens a benefits and services window (Figure 4).
Figure 4 of view dual flight fares.

Figure 4

View More Flight Fares

View More Flight Fares

When booking flight reservations in the system, click View More Fares to see all options and select the lowest price.

1. Search Flights

  • On the home page, click Travel in the top menu bar.
  • In the Trip Search window, complete the fields with your flight information, then click Search (Figure 1).
Figure 1 of view more flight fares.

Figure 1

2. Click Shop by Fares

  • On the search results page, click the Shop by Fares tab (Figure 2).
Figure 2 of view more flight fares.

Figure 2

3. View More Fares

  • Scroll to the flight search results.
  • Find a flight that you’re interested in booking and click More fares or details (Figure 3).
Figure 3 of view more flight fares.

Figure 3

  • Scroll down and click View more fares (Figure 4).
Figure 4 of view more flight fares.

Figure 4

  • View the additional fare options and select the lowest priced flight (Figure 5).
Figure 5 of view more flight fares.

Figure 5

Mobile Apps

Download the optional mobile apps that complement the online site.

Create a Mobile PIN

Create a Mobile PIN

Before you download the Concur Mobile app, you must first create a mobile PIN as your password to sign in.

Create a Mobile PIN

1. Log in to 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).

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 Use the Concur Mobile App.

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

Use the Concur Mobile App

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, create expense reports, and take pictures of your receipts and automatically turn them into expenses. This functionality was previously part of the ExpenseIt app which has been discontinued.

Before you download the app, you must first create a mobile PIN as your password to sign in.

1. Create a Mobile PIN

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

2. Download and Log in to 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 reopen the app.
  • Log in to 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

When you log in to the app, you are brought to the home screen:

  • 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.
  • Tap Requests to manage your request authorizations.

There are 4 buttons at the bottom of the home screen:

1. Tap Book to make travel reservations.

  • Tap the flight, hotel, car or train icon to search and book reservations.

2. Tap ExpenseIt to open your mobile device’s camera. 

  • Take pictures of your paper receipts or upload images from your camera roll.
  • Receipt images are automatically analyzed and categorized as expenses and will appear in the Available Expenses library in your profile.
  • Click the expenses to review, edit or move them to an expense report.

3. Tap Create to create a mobile expense.

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

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

  • Add the mileage expense to a new or existing expense report.

Use the TripIt Pro Mobile App

Use the TripIt Pro Mobile App

The TripIt app allows you to organize your trips 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 the app.

Activate Your TripIt Pro Subscription

1. Log in to Concur

  • On the home page in the top menu bar, click App Center.
  • Click TripIt (Figure 1).
Figure 1 activating and using TripIt.

Figure 1

2. Activate Your TripIt Pro Subscription

  • If you already have an existing TripIt account, click Sign In (Figure 2).
  • If you do not have an existing TripIt account, create a new one (Figure 2):
    • In Email Address, enter your @buffalo.edu email.
    • In Password, create a password that is different from your UBIT password.
    • Click Sign Up.
Figure 2 activating and using TripIt.

Figure 2

The next screen notifies you that you will receive a verification email. Click Continue (Figure 3).

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 Log in to TripIt Mobile App

  • Go to your device’s mobile app store to find and download the TripIt app.
  • Open the app on your mobile device and log in:
    • Your username is your @buffalo.edu email address.
    • Your password is the password you created for your TripIt Pro subscription.

Use the TripIt Pro Mobile App

1. Update App Settings

  • When you first open the TripIt Pro app, update the settings. At the bottom click More, then click Settings:
    • Update your Push, Email and SMS Notifications to select how you want to receive notifications from the app.

2. Use the TripIt Pro Mobile App

Explore the app’s home screen. Click to view your upcoming and past trips. There are two ways to add a new trip:

  1. Click Add Trip and enter your trip information.
  2. Forward your travel confirmation emails to plans@tripit.com.

There are 5 buttons at the bottom of the home screen:

1. Tap Trips to view your upcoming trips.

  • View your travel itineraries, add activities and review flight details.

2. Tap Alerts to view travel alerts and updates.

  • View travel alerts including flight delays, gate changes and baggage pickup.

3. Tap Pro to plan and research your travel.

4. Tap Unfiled to view unfiled travel items that are not associated with a trip.

5. Tap More to access your profile, settings and help.

Videos

Watch step-by-step videos to learn how to complete tasks in the travel and expense system.

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

Creating an Expense Report

Booking Travel Arrangements

Using Travel and Expense System Mobile Apps

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 Business Services Customer 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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