Travel & Expense System (Concur)

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Authorized UB faculty and staff use Concur, the travel and expense reimbursement system, to book business travel, and to submit business travel and non-travel expenses for reimbursement.

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Get Travel and Expense Reimbursement System (Concur) Training

Learn how to use UB's Travel and Expense Reimbursement System (Concur) to book business travel, and submit business travel and non-travel expenses for reimbursements.

Preapproval is Required for All UB Travel

The university’s travel policy requires faculty and staff traveling on an overnight trip to seek preapproval to travel from their supervisor. The previous paper form is now an electronic preapproval request that can only be submitted through Concur. The electronic process will create a more efficient administrative workflow for travelers and units. 

If you are coordinating travel for guests, then you may continue to complete the paper Travel Preapproval Request form.

Getting Started in the Travel and Expense System

Follow these steps to get started using the travel and expense reimbursement system.

Roles in the Travel and Expense System

Traveler Travel Preparer Non-Traveler Supervisor Cost Approver

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

Follow Getting Started Guide

For detailed instructions to get started using the system, refer to the Getting Started Guide for Supervisors and Cost Approvers.

1. Receive Email Notification

  • Cost approvers will receive email notifications from the travel and expense system when employee expense reports are submitted or forwarded to them for approval.
  • Click the link in the email notification to log in to the system to allocate and approve the expense report.

2. Go to Required Approvals

To view and allocate employee expense reports submitted or forwarded to you for approval, go to your 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 Your Approval

  • Select a report pending your approval and click on the Report Name to open it.
  • Review the report header to confirm or change the funding source account information.
  • Review exceptions for errors on the report.

4. Allocate All Expenses

  • Cost approvers are responsible for allocating the expenses on reports to the correct accounts.
  • To allocate the expenses on a report: 
    • At the top of the report click Details, then click Allocations.
    • Select the checkboxes for the desired expenses, then click Allocate Selected Expenses.
    • Use the dropdown menus to enter the account information, then click Save.

5. Verify Expenses are Fully Allocated

  • When finished reviewing the report, 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 account information is complete for all expenses.

6. Return, Forward or Approve Report

  • After reviewing and allocating the employee's expense report, select one of the following options:
    • Send Back to User — return the report to the employee if it requires correction. Cost approvers cannot modify calculated fields on expense reports.
    • Approve and Forward — approve and forward the report to another cost approver if it requires additional review and allocation.
    • Approve — approve the report if it has been completed correctly and if all expenses have been fully allocated.

Tip Sheets, Videos and Mobile App

FAQs About the New User Interface (UI)

Concur, the travel and expense reimbursement system used by faculty and staff travelers, has introduced enhancements that will impact university travelers.

Getting Help