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.
Check System Status
The status of the travel and expense system and all its related services are continously monitored. If there are any interruptions in service, a note will be posted here > Check the Concur Service Status Dashboard
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.
University faculty and staff must get preapproval from their supervisor before traveling overnight. A new electronic preapproval request system through Concur replaces the old paper form, making the process more efficient for both travelers and units.
Follow these steps to get started using the travel and expense reimbursement system.
UB faculty, staff and students with active, paid employment appointments are authorized to use the system.
To get started using the system, follow the getting started guide for your role for detailed instructions to:
There are three modules in the travel and expense system that you will use to complete your work:
Use the Expense module to submit your business travel and non-travel expenses for reimbursement.
Use the Request module to request preapproval for your estimated business travel expenses before you make your travel reservations.
Use the optional Travel module to book your business travel reservations.
The travel and expense system workflow process by role:
Travel Preparers are individuals who are authorized to complete work on another user's behalf in the travel and expense system. However, first be sure to confirm with your department that this is allowed. Refer to the following detailed instructions for how to use delegates in the system:
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.
For detailed instructions to get started using the system, refer to the Getting Started Guide for Supervisors and Cost Approvers.
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:
Concur, the travel and expense reimbursement system used by faculty and staff travelers, has introduced enhancements that will impact university travelers.
No. Preapproval in the Request module is only needed if the trip involves lodging.
Screens will look a bit different, but all required fields and information will remain the same.
Yes. You can bulk enter trips into the Request module for preapproval ahead of time. All that is needed are a few key pieces of information including, dates of trip, destination, and an estimated dollar amount.
No. Account information is not a required field. If the traveler/preparer doesn't have this information, they can leave it blank and the cost approver can enter it.
The paper preapproval form can be used during the transition period as we launch the new Request module, but after 11/1/22, all preapprovals will need to be completed within the Request module for reimbursement.
Yes, any non-employee (students and guests) will still need to complete the paper vouchers.
Yes, the screen will look a bit different, but all required information will remain the same. It will also include the Climate Action Plan question and User Acceptance and Approver Electronic Agreement.
Travelers can go into settings and select from a pre-populated list who they would like as their preparer.
Yes, the supervisor can add another individual as a viewer within the workflow process.
System users are encouraged to follow these steps for help and support: