Authorized UB faculty and staff use the online travel and expense reimbursement system Concur to book business travel, and to submit business travel and non-travel expenses for reimbursement.
The travel and expense system enables you to make business travel reservations and to submit your business travel and non-travel expenses for reimbursement.
Use the travel and expense system if you:
The travel and expense system workflow process by role:
In the travel and expense system, delegates are individuals who are authorized to complete work on another user's behalf. You can assign multiple delegates to work on your behalf.
Assign a delegate permission to:
Upon logging in to Concur for the first time, all individuals must complete and update their profile:
1. Log in to Concur
2. Access Your Profile
3. Complete and Update Your Profile
Click on Personal Information:
Complete your profile information and click Save after each section. Be sure to complete any fields marked Required:
4. Activate E-Receipts
5. Follow Getting Started Guides
Most travel and expense reimbursement processes that were previously paper-based have now been streamlined, so some actions are different in the travel and expense system.
E-receipts are electronic receipt images in the travel and expense system that replace paper receipts. E-receipts are required for most expense types with the exception of per diem, mileage or fixed meals.
If you are missing a receipt for one of your expenses, contact the supplier to request a copy. For some expense types, a Missing Receipt Affidavit can be completed in the travel and expense system and attached to your expense report instead.
Retaining Original Receipts
Retain your original receipts until your expense report is processed in the travel and expense system and reconciled to the monthly reports. If travel expenses are being charged to a grant, follow the grant guidelines for record retention.
Travel requests are proposed requests for travel that must be submitted and approved in the travel and expense system before you make your reservations. Your department will determine if you are required to submit a travel request or not.
Reserving a Hotel Designated as a Preferred Conference Location
When attending a conference, the organizer may have designated a location for you to book a hotel. You may choose to make reservations using the information provided by the conference or you can check in the travel and expense system for a cheaper rate.
Frequent Flyer Miles or Points
Add your frequent flyer miles or points to the travel and expense system in your Profile Settings. As you make reservations, your frequent flyer miles or rewards will be added to your travel itinerary.
Selecting Your Airline Seat
In the travel and expense system you can select your airline seat. First choose your flight, then click the Select Seat option. The legend will show you which seats are available for your flight.
Flight Change Notifications
Download the mobile app TripIt Pro to receive notifications about flight delays, cancellations, gate changes and carousel numbers for luggage pickup.
Unused tickets are nonrefundable tickets that have not been used, usually due to a traveler's change in plans. A credit will be applied on the airline that you can use at a later date. The credit will show up in your profile and will appear when you make future travel reservations.
Changing an Airline Ticket
To change your airline ticket reserved in the travel and expense system, contact The Travel Team, Inc. at 716-332-6500 or toll free number 800-633-6782.
When to Complete an Expense Report
Expense reports must be completed within 30 days of your trip end date. All e-receipt images must be loaded into the travel and expense system or provided to your delegate and all credit cards charges must be available.
Tracking an Expense Report
To track the status of your expense report, on the Concur home page click Open Reports or Expense. Open Reports will display the current status of the report. To view actions taken on the report, select the report and click Details, then click Audit Trail. If the expense report has already been paid, click Expense then click the link Report Library to view the expense history.
In the travel and expense system, per diem is referred to as travel allowance. Travel allowance includes incidental expenses which you would not be reimbursed for such as tips to bellmen or hotel cleaning staff.
The travel and expense system mobile apps are optional and available to complement the online site.
The Concur Mobile app is the mobile version of the online site. It fully integrates the expense management process.
Use this app to make travel reservations or create expense reports directly from your mobile device.
If you have questions when using the travel and expense reimbursement system, first contact one of 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.
For help using the travel and expense reimbursement system, contact:
Travel and Expense System Support
Phone: 716-645-4500, press 2 for the travel and expense reimbursement system