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
Before you use Concur, your department liaisons must attend a
training session. Your liaisons will notify you and your department
when you are authorized to use Concur.
Concur enables you to make travel reservations and submit your business travel and non-travel expenses for reimbursement.
Use Concur if you:
The Concur workflow process by role:
In Concur, 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 following these steps:
1. Log in to Concur
2. Access Your Profile
3. Complete and Update Your Profile
Click on Personal Information:
Complete the following information and click Save after each section. Be sure to complete any fields marked Required:
4. Activate E-Receipts
Most travel and expense reimbursement processes that were
previously paper-based have now been streamlined, so some actions
are different in Concur.
E-receipts are electronic receipt images in Concur 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 Concur and attached to your expense report instead.
Retaining Original Receipts
Retain your original receipts until your expense report is processed in Concur 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 Concur 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 Concur for a cheaper rate.
Frequent Flyer Miles or Points
Add your frequent flyer miles or points to Concur 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 Concur 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 Concur profile and will appear when you make future travel reservations.
Changing an Airline Ticket
To change your airline ticket reserved in Concur, 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 Concur or provided to your delegate and all credit cards charges must be available.
Tracking an Expense Report in Concur
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.
Per Diem in Concur
In Concur, 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 following mobile apps are optional and available to complement the online Concur site.
The Concur Mobile app is the mobile version of the online Concur site. It fully integrates the expense management process.
Use this app to make travel reservations or create expense reports directly from your mobile device.