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Travel & Expense System (Concur)
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.
Need help or have questions?
Visit our Business Services Support Hub to submit and track requests and access helpful resources.
UBITName and password are required
On this page:
Check System Status
The status of the travel and expense system and all its related services are continuously monitored. If there are any interruptions in service, a note will be posted here > Check the Concur Service Status Dashboard
Preapproval is Required for All UB Faculty and Staff Travel
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.
Getting Started in the Travel and Expense System
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.
Follow these steps to get started using the travel and expense reimbursement system.
1. Review System Eligibility
Authorized Users:
UB faculty, staff and students with active, paid employment appointments are authorized to use the system.
- Your profile is set up with your UBITName and password.
Unauthorized Users:
- Guests and non-employees of UB are not authorized to use the system
- Continue to submit paper reimbursements for guests and non-employees as you currently do.
- Terminated employees will remain active and able to log into the system for 4 weeks after their appointment end date.
- After 4 weeks, terminated employees become inactive and unable to log into the system and have to submit paper reimbursements as non-employees.
2. Follow Getting Started Guide
To get started using the system, follow the getting started guide for your role for detailed instructions to:
- Watch system training videos
- Complete and update your system profile
- Learn about your role in the system
- Review instructional tip sheets and videos
- Get help using the system
There are three modules in the travel and expense system that you will use to complete your work:
Expense Module
Use the Expense module to submit your business travel and non-travel expenses for reimbursement.
- An expense report is used to process reimbursements and will result in reimbursement.
- Create an expense report to submit your actual expenses for reimbursement.
- All individuals are required to use this module to submit expense reports.
Request Module
Use the Request module to request preapproval for your estimated business travel expenses before you make your travel reservations.
- A request is used for budgetary and travel preapproval purposes only and will not result in reimbursement.
- Travel reservations requested in this module are monitored by Duty of Care, the system’s travel risk management program.
Travel Module
Use the optional Travel module to book your business travel reservations.
- Booking travel reservations in this module is optional, but highly recommended.
- The travel booking tool is contracted through The Travel Team Inc. and there are no service fees charged for bookings.
- Travel reservations booked in this module are monitored by Duty of Care, the system’s travel risk management program.
Roles in the Travel and Expense System
The travel and expense system workflow process by role:
- The traveler or non-traveler creates and submits an expense report for reimbursement.
- The supervisor reviews and approves the expense report.
- The cost approver allocates expenses on the report to the correct account.
- If the expenses on the report are being charged to a sponsored Research Foundation (RF) grant, the Sponsored Projects Services (SPS) approver reviews and approves the report.
- The processor in the Travel office reviews and approves the report for reimbursement.
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:
Travelers are individuals who travel on behalf of UB. Travelers can request, book and submit their business travel expenses for reimbursement in the system.
Follow Getting Started Guide
For detailed instructions to get started using the system, refer to the Getting Started Guide for Travelers and Non-Travelers.
1. Log in to Concur
Click the login button and sign in with your UBITName and password.
2. Preapproval is Required, Submit a Request for Travel
Use the Request module to submit a request for approval of your estimated expenses before you incur them.
3. Book Your Trip
Book your business travel reservations using the Travel module in the travel and expense system. This is optional. You do not have to use the system to make travel reservations.
4. Go on Your Trip
During your trip, use the optional mobile apps to record your expenses and access your travel itinerary.
5. Expense Your Trip
When you return from your trip, use the Expense module to create an expense report to submit your business travel and non-travel expenses for reimbursement. Be sure to attach required receipts and supporting documentation to your report.
6. Submit Expense Report
When your expense report is complete, click Submit Report to send it to your supervisor for review and approval.