Travel and Expense Reimbursement System

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

Requires UBITName and password

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

Getting Started in the Travel and Expense System

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

Getting Started Steps

1. Review System Eligibility

Review your eligibility to see if you are authorized to use the travel and expense system.


 Authorized Users:

UB faculty, staff and students with active, paid employment appointments are authorized to use the system. 

Unauthorized Users:

Guests and non-employees of UB are not authorized to use the system:

  • This is temporary; the campus will be notified when this becomes available.
  • Continue to submit paper reimbursements for guests and non-employees as you currently do.

UB faculty, staff and students with terminated employment appointments are not authorized to use the system:

  • 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

For specific instructions to get started using the system, download the getting started guide for your role. Follow the guide to:

  • Watch the training videos
  • Complete and update your profile
  • Learn about your role in the system
  • Review training tip sheets and videos
  • Get help using the system

Learn About System Modules

There are three modules in the travel and expense system that you will use to complete your work:

Request Module

Use the Request module as a budgetary tool to submit your estimated business travel and non-travel expenses for approval:

  • A request is used for budgetary purposes only and will not result in reimbursement.
  • Create a request to submit your estimated expenses for approval before you incur them.
  • This is optional, ask your department if you are required to use this module:
    • Department use of this module is optional, but highly recommended.
    • Travel reservations requested in this module are monitored by Duty of Care, the system’s travel risk management program. 
    • In the event of a natural disaster or emergency during your travel, the system will contact you to assess your safety.

Expense Module

Use the Expense module to submit your actual 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.

Travel Module

Use the Travel module to book your business travel reservations.

  • The travel booking tool is contracted through The Travel Team Inc. and there are no service fees charged for bookings.
  • Booking travel reservations in this module is optional, but highly recommended.
  • Travel reservations booked in this module are monitored by Duty of Care, the system’s travel risk management program. 
  • In the event of a natural disaster or emergency during your travel, the system will contact you to assess your safety.

Roles in the Travel and Expense System

Travel and Expense System Workflow Process By Role

The travel and expense system workflow process by role:

  1. The traveler or non-traveler creates and submits an expense report for reimbursement.
  2. The supervisor reviews and approves the expense report.
  3. The cost approver allocates expenses on the report to the correct account.
  4. 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.
  5. The processor in the Travel office reviews and approves the report for reimbursement.

Delegates in the Travel and Expense System

In the travel and expense system, delegates are individuals who are authorized to complete work on another user's behalf. Multiple delegates can be assigned to work on your behalf. Delegates can be assigned permission to:

  • Prepare your expense reports.
  • View your receipts.
  • Receive your emails.
  • Approve expense reports on your behalf if you both have approver authority.

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 instructions to get started in 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. If Pre-Approval is Required, Submit a Request for Travel

  • If your department requires pre-approval, submit a request for your travel expenses.
  • To create a request, on the home page click New, then click Start a Request.

3. Book Your Trip

  • Book your travel reservations using Trip Search in Concur.
  • This is optional. You do not have to use Concur to make travel reservations.

4. Go on Your Trip

During your trip, use the Concur mobile app and TripIt Pro app to record your expenses and access your travel itinerary:

5. Expense Your Trip

When you return from your trip, create an expense report in the system 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 Report

When the report is complete, click Submit Report to send it to your supervisor for review and approval.

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Travel and Expense System Tip Sheets and Videos

Review tip sheets and videos to learn how to use the travel and expense reimbursement system. 

Travel and Expense System Mobile Apps

The travel and expense system mobile apps are optional and available to complement the online site.

Concur Mobile App

The Concur Mobile app complements the desktop site and fully integrates the expense management process.

Use the app to make travel reservations, create expense reports, and take pictures of your receipts and automatically turn them into expenses. This functionality was previously part of the ExpenseIt app which has been discontinued.

Before you download the app, you must first create a mobile PIN as your password to sign in.

Download the App

Android icon

Android  

Blackberry icon

BlackBerry

IOS icon

IOS

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Windows

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Getting Help

Travel and Expense System Support

System users are encouraged to follow these steps for help and support:

1. Review Tip Sheets and Videos

  • Review tip sheets and videos for instructions to use the system.

2. Contact Business Services Customer Support

3. Register for Training

Register to attend a training or hands-on lab session to learn how to use the travel and expense system.

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