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.
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
Due to a recent Concur update, please note the following changes:
• Starting and Ending Time: there is a drop down to select the time. The times are on the hour.
• Starting Address: there is a drop down to select: Home, Non-Travel, or Official Station.
• Destination Address: the fields are now Street/City, State (drop down), and Zip Code
Follow these steps to get started using the travel and expense reimbursement system.
Review your eligibility to see if you are authorized to use the travel and expense system.
UB faculty, staff and students with active, paid employment appointments are authorized to use the system.
Guests and non-employees of UB are not authorized to use the system:
UB faculty, staff and students with terminated employment appointments are not authorized to use the system:
For specific instructions to get started using the system, download the getting started guide for your role. Follow the guide to:
There are three modules in the travel and expense system that you will use to complete your work:
Use the Request module as a budgetary tool to submit your estimated business travel and non-travel expenses for approval:
Use the Expense module to submit your actual business travel and non-travel expenses for reimbursement:
Use the Travel module to book your business travel reservations.
Register to attend a training or hands-on lab session to learn how to use the travel and expense reimbursement system.
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. Multiple delegates can be assigned to work on your behalf. Delegates can be assigned permission to:
Travelers are individuals who travel on behalf of UB. Travelers can request, book and submit their business travel expenses for reimbursement in the system:
For instructions to get started in the system, refer to the Getting Started Guide for Travelers and Non-Travelers.
Click the login button and sign in with your UBITName and password.
During your trip, use the Concur mobile app and TripIt Pro app to record your expenses and access your travel itinerary:
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.
When the report is complete, click Submit Report to send it to your supervisor for review and approval.
Review tip sheets and videos to learn how to use the travel and expense reimbursement system.
The travel and expense system mobile apps are optional and available to complement the online site.
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.
System users are encouraged to follow these steps for help and support:
Register to attend a training or hands-on lab session to learn how to use the travel and expense system.