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.

UBITName and Password are required

Pre-Approval is Required for All UB Travel

The university strongly recommends that all UB faculty, staff, students and non-employees (guests) avoid traveling to regions impacted by COVID-19. If a faculty, staff, student or non-employee (guest) travels for essential university business, they must adhere to NYS COVID-19 Travel Advisory guidelines. For those circumstances in which overnight business travel is required, the traveler/department must obtain pre-approval before making any travel arrangements. Travelers should follow guidance from their Unit Business Officer (UBO) to obtain required approvals, including the Deans approval for Academic units and Vice Presidential approval for Academic support units. Once your travel is pre-approved, and after your trip has occurred, you must attach a copy of the completed signed travel pre-approval form to your expense report for reimbursement. This is required for all funding sources (State, Research Foundation and UB Foundation).

Complete the Travel Pre-Approval Form

Getting Started in the Travel and Expense System

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

Roles in the Travel and Expense System

Traveler Non-Traveler Supervisor Cost Approver

The supervisor role in the travel and expense system is assigned to individuals officially designated as time and attendance supervisors. Supervisors are responsible for reviewing and approving employee expense reports submitted 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 Supervisors and Cost Approvers.

1. Receive Email Notification

  • Supervisors will receive email notifications from the travel and expense system when employees they supervise submit expense reports for their approval.
  • Supervisors have 13 days to take action on a submitted expense report before it is returned to the employee for resubmission.
  • Click the link in the email notification to log in to the system to view and approve the submitted expense report.

2. Go to Required Approvals

To view and approve employee expense reports submitted for your approval, go to your Required Approvals. There are several ways to go to your Required Approvals from the home page:

  • Click Required Approvals in the Quick Task bar.
  • Click Required Approvals in My Tasks.
  • Click Approvals in the top menu bar.

3. Review Reports Pending Your Approval

  • Select a report pending your approval and click on the Report Name to open it.
  • Review the report header for accuracy and completeness.
  • Review each expense for compliance.
  • Review exceptions for errors on the report.

4. If You are Also the Cost Approver, Allocate the Expenses

If you are also the cost approver on the account being used, allocate the expenses on the report.

5. Return, Forward or Approve Report

  • Supervisors must take action on a submitted expense report within within 13 days or it will be returned to the employee for resubmission.
  • After completing your review of the employee's expense report, select one of the following options:
    • Send Back to User — send the report back to the employee if it requires correction. Supervisors cannot modify expense reports.
    • Approve — approve the report if you are the cost approver on the account, and you fully allocated all expenses on the report.
    • Approve and Forward — if you are not the cost approver, approve and forward the report to the correct cost approver so they can allocate the expenses.

Travel and Expense System Instructions and Videos

Review instructional 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 TripIt Pro App

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

Getting Help