Travel & Expense System (Concur)

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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.

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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.

Preapproval is Required for All UB Travel

The university’s travel policy requires faculty and staff traveling on an overnight trip to seek preapproval to travel from their supervisor. The previous paper form is now an electronic preapproval request that can only be submitted through Concur. The electronic process will create a more efficient administrative workflow for travelers and units. 

If you are coordinating travel for guests, then you may continue to complete the paper Travel Preapproval Request 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 Travel Preparer 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.

Tip Sheets, Videos and Mobile App

FAQs About the New User Interface (UI)

Concur, the travel and expense reimbursement system used by faculty and staff travelers, has introduced enhancements that will impact university travelers.

Getting Help