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.

UBITName and Password are required

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

Are you preparing travel arrangements for someone other than yourself? You may use Concur to request, book and submit their business travel expenses for reimbursement on their behalf.

1. Pre-travel Review

Discuss and review details about the traveler's upcoming travel plans.

2. Log in to Concur

Click the login button and sign in with your UBITName and password. In the profile drop down in the top right corner, type in the name of the person you are preparing travel for and start session.

3. Preapproval is Required, Submit a Request for Travel

Use the Request module to submit a request for approval of the travelers’ estimated expenses before they incur them. Once complete, the request is sent to the traveler so they may submit to their supervisor. 

4. Book Your Trip

Book 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. Once complete, the preparer provides the traveler with trip confirmation details as well as a Travel Reimbursement Checklist.

5. During Their Trip

During their trip, the traveler could use the optional mobile apps to record their expenses and access their travel itinerary. 

6. Expense the Trip

When the traveler returns from their trip, use the Expense module to create an expense report to submit their business travel and non-travel expenses for reimbursement. Be sure to attach required receipts and supporting documentation to your report. 

7. Submit Expense Report

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

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