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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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
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.
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.
Follow these steps to get started using the travel and expense reimbursement system.
UB faculty, staff and students with active, paid employment appointments are authorized to use the system.
To get started using the system, follow the getting started guide for your role for detailed instructions to:
There are three modules in the travel and expense system that you will use to complete your work:
Use the Expense module to submit your business travel and non-travel expenses for reimbursement.
Use the Request module to request preapproval for your estimated business travel expenses before you make your travel reservations.
Use the optional Travel module to book your business travel reservations.
The travel and expense system workflow process by role:
Travel Preparers are individuals who are authorized to complete work on another user's behalf in the travel and expense system. However, first be sure to confirm with your department that this is allowed. Refer to the following detailed instructions for how to use delegates in the system:
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.
Discuss and review details about the traveler's upcoming travel plans.
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.
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.
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.
During their trip, the traveler could use the optional mobile apps to record their expenses and access their travel itinerary.
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.
When your expense report is complete, click Submit Report to send it to your supervisor for review and approval.
Concur, the travel and expense reimbursement system used by faculty and staff travelers, has introduced enhancements that will impact university travelers.
No. Preapproval in the Request module is only needed if the trip involves lodging.
Screens will look a bit different, but all required fields and information will remain the same.
Yes. You can bulk enter trips into the Request module for preapproval ahead of time. All that is needed are a few key pieces of information including, dates of trip, destination, and an estimated dollar amount.
No. Account information is not a required field. If the traveler/preparer doesn't have this information, they can leave it blank and the cost approver can enter it.
The paper preapproval form can be used during the transition period as we launch the new Request module, but after 11/1/22, all preapprovals will need to be completed within the Request module for reimbursement.
Yes, any non-employee (students and guests) will still need to complete the paper vouchers.
Yes, the screen will look a bit different, but all required information will remain the same. It will also include the Climate Action Plan question and User Acceptance and Approver Electronic Agreement.
Travelers can go into settings and select from a pre-populated list who they would like as their preparer.
Yes, the supervisor can add another individual as a viewer within the workflow process.
System users are encouraged to follow these steps for help and support: