Managing institutional travel and reimbursement requires a structured system that connects booking workflows with financial tracking. At the University of California, Santa Barbara, the integration between SAP Concur and the campus portal infrastructure—often referenced alongside Blink—transforms how faculty, staff, and researchers handle trip planning and expense reporting.
If you're trying to navigate this platform, you need to understand how single sign-on authentication works, how to book compliant transit, and how to submit expense reports without delays. Let's break down how the system operates and how you can avoid common reimbursement pitfalls.
Understanding the Concur and UCSB Blink Ecosystem
The university standard for travel planning and entertainment reimbursement relies on SAP Concur integrated with campus administrative services. While Blink serves as the central portal for campus applications, policies, and financial tools, Concur acts as the specialized engine processing bookings, cash advances, and final expense claims.
Instead of dealing with paper forms and physical receipt routing, travelers interact with a unified digital workflow. The platform links pre-trip authorizations directly to subsequent expense reports, which cuts down processing times for departmental travel accountants.
Core System Functions
- Travel Booking: Search and secure flights, lodging, and vehicle rentals through centralized corporate travel tools.
- Pre-Authorization: Submit travel requests prior to departure, which is mandatory when utilizing specific state or restricted funds.
- Expense Management: Convert approved trips into itemized expense claims with automated receipt matching.
- Card Integration: Reconcile institutional Travel and Entertainment (T&E) card transactions directly inside your profile.
Accessing the Platform and Setting Up Your Profile
Getting started requires correct authentication credentials. You don't log in with an independent Concur password; instead, the system relies on your campus single sign-on (SSO) infrastructure.
- Navigate to the official login portal at Concur Solutions.
- Enter your full campus email address in the format
ucsbnetid@ucsb.edu. - Select the single sign-on option to authenticate through the secure UCSB portal.
- Complete your profile details, including your legal name as it appears on your government-issued ID, frequent flyer numbers, and default accounting codes (FAU).
Assigning a Delegate
If you're a faculty member or administrator who relies on a financial coordinator to handle paperwork, you must set up a delegate. Navigate to your profile settings, select Expense Delegates, and add the colleague who will prepare reports on your behalf. Note that delegates can prepare and edit claims, but the traveler must ultimately submit them.
Step-by-Step Travel Booking and Compliance
Booking business travel through the system ensures that your itinerary automatically complies with institutional policies and registers you for mandatory travel insurance.
When booking flights, university policy mandates the use of economy or coach class tickets. Furthermore, if your trip utilizes federal funding sources, you must comply with the Fly America Act, which requires booking flights on U.S. flag carriers unless a specific exception applies.
International Travel Registration
All university-related international travel must be registered for risk management and emergency response purposes. When you book international itineraries through Concur, registration happens automatically. If you book outside the platform for any reason, you must manually log your trip details through the UC Away portal before departure.
Submitting Expense Reports Successfully
Your trip doesn't end when you return home. You must submit your reimbursement claim within strict institutional timelines.
- Submission Deadline: Complete and submit your expense report within 45 days of the conclusion of your trip.
- Required Receipts: Original itemized receipts are required for lodging, rental cars (including gas), conference registrations, and any miscellaneous transportation expenses costing $75 or more.
- Meal Reimbursements: Domestic per diem rules apply, with actual expenses reimbursed up to established daily caps. Travel must include an overnight stay or last at least 24 hours to qualify for meal claims. Note that local campus policies prohibit the reimbursement of alcohol expenses regardless of the funding source.
Handling Missing Receipts
If an itemized receipt is lost, you can't simply skip documentation. You must complete a Declaration of Missing Evidence form and supply an alternative proof of purchase, such as a credit card statement showing the transaction.
Frequently Asked Questions
Can I use the mobile app to capture receipts?
Yes. You can download the SAP Concur mobile application on iOS or Android devices. Use your campus SSO credentials to log in, then snap photos of paper receipts immediately after purchase to attach them directly to your expense library.
What should I do if my travel request requires an advance?
If you need funds before departure, submit a Request for Travel Advance inside the system at least 30 days before your trip begins. You'll need to provide proof of activity and supporting documentation.
Why is my expense report stuck in workflow routing?
Reports usually stall because of incorrect accounting codes (FAU) or missing approval sign-offs from the fund manager. Check the audit trail within your report to see which approval node currently holds the document.
Who should I contact for technical login errors?
If you experience persistent authentication loops or profile errors, reach out directly to the campus financial services support team at concur@bfs.ucsb.edu rather than contacting individual department processors.
