Complete the Request Header

Note that a request does not result in reimbursement. It is a budgetary tool used to request permission and approval for your estimated expenses before you incur them. To submit your actual expenses for reimbursement, you must create a new expense report instead.

On the home page, there are two ways to start a new request (Figure 1):

1. Click the drop-down arrow next to Home, click Requests
2. In the Quick Task bar click Start a Request.

The request header is the title page of your request. Complete all required fields in red for both travel and non-travel requests (Figure 2):

• Request Policy – keep at the default option UB-Faculty Staff Not Integrated with Travel.
• Request Name — enter a name for the request (example: ABC Conference.)
• Request Type — use the dropdown menu to select the correct request type:
  • Select Non-Travel for non-travel expense requests.
  • Select Pre-Paid Airfare Only for pre-paid airfare expense requests.
  • Select Travel for travel expense requests.
  • Select UBF funding can use one report for both if you will be using UBF funds and have both travel and non-travel expense requests.
• Funding Account Source — to the best of your knowledge, use the dropdown menu to select the funding source that will be used to reimburse the expenses you are requesting.
• Request Purpose — use the dropdown menu to select the purpose of the expenses you are requesting.
• Business Purpose — enter a description explaining the business reason of the expenses you are requesting.
• UB Affiliation — this is populated from your Human Resources record.
• Request Trip Start and End Dates — enter the start and end dates of the request. For travel requests, enter the expected dates of your trip. For non-travel requests, enter the expected date of purchase.
• Main Destination City – select the city of the destination address you will travel to. For non-travel requests, select the city of your work location.
• Main Destination Country – this will automatically populate based on the main destination city you selected.
• Restricted Travel – select if you will travel to a banned state or warning country. For non-travel requests, select Did not travel to warning areas.
• Approver, Funding Source, Entity and Account — these fields are optional. Complete if you know the cost approver and account information, or leave these fields blank.
• Comment — this field is optional. If necessary, enter additional information about the business purpose or notes about the request.
• When finished, at the top click Save.