Published December 13, 2019
The University at Buffalo will reimburse individuals for actual, reasonable, necessary, appropriate, and approved travel and business expenses incurred while conducting university business. Reimbursement for travel and business expenses may be paid from State, Research Foundation, or UB Foundation funds and must comply with the requirements detailed in the Travel Policy Charts.
The traveler must submit an expense report to obtain reimbursement for their travel-related expenses through the travel and expense reimbursement system.
Expense Report Submission Time Limit
The traveler should submit the expense report for processing within thirty days after the last day of travel. University fiscal year-end (June 30) reporting may require that expense reports be submitted less than thirty days after the last day of travel.
Expense reports submitted more than thirty days after the last day of travel may be treated as taxable and reported on the employee’s W-2.
Supervisor and Cost Approval
The traveler’s supervisor must approve the traveler’s expense report. Supervisor approval authority may be delegated only if the supervisor is unable to fulfill this responsibility as a result of extraordinary circumstances (e.g., extended vacation, disability leave, Family Medical Leave Act (FMLA), sabbatical). The delegation of supervisor approval authority:
The expense report also requires cost approval. A supervisor may be a cost approver if they have signature authority on the account used for reimbursement. Cost approver delegation is not permitted. Cost approvers must have authorized security access in the travel and expense reimbursement system.
This policy applies to all travelers and travel expenses reimbursed and paid from State, Research Foundation, and UB Foundation funds.