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Reimbursement for Business and Travel

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Business and travel expenses should be paid through appropriate buying and paying methods, but, as an employee, you might incur expenses with out-of-pocket funds. You can request reimbursement in several ways.

Overview

Reimbursement with State Funds

For Purchases

Reimbursements with state funds are paid to UB employees who have purchased goods and services with out-of-pocket funds. Complete the Request for Reimbursement or Advance Payment form, commonly known as a RAP form, and submit to the appropriate office, as indicated on the form.  

For Travel

Using a Travel Voucher

Use a Travel Voucher to request reimbursement. Reimbursements with state funds for state-funded employees are either direct-deposited into the payroll account or mailed to the address in the payroll file.  All other employee or individual reimbursements are mailed to the address provided on the travel voucher. State-funded travel advances will reimburse only for airfare (at 100%)

Using a Travel Voucher With a Wire Transfer

You may request a wire transfer for travel reimbursement to non-employees whose bank account resides outside the United States.  When submitting the travel voucher request that includes a wire transfer, the following information must be included: full name of bank, SWIFT code, IBAN number, full name on account, bank account number and the reason for the wire transfer request.

Reimbursement with Research Foundation (RF) Funds

For Purchases

You can use Non-Sponsored Research funds for the immediate purchase of items with reimbursement at a later point, for supplies less than $2,500.00. Complete the Request for Reimbursement or Advance Payment form, commonly known as a RAP form, and submit to the appropriate office, as indicated on the form.  

For Travel

Using a Travel Voucher or Travel Advance

Use the Travel Expense Voucher or the Travel Advance Request form to request reimbursement. Research Foundation reimbursements for RF-funded employees are either direct deposited if an ACH form has been submitted or mailed to the address in the payroll file. On the Travel Advance Request, the RF will reimburse airfare at 100% and at 80% for all other allowed travel related expenses such as lodging, car rentals and per diems. Complete and submit an ACH Payment Enrollment form to have your RF reimbursements direct deposited; it is not associated with a payroll account.

Using a Travel Voucher With a Wire Transfer

You may request a wire transfer for travel reimbursements to non-employees whose bank account resides outside the United States.  When submitting the travel voucher request that includes a wire transfer, the following information must be included: full name of bank, SWIFT code, IBAN number, full name on account, bank account number and the reason for the wire transfer request.

Reimbursement with UBF Funds

Allowable Reimbursements

For specific questions regarding whether an expenditure is reimbursable, please contact your accounts payable associate prior to making the expenditure. 

All expenditures must be justified and documented in order to be paid. Documentation should be in one of the following ways:

  • Original invoice from vendor to be paid
  • Original paid store or vendor receipt along with an explanation of items purchased. If payment was made by check or credit card, the cancelled check or credit card slips should also be submitted. However, reimbursement cannot be made with only cancelled checks or credit card slips.
  • Original restaurant receipt and credit card slip for meals and meetings at restaurants. The business purposes and name and titles of individuals attending (present) must be documented. If the expense covers a large number of people who are members of a readily identifiable group (e.g., faculty of a particular department or seminar participants), it is sufficient to designate the class of people.
  • Original conference/seminar registration form or subscription/periodical order form to be paid directly to the vendor.

As a general rule, requests for reimbursements from UBF should be submitted in a timely manner.

Contact an Expert

State Funds

State-funded RAP reimbursements; honoraria; moving expenses

Karen Buchheit

State Accounts Payable

Procurement Services

Phone: 716-645-4528

Email: kmb36@buffalo.edu

Research Foundation Funds (Non-Sponsored)

Reimbursements with RF Non-Sponsored Funds

Brendan Davis

Non Sponsored RF Accounting and Financial Reporting

Financial Management

UB Foundation Funds

Sponsored Programs, Dental Medicine, Engineering & Applied Sciences, Architecture & Planning, Nursing

Cindy Paterson

UB Foundation

Phone: 716-645-8724

Email: clbragg@buffalo.edu

Arts & Sciences, Health Sciences, Medicine & Biomedical Sciences

UDSMR, Management, Law, Pharmacy, Student Life

Ingrid McCabe

Accounts Payable Coordinator

UB Foundation

Phone: 716-645-8723

Email: deviam@buffalo.edu

Athletics, Graduate School of Education, Social Work, Student Housing, Philanthropy & Alumni Engagement

Matthew Cudney

UB Foundation

Phone: 716-645-8721

Email: matthewc@buffalo.edu

Accounts Payable Manager

Rose Dommer

Accounts Payable Manager

UB Foundation

Phone: 716-645-8749

Email: rdommer@buffalo.edu

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