Travel With UBF Funds

Follow these guidelines to ensure you incur appropriate expenses while traveling with UB Foundation (UBF) funds.

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Travel Funding Options with UBF Funds

Personal Funds

Personal funds may be used for any allowable travel expense. Be sure to complete the appropriate form to obtain reimbursement.

Travel Advance

A travel advance can be requested when travel expenses have already been paid. Check with your department to be sure you are allowed to request a travel advance. If the trip is cancelled, the traveler will be responsible for paying back the advance.

Travel Advance Requests
Funding State RF UBF
Reimbursement 100% airfare only 100% airfare, 80% lodging, car rentals, per diems 100% airfare, lodging, car rentals, per diems
Form State Travel Voucher RF Travel Advance Request Disbursement Request

Procurement Card (PCard)

The Procurement Card is an efficient and cost-effective method of purchasing and payment for small-dollar purchases.

Procurement Cards
Funding State* RF* UBF
Dollar Limit $4,999 $2,500 $2,500
Card Issuer Citibank Visa American Express American Express

* PCard can be used for conference registration fees only, not travel costs.  

Disbursement Request — UBF Funds Only

Travel reimbursement should be made using a Disbursement Request form.

Travel and Mileage

Don't Have Original Receipts?

When original receipts are not provided for meals or other transportation, the per diem amounts established by the IRS are used for reimbursement. Review the per diem rates.

Reimbursement From Other Funding Sources

Reimbursement cannot be made for items already being reimbursed by another funding source (e.g., state funds). However, when the amount exceeds the per diem amount, UBF may reimburse for the additional expense. Please note:

  • A photocopy of any such evidence is not acceptable since this would raise questions with the IRS as to duplicate reimbursement.
  • Under circumstances where the original receipts, bills, etc. were submitted to another funding source or entity for partial reimbursement, photocopies of such evidence along with a copy of the voucher or expense report will be acceptable.
  • All cancelled checks will be returned with the reimbursement check, if requested.

Documentation for Travel Reimbursement

A travel reimbursement should be made using a Disbursement Request form. To assist in compiling your expenses, the Travel and Meeting Expense Reimbursement Request form can be used. The travel reimbursement request should include:

  • Dates of departure and return home
  • Days attributable to business activities
  • Location of travel
  • A brief statement of the business reason for the travel

Any agendas, brochures or other material pertinent to the trip that is available should also be attached.

Airfare

The preferred documentation to support airfare is the original passenger coupon form. When the original coupon is submitted, the customer copy of the credit card slip is not required.

Coach, Business or First Class

Air travel should be at coach fare whenever possible. If it is necessary to fly business or first class, a written explanation must be included with the documentation.

Electronic ticketing

In light of changes in the airline industry, many airlines now offer the option of electronic ticketing. In these cases there is no passenger coupon. If this electronic method is used, travelers should submit the original boarding passes and original documentation showing evidence of payment (e.g., cancelled check, credit card slip, or credit card statement).

To avoid the documentation hassles associated with electronic ticketing, it is possible to request that tickets be issued as in the past which will provide the passenger coupon necessary for reimbursement.

Lodging

This amount must be supported by an original hotel bill which details the individual charges between room, restaurant, and other miscellaneous items. The customer copy of the credit card slip or cancelled check, although preferred, is not required. Thus it is important that an original hotel bill be secured to obtain reimbursement since reimbursement cannot be made with only a credit card slip or cancelled check.

Reimbursement is not allowed for:

  • Pay TV
  • Movies
  • Laundry
  • Honor bars
  • Personal telephone calls

Meals

The number of meals and amount must be supported by original restaurant receipts along with the customer copy of the credit card slip. In the absence of original receipts, federal per diem amounts can be used for reimbursement. Please be advised that these per diems include $5 per day for incidental expenses including tips for bellhops, porters, baggage carriers, hotel maids, stewards and stewardesses.

Personal Auto

The number of miles is multiplied by the standard IRS allowance.

Other Transportation

This amount is supported by original receipts for taxi, other forms of transportation or tolls.

Non-Overnight Trips

  • When a non-overnight trip requires an individual to leave at least one hour prior to their normal starting time they are entitled to reimbursement for breakfast.
  • When a non-overnight trip requires an individual to return at least two hours later than their normal ending time they are entitled to reimbursement for dinner.
  • Reimbursement will be provided up to the amount of actual receipts. In the absence of receipts, UBF will use New York state-established per diems of $5 for breakfast and $12 for dinner.
  • These non-overnight meals are taxable per IRS guidelines and will be reimbursed through the UBF payroll process.

Meetings and Entertainment

Documentation for Meal Reimbursement

In addition to the original receipt, include:

  • The business purpose
  • Location of the meal
  • A list of the attendees with their business affiliation

Reimbursable Meals

UBF cannot, by current university policy, reimburse for meals when engaged in routine university business during normal business hours.

Spousal Meals and Travel

Consistent with IRS guidelines, if a spouse, dependent or other individual attends a business trip or business convention, his/her travel or entertainment expenses cannot be reimbursed. However, these costs can be reimbursed if there is clearly documented business purpose, rather than a personal or social purpose for providing the travel or entertainment. If there is a clearly documented business purpose, spousal meals/travel should be approved in advance in writing by the Provost, Vice President or President as appropriate.

Per Diem Rates

Travelers have the option of using the federal per diem rates or actual costs, but not both. Per diem daily rates can be found on the CONUS Per Diem website. Please attach a copy of the per diem rate sheet to the disbursement request. Please note:

  • UBF will reimburse based on time of departure and/or arrival
  • UBF cannot reimburse using first or last day of travel calculation used listed on the CONUS website, which is consistent with UB policy

Incidental Expenses

According to the IRS, incidental expenses include fees and tips given to porters, baggage carriers, hotel staff and staff on ships.

  • If you are claiming per diem, these items are included in the daily per diem rate.
  • If you are not claiming per diem, but you are being reimbursed for actual meal expenses, incidental expenses may be allowed up to $5 per day, according to the IRS.

Contact an Expert

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

Kim Carloni-Singer

UB Foundation

Phone: 716-645-3017

Email: kimcarlo@buffalo.edu

UDSMR, Management, Law, Pharmacy, Student Life

Ingrid McCabe

UB Foundation

Phone: 716-645-8723

Email: deviam@buffalo.edu

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

Stephanie Ruffino

UB Foundation

Phone: 716-645-8748

Email: scruffin@buffalo.edu

Accounts Payable Manager

Rose Dommer

Accounts Payable Manager

UB Foundation

Phone: 716-645-8749

Email: rdommer@buffalo.edu

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