Travel Policy Announced

UB Seal on Crosby Hall.

Published December 13, 2019

The Travel Policy, approved and signed by President Tripathi, is available in the University Policy Library.  

Overview

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.

Reimbursement

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:

  • Must be at the same professional level or one level up
  • Must not allow an employee to approve the expenses of their supervisor

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.

Applicability

This policy applies to all travelers and travel expenses reimbursed and paid from State, Research Foundation, and UB Foundation funds.

Guidance

Contact An Expert

Funding Source

Contact

Phone

Email

State and Research Foundation

Meg Mitchell

716-645-4535

memcdole@buffalo.edu

UB Foundation

Rosemarie Dommer

716-645-8749

rdommer@buffalo.edu