Date Established: 11/18/2019
Date Last Updated: 3/10/2020
Administration and Governance
Vice President for Finance and Administration
The University at Buffalo pays for the reasonable business expenses actually incurred by individuals traveling on official university business in accordance with New York State, Research Foundation, and UB Foundation rules and regulations.
The University at Buffalo (UB, university) will reimburse individuals for actual, reasonable, necessary, appropriate, cost-effective, 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.
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.
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.
The University at Buffalo understands that travel is essential to the teaching, research, and public service missions of the university. UB is committed to meeting the needs of the traveler by reimbursing reasonable business expenses actually incurred by the traveler. To accomplish this, the university must establish cost effective practices that are consistently applied and comply with State, sponsor, and regulatory requirements.
This policy applies to all travelers and travel expenses reimbursed and paid from State, Research Foundation (RF), and UB Foundation (UBF) funds.
Role assigned to individuals officially designated as authorized signatories on accounts.
Official station is generally the address of the office to which the employee is assigned; an employee can have only one official station. The designation of official station is determined by the university in the best interest of the university and not for the convenience of the employee. The purpose of the official station is to determine when the traveler is in travel status and eligible for reimbursement of travel expenses. Travel between the employee’s home and official station is considered commuting and is not reimbursable.
Role assigned to individual officially designated as the employee’s time and attendance supervisor. Generally, the supervisor is one level senior to the employee.
Individual who travels on behalf of UB.
A traveler is in travel status (i.e., eligible for reimbursement of lodging and meal expenses) when he or she is engaged in official university business at a distance of more than 35 miles from the designated official station and place of residence.
|March 2020||Revised the policy statement to include "cost-effective" in the requirements for reimbursement of travel and business expenses. |