Traveling for Business
UB offers payment options and will reimburse individuals for reasonable, necessary, appropriate and approved travel and business expenses incurred in the performance of university business.
Quick Links
Travel for Business Steps
Learn About Policies and Procedures
If you are new to UB or just want a review on the travel policies and procedures, we can meet with you for a personal travel training session. Please complete the Travel Training Request form.
Prepare For Your Trip
- Be sure you have approval to travel. Check with your departmental administrator to find out your limits.
- Familiarize yourself with UB's travel guidelines.
- Be prepared. Determine which resources you will need to ensure your travel is relatively untroubled.
- Check travel warnings from agencies such as the State Department, TSA and New York State.
- Identify which forms, including NYS or other tax-exempt forms, you’ll need for your travel.
- Travelers should obtain the lowest cost coach equivalent accommodations available. You may be asked to present a cost comparison. Direct routes must be chosen with consideration to time and cost, not the convenience of the traveler.
- Both the State and Research Foundation offer international travel assistance for anyone traveling on business for the state or on a Research Foundation grant. Please contact Meg Mitchell for more information on these programs.
Submit Paperwork For Reimbursement
- Review the Travel Documentation Checklist.
- Use a Travel Receipts Envelope to help you keep track of your receipts.
- All travel reimbursements must be requested in U.S. dollars. Use the Oanda Currency Converter for exchange rates. The date of the receipt/purchase or last date of travel is used for the exchange rate.
- Include all the requested information so there is no delay in processing.
Travel Payment Options
Personal Funds
Employees
Personal funds may be used to pay for any allowable travel expenses. Employees use the travel and expense reimbursement system to submit a travel expense report for reimbursement.
Non-Employees
Personal funds may be used to pay for any allowable travel expenses. The host department or unit should complete the appropriate form to reimburse non-employees for out-of-pocket business travel expenses.
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 only | 100% airfare, lodging, car rentals, per diems |
| Request an Advance | Log into the travel and expense system.
Follow these instructions to Request Airfare Purchased in Advance of a Trip. | Log into the travel and expense system.
Follow these instructions to Request Airfare Purchased in Advance of a Trip | Log into the travel and expense system.
Follow these instructions to Request Airfare Purchased in Advance of a Trip
To request lodging, car rentals and per diems in advance, follow the same process and use the date of purchase. |
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.
Non-Employee Travel (NET) Card — State Funds Only
The NET Card allows airfare and Amtrak expenses to be billed directly to your state account for expenses incurred by non-UB employees (candidates, guest speakers) while traveling on official UB business.
Research Foundation Business Travel Account (BTA) — RF Funds Only
UB has a program with American Express which allows airfare expenses to be billed directly to your Research Foundation award.
Disbursement Request — UBF Funds Only
Travel reimbursement should be made using a Disbursement Request form.
Contact an Expert
Travel with State Funds
Travel with RF Funds
Travel with UBF Funds
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Travel and Expense Reimbursement System
For help using the travel and expense reimbursement system, contact:
Travel and Expense System Support
Phone: 716-645-4500, press 2 for the travel and expense reimbursement system