Traveling for Business
UB offers payment options and will reimburse individuals for reasonable, necessary, appropriate, cost-effective, and approved travel and business expenses incurred in the performance of university business.
Quick Links
Travel for Business Steps
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.
- 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.
- 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
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.
A travel advance can be requested when travel expenses have already been paid and can only be issued to UB employees. 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% prepaid airfare only | 100% prepaid airfare only | 100% airfare, lodging, car rentals, per diems |
| Request an Advance | Log into the travel and expense system.
Follow these instructions to Submit Reimbursement for Airfare Purchased in Advance of a Trip | Log into the travel and expense system.
Follow these instructions to Submit Reimbursement for Airfare Purchased in Advance of a Trip | Log into the travel and expense system.
Follow these instructions to
To request lodging, car rentals and per diems in advance, follow the same process and use the date of purchase. |
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.
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.
UB has a program with American Express which allows airfare expenses to be billed directly to your Research Foundation award.
Travel reimbursement should be made using a Disbursement Request form.
Contact an Expert
CONSULT WITH YOUR UNIT BUSINESS OFFICER FOR INITIAL CLARIFICATION OR INTERPRETATION QUESTIONS.
For general questions regarding your UBF account or Disbursement Requests
For general system questions regarding the Concur expense report system
For general system questions regarding the ShopBlue purchase order system
Payables/Expenditure Processing Associates
Dental Medicine, Health Sciences, Medicine & Biomedical Sciences, Nursing, Pharmacy
Payables/Expenditure Processing Associate
UB Foundation
Arts & Sciences, Engineering & Applied Sciences, Architecture & Planning
Susan Eiss
Payables/Expenditure Processing Associate
UB Foundation
Phone: (716) 645-8724
Email: sleiss@buffalo.edu
UDSMR, Management, Law, Student Life, Graduate Medical Education, Graduate School of Education, Sponsored Programs, Social Work
Ingrid McCabe
Payables/Expenditure Processing Associate
UB Foundation
Phone: 716-645-8723
Email: deviam@buffalo.edu
Athletics, Student Housing, University Advancement
Reid Walton
Payables/Expenditure Processing Associate
UB Foundation
Phone: (716) 645-8745
Email: reidwalt@buffalo.edu
Accounts Payable Coordinator
Stephanie (Stevie) Ruffino
Accounts Payable Coordinator
UB Foundation
Phone: 716-645-8748
Email: scruffin@buffalo.edu
Accounts Payable Manager
For help using the travel and expense reimbursement system, contact:
Business Services Customer Support
Phone: 716-645-4500, press 2 for the travel and expense reimbursement system