Traveling for Business

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.

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.