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.
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.
Personal funds may be used for any allowable travel expense. Be sure to complete the appropriate form to obtain reimbursement.
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.
The Procurement Card is an efficient and cost-effective method of purchasing and payment for small-dollar purchases.
|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.
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
Some travel expenses are not reimburseable. See examples of non-reimburseable expenses.
Make photocopies of all your travel documents in case of emergency or if your documents are lost or stolen, such as:
• Passport ID page
• Foreign visa
• Hotel confirmation
• Airline ticket
• Driver's license
When the employee is:
• Engaged in official university business
• At a distance of more than 35 miles from the designated official station and place of residence