Reimbursement for Business and Travel

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Business and travel expenses should be paid through appropriate buying and paying methods, but, as an employee, you might incur expenses with out-of-pocket funds. You can request reimbursement in several ways.

Overview

Reimbursement with State Funds

For Purchases

Employee Reimbursement

Reimbursements with state funds are paid to UB employees who have purchased goods and services with out-of-pocket funds. 

Employees use the travel and expense reimbursement system to request reimbursement for business non-travel expenses.

Non-Employee Reimbursement

Reimbursements with state funds are paid to non-employees of UB who have purchased goods and services with out-of-pocket funds. Non-employees include:

  • Guests
  • Faculty and staff job candidates
  • Unpaid students

The host department or unit should submit a Non-Employee Personal Reimbursement Request to reimburse non-employees for business non-travel expenses.

For Travel

Employee Reimbursement

Employees use the travel and expense reimbursement system to request reimbursement with state funds for business travel expenses.

Non-Employee Reimbursement

Reimbursements with state funds are paid to non-employees of UB for travel expenses incurred while conducting official university business. Non-employees include:

  • Guests
  • Faculty and staff job candidates
  • Unpaid students

The host department or unit should submit a Non-Employee Travel Voucher for State to reimburse non-employees for out-of-pocket business travel expenses.

Using a Travel Voucher With a Wire Transfer

You may request a wire transfer for travel reimbursement to non-employees whose bank account resides outside the United States.  When submitting the travel voucher request that includes a wire transfer, the following information must be included: full name of bank, SWIFT code, IBAN number, full name on account, bank account number and the reason for the wire transfer request.

Reimbursement with Research Foundation (RF) Funds

For Purchases

Employee Reimbursement

Reimbursements with RF funds are paid to UB employees who have purchased goods and services with out-of-pocket funds.

  • You can use Non-Sponsored Research funds for the immediate purchase of items with reimbursement at a later point, for supplies less than $2,500.00.

Employees use the travel and expense reimbursement system to request reimbursement with RF funds for business non-travel expenses.

Non-Employee Reimbursement

Reimbursements with RF funds are paid to non-employees of UB for goods and services purchased with out-of-pocket funds while conducting official university business. Non-employees include:

  • Guests
  • Faculty and staff job candidates
  • Unpaid students

The host department or unit should submit the Non-Employee Personal Reimbursement Request to reimburse non-employees for business non-travel expenses.

For Travel

Employee Reimbursement

Employees use the travel and expense reimbursement system to request reimbursement with RF funds for business travel expenses.

Research Foundation reimbursements for RF-funded employees are either direct deposited if an ACH form has been submitted, or mailed to the address in the payroll file.

  • Complete and submit an ACH Payment Enrollment form to have your RF reimbursements direct deposited; it is not associated with a payroll account.

Non-Employee Reimbursement

Reimbursements with RF funds are paid to non-employees of UB for travel expenses incurred while conducting official university business. Non-employees include:

  • Guests
  • Faculty and staff job candidates
  • Unpaid students

The host department or unit should submit the Non-Employee Travel Voucher for Research Foundation (RF) to reimburse non-employees for out-of-pocket business travel expenses.

Using a Travel Voucher With a Wire Transfer

You may request a wire transfer for travel reimbursements to non-employees whose bank account resides outside the United States.  When submitting the travel voucher request that includes a wire transfer, the following information must be included: full name of bank, SWIFT code, IBAN number, full name on account, bank account number and the reason for the wire transfer request.

Reimbursement with UBF Funds

Allowable Reimbursements

For specific questions regarding whether an expenditure is reimbursable, please contact your accounts payable associate prior to making the expenditure. 

All expenditures must be justified and documented in order to be paid. Documentation should be in one of the following ways:

  • Original invoice from vendor to be paid
  • Original paid store or vendor receipt along with an explanation of items purchased. If payment was made by check or credit card, the cancelled check or credit card slips should also be submitted. However, reimbursement cannot be made with only cancelled checks or credit card slips.
  • Original restaurant receipt and credit card slip for meals and meetings at restaurants. The business purposes and name and titles of individuals attending (present) must be documented. If the expense covers a large number of people who are members of a readily identifiable group (e.g., faculty of a particular department or seminar participants), it is sufficient to designate the class of people.
  • Original conference/seminar registration form or subscription/periodical order form to be paid directly to the vendor.

As a general rule, requests for reimbursements from UBF should be submitted in a timely manner.

Contact an Expert

For Business Reimbursements

State Funds

State-funded RAP reimbursements; honoraria; moving expenses

avatar

Karen Buchheit

Travel Services

Financial Management

Phone: 716-645-4528

Email: kmb36@buffalo.edu

Research Foundation Funds

For Non-sponsored Funds — Compliance and Guidance

Brendan Davis

Brendan Davis

Non Sponsored RF Accounting and Financial Reporting

Financial Management

For Non-sponsored Funds — Goods and Services Reimbursements

Karen Crissey

Karen Crissey

Manager

Research Foundation Accounts Payable

Financial Management

Phone: 716-645-4511

Email: kcrisse@buffalo.edu

For Sponsored Funds

Guidance about reimbursements using sponsored funds should be directed to Sponsored Projects Services (SPS). 

UB Foundation Funds

Sponsored Programs, Dental Medicine, Engineering & Applied Sciences, Architecture & Planning, Nursing 

Cindy Paterson

Cindy Paterson

UB Foundation

Phone: 716-645-8724

Email: clbragg@buffalo.edu

Arts & Sciences, Health Sciences, Medicine & Biomedical Sciences

Tina Mattison

UB Foundation

Phone: 716-645-3017

Email: tinamatt@buffalo.edu

UDSMR, Management, Law, Pharmacy, Student Life

Ingrid McCabe

Ingrid McCabe

UB Foundation

Phone: 716-645-8723

Email: deviam@buffalo.edu

Athletics, Graduate School of Education, Social Work, Student Housing, Philanthropy & Alumni Engagement

Stephanie Ruffino

Stephanie Ruffino

UB Foundation

Phone: 716-645-8748

Email: scruffin@buffalo.edu

Accounts Payable Manager

Rose Dommer

Rose Dommer

Accounts Payable Manager

UB Foundation

Phone: 716-645-8749

Email: rdommer@buffalo.edu

For Travel Reimbursements

State Funds

Cindy Zogaria

Cindy Zogaria

Travel, Financial Management

Phone: 716-645-4538

Email: czogaria@buffalo.edu

Meg Mitchell

Meg Mitchell

Manager

Travel, Financial Management

Phone: 716-645-4535

Email: memcdole@buffalo.edu

Research Foundation Funds

Karen Scott

Karen Scott

Travel, Financial Management

Phone: 716-645-4536

Email: kescott@buffalo.edu

Dorothy Solomon

Dorothy Solomon

Travel, Financial Management

Phone: 716-645-4534

Email: das11@buffalo.edu

Meg Mitchell

Meg Mitchell

Manager

Travel, Financial Management

Phone: 716-645-4535

Email: memcdole@buffalo.edu

UB Foundation Funds

Sponsored Programs, Dental Medicine, Engineering & Applied Sciences, Architecture & Planning, Nursing 

Cindy Paterson

Cindy Paterson

UB Foundation

Phone: 716-645-8724

Email: clbragg@buffalo.edu

Arts & Sciences, Health Sciences, Medicine & Biomedical Sciences

Tina Mattison

UB Foundation

Phone: 716-645-3017

Email: tinamatt@buffalo.edu

UDSMR, Management, Law, Pharmacy, Student Life

Ingrid McCabe

Ingrid McCabe

UB Foundation

Phone: 716-645-8723

Email: deviam@buffalo.edu

Athletics, Graduate School of Education, Social Work, Student Housing, Philanthropy & Alumni Engagement

Stephanie Ruffino

Stephanie Ruffino

UB Foundation

Phone: 716-645-8748

Email: scruffin@buffalo.edu

Accounts Payable Manager

Rose Dommer

Rose Dommer

Accounts Payable Manager

UB Foundation

Phone: 716-645-8749

Email: rdommer@buffalo.edu

For Travel and Expense System Support

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

Email: ubs-travel-expense-support@buffalo.edu

Related Forms, Guidelines, Training and Links

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