Traveling for Business FAQs

UB has contracts with agencies from which you can rent a vehicle for both local and nationwide rentals:
- Enterprise Rent a Car
- Hertz Car Rental
- National Car Rental
Learn About Car Rental
These instructions are intended to help determine the most cost-effective, reasonable and appropriate method of transportation. The guidance outlines how to prepare a cost comparison between airfare and mileage, but can also be applied to compare car rental costs.
1. Purpose of cost comparison
The cost comparison determines the most cost-effective mode of transportation between:
Airfare (economy fare only)
Personal vehicle (mileage reimbursement)
Only the lower-cost option will be reimbursed.
2. General guidelines
Airfare cost must include only the economy fare (do not include taxis, ride shares, airport parking or other ancillary costs).
Driving costs must be based on the official IRS or institutional mileage reimbursement rate (e.g., 70 cents per mile as of 2025, confirm current rate).
If driving is chosen and it is not the most cost-effective option, reimbursement may be limited to the cost of airfare.
3. Steps to prepare the cost comparison
Step 1: Estimate driving costs
Use a reliable mapping tool (Google Maps, MapQuest or the Concur Mileage Calculator) to calculate the round-trip mileage.
Record the total round-trip miles.
Multiply by the current mileage rate. Example: 800 miles × 70 cents = $560.
Step 2: Obtain an airfare quote
Use a reputable travel website (Concur Travel, Expedia, airline websites) to get a round-trip fare.
Use only the economy fare (excluding baggage, taxis, parking, etc.).
Ensure flight matches the UB business travel dates.
If airfare is being researched after the travel has occurred, select comparable flights scheduled at least 30 days in the future, ensuring they align with the same days of the week on which the travel was originally planned.
Step 3: Document the comparison
Prepare a summary table:

Transportation Method

Total Estimated Cost

Driving (mileage)

$XXX.XX

Airfare (economy fare only)

$XXX.XX

4. Submission requirements
Include comparison summary table.
Attach supporting documents:
Driving: Map screenshot showing mileage
Airfare: Screenshot of airfare quote with economy fare
5. Notes
If driving is more expensive and still chosen, reimbursement is limited to airfare cost.
Reimbursement may be delayed or limited without a cost comparison.
6. Example
Trip from Buffalo, New York, to Washington, D.C.
Driving:
Round-trip miles: 780
Mileage rate: 70 cents
Total driving cost: 780 × 70 cents = $546
Airfare:
Round-trip flight (economy fare): $310
Comparison table:

Transportation Method

Total Estimated Cost

Driving (mileage)

$546

Airfare (economy fare)

$310

Conclusion: Airfare is more cost-effective. Reimbursement will be limited to $310 if driving is chosen.
Travel status is defined as:
- When the traveler is engaged in official university business
- Is more than 35 miles from the designated official station (place of business) and place of residence
You can find the per diem rates for travel in the Continental United States for your travel by entering the city/state, zip code or clicking on the map for the county of your destination.
State funds reimbursements for state-funded employees are direct-deposited into the payroll account or mailed to the address in the payroll file. Research Foundation funds reimbursements for RF funded employees are either mailed to the address in their payroll file or direct deposited, which has to be set up with the Travel office in advance.