Travel With UBF Funds

Travel reimbursement should be made using a Disbursement Request form.

Reimbursement cannot be made for items already being reimbursed by another funding source (e.g., state funds). However, when the amount exceeds the per diem amount, UBF may reimburse for the additional expense. Please note:

• A photocopy of any such evidence is not acceptable since this would raise questions with the IRS as to duplicate reimbursement.
• Under circumstances where the original receipts, bills, etc. were submitted to another funding source or entity for partial reimbursement, photocopies of such evidence along with a copy of the voucher or expense report will be acceptable.
  
• All cancelled checks will be returned with the reimbursement check, if requested.
  

A travel reimbursement should be made using a Disbursement Request form. To assist in compiling your expenses, the Travel and Meeting Expense Reimbursement Request form can be used. The travel reimbursement request should include:

• Dates of departure and return home
• Days attributable to business activities
• Location of travel
• A brief statement of the business reason for the travel

Any agendas, brochures or other material pertinent to the trip that is available should also be attached.

The preferred documentation to support airfare is the original passenger coupon form. When the original coupon is submitted, the customer copy of the credit card slip is not required.

Air travel should be at coach fare whenever possible. If it is necessary to fly business or first class, a written explanation must be included with the documentation.

In light of changes in the airline industry, many airlines now offer the option of electronic ticketing. In these cases there is no passenger coupon. If this electronic method is used, travelers should submit the original boarding passes and original documentation showing evidence of payment (e.g., cancelled check, credit card slip or credit card statement).

To avoid the documentation hassles associated with electronic ticketing, request an issued ticket that provides the passenger coupon necessary for reimbursement.

This amount must be supported by an original hotel bill that details the individual charges between room, restaurant and other miscellaneous items. The customer copy of a credit card slip or cancelled check, although preferred, is not required. It is important that an original hotel bill be secured since reimbursement cannot be made with only a credit card slip or cancelled check.

Reimbursement is not allowed for:

• Pay TV
• Movies
• Laundry
• Honor bars
• Personal telephone calls

The number of meals and amount must be supported by original restaurant receipts along with the customer copy of the credit card slip. In the absence of original receipts, federal per diem amounts can be used for reimbursement. Please be advised that these per diems include $5 per day for incidental expenses including tips for bellhops, porters, baggage carriers, hotel maids, stewards and stewardesses.

The number of miles is multiplied by the standard IRS allowance.

This amount is supported by original receipts for taxi, other forms of transportation or tolls.

• When a non-overnight trip requires an individual to leave at least one hour prior to their normal starting time, they are entitled to reimbursement for breakfast.
  
• When a non-overnight trip requires an individual to return at least two hours later than their normal ending time, they are entitled to reimbursement for dinner.
  
• Reimbursement will be provided up to the amount of actual receipts. In the absence of receipts, UBF will use New York state-established per diems of $5 for breakfast and $12 for dinner.
  
• These non-overnight meals are taxable per IRS guidelines and will be reimbursed through the UBF payroll process.

In addition to the original receipt, include:

• The business purpose
• Location of the meal
• A list of the attendees with their business affiliation

UBF cannot, by current university policy, reimburse for meals when engaged in routine university business during normal business hours.

Consistent with IRS guidelines, travel or entertainment expenses cannot be reimbursed if a spouse, dependent or other individual attends a business trip or convention. However, these costs can be reimbursed if there is a clearly documented business purpose rather than a personal or social purpose for the spouse to attend. If there is a clearly documented business purpose, spousal travel and meals should be approved in advance in writing by either the Provost, Vice President or President as appropriate.

Travelers have the option of using the federal per diem rates or actual costs but not both. Per diem daily rates can be found on the CONUS Per Diem website. Please attach a copy of the per diem rate sheet to the disbursement request. Please note:

• UBF will reimburse based on time of departure and/or arrival
• UBF cannot reimburse using first or last day of travel calculation used listed on the CONUS website, which is consistent with UB policy

According to the IRS, incidental expenses include fees and tips given to porters, baggage carriers, hotel staff and staff on ships.

• If you are claiming per diem, these items are included in the daily per diem rate.
  
• If you are not claiming per diem but you are being reimbursed for actual meal expenses, incidental expenses may be allowed up to $5 per day according to the IRS.