Building partnerships through collaboration.
Travel With State Funds
We encourage you to understand and abide by the guidelines when traveling on state funds. Our Travel staff is available for information and guidance to help you manage your business travel expenses.
Travel Funding Options with State Funds
Employees
Personal funds may be used to pay for any allowable travel expenses. Employees use the travel and expense reimbursement system to submit a travel expense report for reimbursement.
Non-Employees
Personal funds may be used to pay for any allowable travel expenses. The host department or unit should complete the appropriate form to reimburse non-employees for out-of-pocket business travel expenses.
A travel advance can be requested when travel expenses have already been paid and can only be issued to UB employees. 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.
Travel Advance Requests
| Funding | State | RF | UBF |
|---|---|---|---|
| Reimbursement | 100% prepaid airfare only | 100% prepaid airfare only | 100% airfare, lodging, car rentals, per diems |
| Request an Advance | Log into the travel and expense system.
Follow these instructions to Submit Reimbursement for Airfare Purchased in Advance of a Trip | Log into the travel and expense system.
Follow these instructions to Submit Reimbursement for Airfare Purchased in Advance of a Trip | Log into the travel and expense system.
Follow these instructions to
To request lodging, car rentals and per diems in advance, follow the same process and use the date of purchase. |
The Procurement Card is an efficient and cost-effective method of purchasing and payment for small-dollar purchases.
| Procurement Cards | |||
|---|---|---|---|
| Funding | State* | RF* | UBF |
| Dollar Limit | $4,999 | $2,500 | $2,500 |
| 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.
Contact an Expert
For help using the travel and expense reimbursement system, contact:
Business Services Customer Support
Phone: 716-645-4500, press 2 for the travel and expense reimbursement system