Before and During Your Trip

Ensure you're ready to travel by reviewing ÃÛÌÒ´«Ã½'s policies and procedures and, when you return, submit all necessary paperwork for reimbursement. 

Prepare for Your Trip

  • If you are new to UB or just want a review of the travel policies and procedures, fill out the Travel Training Request form and we can meet with you for a personal training session.
  • Be sure you have approval to travel. Check with your departmental administrator to find out your limits.
  • Familiarize yourself with UB's travel guidelines.
  • Be prepared. Determine which resources you will need to ensure your travel is relatively untroubled.
  • Check travel warnings from agencies such as the ,  and . 
  • Identify which forms, including NYS or other tax-exempt forms, you’ll need for your travel.
  • Travelers should obtain the lowest cost coach equivalent accommodations available. You may be asked to present a cost comparison. Direct routes must be chosen considering time and cost, not the traveler's convenience. 
  • Both the State and Research Foundation offer international travel assistance for anyone traveling on business for the state or on a Research Foundation grant. Please contact Meg Mitchell for more information on these programs.

Make Photocopies

   • Passport ID page.
   • Foreign visa.
   • Itinerary.
   • Hotel confirmation.
   • Airline ticket.
  • Driver's license.

Travel Training Request Form
Review UB's Travel Guidelines
Review the Travel Documentation Checklist

Tracking Travel Spending

  • Review the Travel Documentation Checklist for what forms you will submit for reimbursement.
  • Use a Travel Receipts Envelope to help you keep track of your receipts during your trip.
  • Travel reimbursements must be requested in U.S. dollars. Use the Oanda Currency Converter for exchange rates. The date of the receipt/purchase or last date of travel is used to determine the exchange rate.
  • Include all the requested information so there is no delay in processing.

Know What Is Reimbursable
Some travel expenses are not reimbursable. See examples of non-reimbursable expenses.

Contact an Expert