Student Travel Reimbursement

To request reimbursement for approved travel expenses, please follow the directions below and submit a Student Travel Reimbursement Request within 30-days of travel. 

Prior to travel, please review all UB Travel guidelines, policies, regulations, and requirements. For domestic travel, familiarize yourself with GSA rates for the state/city you are traveling to. For international travel, please review Foreign Per Diem rates.

Requesting Travel Reimbursement

Please include all receipts, justification documents, and attach the following to this form: Travel Expense Report (downloadable excel)

For a speedy reimbursement, please provide the following:

  1. Travel plans and justification documents, such as itinerary / conference agenda. 
  2. Forward any/all information as soon as possible rather than waiting until after you have traveled. This may include conference name, city, dates, air itinerary, payment for airfare, lodging confirmation, registration and payment of registration, etc.
  3. Which account your travel is being funded from.
  4. Documentation, such as a copy of a travel award letter or research fund approval should be included, this letter should denote the total approved funds, and if there a travel limit and/or exactly what expenses may be covered.

Reminder: Credit Card/Bank Statements MUST Accompany Your Documentation

  1. The required documentation includes: 
    • If flying: Flight itinerary from your booking agent and a credit/bank statement showing the transaction. Your flight itinerary should reflect dates, times and dollar amounts.  
    • If driving: A printed Google map (or similar software) from UB North Campus to the address you drive to (one way is sufficient).
  2. If you plan on extending your plans either before or after a conference, you must supply a listing of flight comparables showing your travel from one day before and one day after the conference. For example: If a conference is from the 10th – 13th, and you want to go early on the 5th, you must provide your itinerary showing these dates and ALSO a flight itinerary showing travel from the 9th – 13th or 14th. Or, if you wish to stay later, a flight itinerary from the 9th or 10th – 14th, plus your itinerary showing your extended dates.
  3.  When booking your airfare (research accts only), remember to adhere to the Fly America Act. This states that you must use a U.S. carrier when booking all international flights. If during the trip, you are transported on a non-U.S. carrier, the flight will still be reimbursed. However, your itinerary must show a U.S. carrier leaving and returning to the U.S., and payment must be to a U.S. company, (eg. Orbitz).
  4. Unusual situations occur in travel. For example, you may share a room with someone else and pay them for your portion of the bill or they may pay you for their portion of the bill. It is recommended that you get a lodging receipt from the hotel with all names on it. If a name other than your own shows on the bill, you must have that person write a letter/email stating that you paid them a portion of that bill and you must have a copy of your check/receipt that shows you paid along with a copy of the hotel bill. The same if you paid, have the other person send documentation of their payments. This usually happens with grad students and not faculty, however, it’s best to be prepared. Please provide a lodging receipt with your name on it and a credit/bank statement showing the lodging transaction.
  5. Food receipts are not necessary. If you are to be reimbursed for food purchases, we follow NYS per diem allotment chart.
  6. If you have direct deposit, chances are your reimbursement will be direct deposited into your account. If you wish to have a check mailed to you, please request this in advance.

Necessary Documents

Submit the following with your Travel Reimbursement Request. 
  • Funding Justification Letter (Travel/Reseach Award Letter or Email) 
  • Prefilled Non-Employee Travel Voucher
  • W9/W8 (Tax Documentation)
  • Travel Plan (Itinerary, Agenda, etc) 
  • Travel Expense Report
  • Itemized Receipts
  • Credit Card/Bank Statements with reimbursable charges
  • Additional Travel Documentation (eg. Map with Mileage)

Other Applicable Forms: 

ABOUT REIMBURSEMENTS: 

Travelers of UB may will be eligible for reimbursement of certain expenses during a visit, when funding allows. All travelers should review GSA Per Diem rates prior to their visit to assure they are familiar with the policies and understand what to expect when requesting reimbursement.

Reimbursement eligibility is based on the funding amount approved for their trip, if applicable they are eligible for a per diem rate for meals and incidentals.

ABOUT MEALS AND INCIDENTALS:

Travelers may be eligible for breakfast and dinner reimbursement, when meals are not provided, on non-travel days during their visit. Travelers may also be eligible for meals on travel days depending upon their arrival and departure time.

  • The GSA Per Diem Breakfast and Dinner are the only meals that are reimbursable, taxes/ tip will be included as incidentals and reimbursed for up to the total per diem rate.
  • Reimbursement is not provided for lunch or permitted if the following meals are provided: Breakfast*, Dinner, Banquet, Buffet. *Continental Breakfasts do not qualify as a provided meal.
  • Incidental expenses such as tips to bellmen, porters, hotel maid are included in the per diem allowance.
  • On the day of departure, Traveler(s)are eligible for breakfast if departure occurs before 7am. Traveler(s)are eligible for dinner if departure occurs before 6:00 pm.
  • On the day of return, Traveler(s)are eligible for breakfast if the trip ends after 8:00am. Traveler(s)are eligible for dinner if the trip ends after 7:00 pm.

ABOUT HOTEL RESERVATIONS:

  • Typical check in time is after 3PM and check out time is after 11AM. This information will be included in the reservation folio.
  • Upon processing their reservation, the Traveler will receive a reservation folio with a confirmation number for their stay. Please keep a copy of this document for you records.
  • Travelers may be asked to present a credit card upon arrival at their hotel. Costs incurred by damages will be the responsibility of the party assigned to a hotel room. 
  • Charges to the room, Meals (Breakfast and Dinner Only), Lodging, and Parking should be itemized on the hotel bill.
  • Upon check out, Travelers should retain a copy of the bill and verify that their personal card is not charged for Meals, Lodging, or Parking when the university has agreed to cover these items.

ABOUT FLIGHT / BUS / TRAIN RESERVATIONS: 

  • All tickets include economy seating and up to one checked bag.
  • The traveler will be responsible for contacting the UB Travel Team and the Department Administrator regarding a cancelled trip or missed departure/flights.
  • Additional accommodation, regarding cancelled or delayed flights/departure should be directed to the company that Travelers are traveling with.
  • Please review TSA Guidelines prior to a trip. https://www.tsa.gov/travel

ABOUT TAXI/TRANSPORTATION or PERSONAL VEHICLE/PARKING: 

  • If the department has agreed to reimburse for transportation that is not prearranged, the Traveler will be reimbursed and will be asked to furnish keep receipts.
  • Travelers may use taxis, transport agencies, or ride-share apps and submit receipts for reimbursement. In some cases, travel justification may be requested.
  • Parking and Mileage can be reimbursed when funding allows. If you intend to use your personal vehicle and to be reimbursed for parking and mileage, please track exact mileage. 

Questions? Contact R. Macklin Olszewski at rachelol@buffalo.edu for department support or contact the CAS Procurement Team and Kim Brown, 645-4022, with travel questions.