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Reimbursement for Business and Travel
Business and travel expenses should be paid through appropriate buying and paying methods, but, as an employee, you might incur expenses with out-of-pocket funds. You can request reimbursement in several ways.
Overview
For Purchases
Employee Reimbursement
Reimbursements with state funds are paid to UB employees who have purchased goods and services with out-of-pocket funds.
Employees use the travel and expense reimbursement system to request reimbursement for business non-travel expenses.
Non-Employee Reimbursement
Reimbursements with state funds are paid to non-employees of UB who have purchased goods and services with out-of-pocket funds. Non-employees include:
- Guests
- Faculty and staff job candidates
- Unpaid students
The host department or unit should submit a Non-Employee Personal Reimbursement Request to reimburse non-employees for business non-travel expenses.
For Travel
Employee Reimbursement
Employees use the travel and expense reimbursement system to request reimbursement with state funds for business travel expenses.
- For travel advances, state will reimburse airfare only at 100%
- Follow these instructions to Request Airfare Purchased in Advance of a Trip
Non-Employee Reimbursement
Reimbursements with state funds are paid to non-employees of UB for travel expenses incurred while conducting official university business. Non-employees include:
- Guests
- Faculty and staff job candidates
- Unpaid students
The host department or unit should submit a Non-Employee Travel Voucher for State to reimburse non-employees for out-of-pocket business travel expenses.
Using a Travel Voucher With a Wire Transfer
You may request a wire transfer for travel reimbursement to non-employees whose bank account resides outside the United States. When submitting the travel voucher request that includes a wire transfer, the following information must be included: full name of bank, SWIFT code, IBAN number, full name on account, bank account number and the reason for the wire transfer request.
For Purchases
Employee Reimbursement
Reimbursements with RF funds are paid to UB employees who have purchased goods and services with out-of-pocket funds.
- You can use Non-Sponsored Research funds for the immediate purchase of items with reimbursement at a later point, for supplies less than $2,500.00.
Employees use the travel and expense reimbursement system to request reimbursement with RF funds for business non-travel expenses.
Non-Employee Reimbursement
Reimbursements with RF funds are paid to non-employees of UB for goods and services purchased with out-of-pocket funds while conducting official university business. Non-employees include:
- Guests
- Faculty and staff job candidates
- Unpaid students
The host department or unit should submit the Non-Employee Personal Reimbursement Request to reimburse non-employees for business non-travel expenses.
For Travel
Employee Reimbursement
Employees use the travel and expense reimbursement system to request reimbursement with RF funds for business travel expenses.
- For travel advances, RF will reimburse airfare only at 100%
- Follow these instructions to Request Airfare Purchased in Advance of a Trip
Research Foundation reimbursements for RF-funded employees are either direct deposited if an ACH form has been submitted, or mailed to the address in the payroll file.
- Complete and submit an ACH Payment Enrollment form to have your RF reimbursements direct deposited; it is not associated with a payroll account.
- When completing the ACH payment enrollment form, your name should be typed in the “Supplier Name” section. Please add (-030) after your name to distinguish the University at Buffalo. For example, John Smith-030.
Non-Employee Reimbursement
Reimbursements with RF funds are paid to non-employees of UB for travel expenses incurred while conducting official university business. Non-employees include:
- Guests
- Faculty and staff job candidates
- Unpaid students
The host department or unit should submit the Non-Employee Travel Voucher for Research Foundation (RF) to reimburse non-employees for out-of-pocket business travel expenses.
Using a Travel Voucher With a Wire Transfer
You may request a wire transfer for travel reimbursements to non-employees whose bank account resides outside the United States. When submitting the travel voucher request that includes a wire transfer, the following information must be included: full name of bank, SWIFT code, IBAN number, full name on account, bank account number and the reason for the wire transfer request.
Allowable Reimbursements
For specific questions regarding whether an expenditure is reimbursable, please contact your accounts payable associate prior to making the expenditure.
All expenditures must be justified and documented in order to be paid. Documentation should be in one of the following ways:
- Original invoice from vendor to be paid
- Original paid store or vendor receipt along with an explanation of items purchased. If payment was made by check or credit card, the cancelled check or credit card slips should also be submitted. However, reimbursement cannot be made with only cancelled checks or credit card slips.
- Original restaurant receipt and credit card slip for meals and meetings at restaurants. The business purposes and name and titles of individuals attending (present) must be documented. If the expense covers a large number of people who are members of a readily identifiable group (e.g., faculty of a particular department or seminar participants), it is sufficient to designate the class of people.
- Original conference/seminar registration form or subscription/periodical order form to be paid directly to the vendor.
As a general rule, requests for reimbursements from UBF should be submitted in a timely manner.
Contact an Expert
For Business Reimbursements
State-funded RAP reimbursements; honoraria; Critic Teachers
For Non-sponsored Funds — Compliance and Guidance
Brendan Davis
Accounting: Non-sponsored RF
Financial Management
Phone: 716-645-2602
For Non-sponsored Funds — Goods and Services Reimbursements
Karen Crissey
Manager
Accounts Payable
For Sponsored Funds
Guidance about reimbursements using sponsored funds should be directed to Sponsored Projects Services (SPS).
Consult With Your Unit Business Officer for Initial Clarification or Interpretation Questions.
For general questions regarding your UBF account or Disbursement Requests
For general system questions regarding the Concur expense report system
For general system questions regarding the ShopBlue purchase order system
Payables/Expenditure Processing Associates
Arts & Sciences, Engineering & Applied Sciences, Architecture & Planning
Susan Eiss
Payables/Expenditure Processing Associate
UB Foundation
Phone: (716) 645-8724
Email: sleiss@buffalo.edu
UDSMR, Management, Law, Student Life, Graduate Medical Education, Graduate School of Education, Sponsored Programs, Social Work
Ingrid McCabe
Payables/Expenditure Processing Associate
UB Foundation
Phone: 716-645-8723
Email: deviam@buffalo.edu
Athletics, Student Housing, University Advancement
Reid Walton
Payables/Expenditure Processing Associate
UB Foundation
Phone: (716) 645-8745
Email: reidwalt@buffalo.edu
Accounts Payable Coordinator
Stephanie (Stevie) Ruffino
Accounts Payable Coordinator
UB Foundation
Phone: 716-645-8748
Email: scruffin@buffalo.edu
Accounts Payable Manager
For Travel Reimbursements
Consult With Your Unit Business Officer for Initial Clarification or Interpretation Questions.
For general questions regarding your UBF account or Disbursement Requests
For general system questions regarding the Concur expense report system
For general system questions regarding the ShopBlue purchase order system
Payables/Expenditure Processing Associates
Arts & Sciences, Engineering & Applied Sciences, Architecture & Planning
Susan Eiss
Payables/Expenditure Processing Associate
UB Foundation
Phone: (716) 645-8724
Email: sleiss@buffalo.edu
UDSMR, Management, Law, Student Life, Graduate Medical Education, Graduate School of Education, Sponsored Programs, Social Work
Ingrid McCabe
Payables/Expenditure Processing Associate
UB Foundation
Phone: 716-645-8723
Email: deviam@buffalo.edu
Athletics, Student Housing, University Advancement
Reid Walton
Payables/Expenditure Processing Associate
UB Foundation
Phone: (716) 645-8745
Email: reidwalt@buffalo.edu
Accounts Payable Coordinator
Stephanie (Stevie) Ruffino
Accounts Payable Coordinator
UB Foundation
Phone: 716-645-8748
Email: scruffin@buffalo.edu
Accounts Payable Manager
For Travel and Expense System Support
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