Preliminary knowledge of any travel has proved to be very helpful in obtaining a speedy reimbursement. Being able to prepare a voucher before actual travel gives the opportunity to obtain information that might not be readily available after a conference/symposium occurs.
For a speedy reimbursement, please provide the following:
1) Travel plans at least one month in advance.
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) Is there a travel limit and/or exactly what expenses will be covered.
Reminders: CREDIT/BANK STATEMENTS MUST ACCOMPANY YOUR DOCUMENTATION
1) All airline reservations can be made by you. We no longer have to go through CTA.
2) The required documentation includes: flight itinerary showing dates, times, and dollar amounts from your booking agent and a credit/bank statement showing the transaction.
3) When booking your airfare (research accts only), remember to adhere to the Fly America Act. This states that you must use a US carrier when booking all international flights. If during the trip, you are transported on a non-US carrier, the flight will still be reimbursed. However, your itinerary must show a US carrier leaving and returning to the US, and payment must be to a US 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.
5) 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.
6) GUEST TRAVEL: If you invite a guest to UB and intend to pay their expenses, PLEASE SEE LISA KROBE BEFORE ANY RESERVATIONS ARE MADE BY YOU OR THE GUEST. GUIDELINES FOR GUEST TRAVELERS.
Application for CAS travel award funding for untenured faculty click here.
Application for CAS travel award funding for tenured faculty click here.