You can claim your reimbursement for meals, lodging, transportation and other travel related costs by completing the RF Travel Payment Request Form and submitting it to the Research Foundation Office of Sponsored Programs Purchasing Unit. You are required to attach the necessary receipts to substantiate your costs, and the signature of both the traveler and the projected director are required certifying that the travel was reasonable necessary for the project.
Yes, if you are on Research Foundation payroll or are a SUNY employee with a key role on a sponsored project you may request a travel advance. To minimize the use of personal funds, the Research Foundation advances funds to travelers upon approval by the Project director and RF Operations Manager (OM) or designee. Travelers requiring a travel advance must keep in mind that the request must be submitted at least two weeks prior to departure to allow for processing time. As indicated on the RF Travel form, advances may be obtained for amounts equal to 100% of the primary transportation and conference registration fees, if applicable, plus 80% of all other anticipated expenses. Travelers will be notified when the travel advance checks are received and they can either pick them up in the RFSOP purchasing office, or if time permits, request the advance be mailed directly to their home. It is the policy of the college that individuals who have outstanding travel advances on file will have to submit receipts for reimbursement prior to obtaining another advance.
Yes. Travelers have the option of having airline reservations made through the Research Foundation Office of Sponsored Programs. To request airline reservations complete the Travel Reservation Request form and bring to the RFOSP purchasing unit. Tickets are initially charged to the Research Foundation and then transferred to the traveler's award. This procedure lessens the financial burden on the traveler, especially those who elect to travel without obtaining a travel advance.
Individuals attending conferences and seminars will be reimbursed at the published rate of the conference, even in cases where the rate for the conference is higher than the hotel rate for the area. A copy of the conference announcement stating the lodging charges must be provided, along with the hotel room receipt.
The current mileage reimbursement rate can be found on the RF website by clicking here.
How should I go about renting a car?
Should I pay sales tax on my travel expenses?
Do I need a receipt for everything?
How do I get reimbursed for my meals if I do not stay overnight?
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