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Office of Sponsored Programs and Research.

Office of Sponsored Programs and Research (SPAR)

General Travel GuidelinesPage Title



Project Directors authorizing travel on their projects for themselves, staff or invitees are expected to be thoroughly familiar with RF Travel Policy and to communicate policy regarding allowable expenses and restrictions to prospective travelers. Failure to comply with policy will result in denial of reimbursement for out-of-policy expenditures.

RF Travel Policy and Procedures cover travel on official business provided that it is consistent with proper stewardship of grant and contract funds and that travelers endeavor to obtain the best available pricing for transportation and lodging, and neither gain nor lose personal funds.

RF Travel Policy and Procedures apply to travel reimbursement for all external entities (invited guests, collaborators, independent contractors, sub-contractors, etc.) 

Travel expenses must be appropriate and necessary to the project. The purpose of the trip should be indicated on all travel payment forms and appropriate documentation (invitation, conference brochure, etc.), must be attached to request.

An individual is in travel status when the employee is on official business at a distance of more than 35 miles from the designated place of business or residence.

Which travel expenses are not allowed

  • Personal expenses, such as laundry, valet service, movie rentals, theater tickets, entertainment, and transportation to and from meals are not reimbursable.
  • The cost of alcoholic beverages may never be reimbursed.

How do I pay for travel?

Travelers may incure all travel expenses and request reimbursement by submitting a Travel Reimbursement Request for via the e-Payment system (RFCUNY login Required)

OR

Request an advance by submitting an ePayment Travel Advance Request Form via the e-Payment system (RFCUNY login Required)