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Guidance for Research Foundation Travel

ESF's Research Foundation (RF) Travel Team works with travelers before and after their trips to navigate travel rules and ensure reimbursements are received as expected. The Travel Team is committed to making the travel process as seamless and stress-free as possible.

Travelers must:

  • Comply with sponsor guidelines
  • Comply with the RF Travel Handbook
  • Comply with all applicable state and federal regulations
  • Comply with ESF’s procedures 

Travel must be:

  • Necessary to perform a valid research purpose
  • Reasonable in that the expense is not excessive and reflects a prudent decision that is consistent with the research purpose. Relevant factors to consider:
    • Purpose
    • Context
    • Source of funds
    • Circumstances surrounding the expenditures
  • Appropriate in that the expense must be consistent with the research need or purpose
  • Adequately documented

Travelers must be authorized to travel on behalf of the RF and ESF:

  • Any trip exceeding 35 miles from home or work requires a travel authorization, which should be sent to [email protected] at least two weeks before your departure dates
  • Blanket travel authorizations are allowed for up to one year for:
    • Travel within New York State to unspecified locations for unspecified projects
    • Travel outside of New York State to specific locations for specific periods and projects
  • Volunteers must have prior approval by HR before traveling on RF-sponsored projects by completing a
    Request to appoint volunteer of Research Foundation form

**Special note regarding New York State Department of Environmental Conservation (NYSDEC) funded awards and out-of-state travel:
NYSDEC requires us to seek prior approval in writing from the DEC project manager before committing to any out-of-state travel-related expenses, including conferences and presentations, etc