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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:

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 expenditure
  • Allocable to the award
  • Consistent with the policies and procedures that apply to all RF and/or ESF activities
  • Consistently treated in like circumstances
  • Allowable under the cost principles
  • Adequately documented with the correct paperwork, receipts and invoices etc.

 

You 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
  • Blanket travel authorizations are allowed for specified periods of time up to one year for frequent trips to a single or multiple locations within New York State, or a single a location outside of New York State. Please note, a trip-specific Travel Authorization is required for travel that includes a rental vehicle booked through the Enterprise website
  • Volunteers must have prior approval by HR before traveling on RF-sponsored projects
    Request to appoint volunteer of Research Foundation

For out of state travel

Complete the following steps (when applicable) in order

  • Familiarize yourself with your award's terms and conditions, including permissions for out of state travel
  • When required, seek approval from sponsor program/project manager in writing with sufficient time to make your commitments and travel arrangements
  • Provide the Travel Authorization form with permission email attached to [email protected] copying in  [email protected]
  • Submit your poster for presentations and accept panel participation invitations, make travel arrangements, etc.

If you have any questions about the terms and conditions of your award, reach out to [email protected].

 

RF Travel Card

If you would like to request an RF Travel Card, please complete an RF Travel Card Agreement for Employee form and send it to [email protected] at least four weeks prior to your travel. For more information, please review the Bank of America Travel Card Program document.