(Not a Required Travel Document)
The following are items to consider before going on Research Foundation (RF) business travel. This checklist is only a convenience and is not required to be submitted with other travel documents.
Does the trip meet all sponsor guidelines? |
Are there sufficient funds to cover the cost of the trip? |
Is the trip within New York State? If so, obtain an "Exempt Organization Certification" and understand the RF’s acceptable use policy. |
Is a rental vehicle being used? If so, review Insurance Guidelines for Vehicles in the RF Travel Handbook. Also, does your campus require written justification for the use of a rental vehicle? If so, attach written justification to the travel form. |
Is travel on a federal grant and will the traveler be using a commercial airline? If so, prior to booking an airline ticket, make sure the airline is a "U.S. flag air carrier" as described by the Fly America Act. |
Is an advance required? If so, contact your operating location's travel office for its policy on travel advances. |
Does the traveler understand the RF and campus policies regarding what expenses are reimbursable? Does the traveler understand what documentation (including receipts) is required to obtain reimbursement? |
Does the rate of the chosen hotel exceed the maximum federal per diem rate? If so, make sure proper approvals are obtained, and, if required, attach a justification. |
Is travel to a foreign country? If so, travelers should review sponsor regulations, award terms, and conditions prior to traveling out of the United States. Many sponsors have different requirements for foreign travel. |
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