Skip Navigation
Search

Travel, Purchase, and Reimbursement Guidelines to Assist Graduate Students

The goal of this document is to provide assistance to Graduate Students who must travel and/or make research-related purchases. We hope that students will be able to use these guidelines to minimize their personal expenses and decrease the amount of time it takes them to get reimbursed.

Research Foundation BTA (Business Travel Account)

Graduate Students traveling on Research Foundation (RF) Sponsored and Departmental IDC funds may have their airline and rail tickets charged to the RF BTA. The RF BTA was established to eliminate "out of pocket" travel expenses related to the purchase of airline and rail tickets for all employees and non - employees traveling on RF funds.

The BTA account is utilized through Euro Lloyd Travel, the University’s designated travel agency.

  • Traveler or Program Administrator contacts Euro Lloyd Travel at (631) 632-7799 for quote on required air/rail tickets. Euro Lloyd Travel will provide the best-published rate available to the traveler. When booking coach airfare, both cost and efficiency should be considered. Please note the e-FTR process is required before booking International travel, here . When having your Program Administrator contact Euro Lloyd on your behalf, make sure you provide them with all relevant travel preferences, such as airport options, carrier preferences, travel time, window/aisle seat. No seat upgrades are allowed unless due to a medical disability or special need. Which must be documented and on file in Human Resources.
    • If using RF Sponsor Funds: Traveler or Program Administrator will prepare a RF requisition, indicating Project-Task-Award to be charged and also attach the quoted fare/itinerary obtained from Euro Lloyd. These documents are to be either faxed (2-9147) or emailed ( OGM_airtravelrequest@stonybrook.edu) to the Office of Grants Management (OGM) to verify fund-availability and allowability on sponsored award.
    • Upon approval, OGM will forward the requisition to the Procurement Office.
    • If using RF Departmental IDC Funds: Traveler or Program Administrator will prepare a RF requisition, indicating Project-Task-Award to be charged, attach the quoted fare/itinerary obtained from Euro Lloyd, obtain Dean/VP approval and fax to the Procurement Office at 2-6462.
    • The Requisition form can be found here
  • As airlines will only hold the quoted fare for 24 hours, Traveler or Program Administrator and OGM are responsible to ensure completed RF requisitions are received in the Procurement Office within 24 hours of obtaining the quote/itinerary from Euro Lloyd Travel for the quoted fare to remain valid.
  • Procurement Office will place ticket order with Euro-Lloyd Travel Agency.
  • Euro Lloyd Travel will then email Program Administrator and/or Traveler and Procurement Office the following documents: Itinerary, Travel Reservation, Electronic Invoice and eTicket Receipt.
  • All charges for tickets will be centrally billed to Procurement Office and recharged to the designated and OGM approved RF Project-Task-Award Award as indicated on the RF requisition. The funds for these tickets are not encumbered; therefore, the account director must maintain the funds to cover tickets costs until the payment is recharged to the Project-Task-Award.

For questions regarding the RF BTA, contact Porshia Russell, Assistant Director of Travel at 2-6019.

All other trip related expenses, other than per diem meals, must be supported with original receipts and submitted for reimbursement after the travel event utilizing a travel voucher. Travelers must indicate on travel voucher if the BTA was used and attach the air/rail electronic invoice received by Euro Lloyd Travel as supporting documentation. All travel vouchers should be submitted within 30 days of the completion of travel.

The Travel Voucher form can be found here.

State NET (Non-Employee Travel Account)

Graduate Students traveling on State funds may have their airline and rail tickets charged to a NET account, eliminating any out of pocket cost.

  • The department requests a NET account in the name of a State employee linked to a State account.
  • The NET account-holder calls Euro Lloyd at (631)-632-7799 and purchases tickets for the graduate student. 
  • Euro Lloyd Travel will email NET account-holder and/or Traveler the following documents: Itinerary, Travel Reservation, Electronic Invoice and eTicket Receipt.
  • All charges for tickets will be directly charged to the State account that is linked to the NET account. The funds for these tickets are not encumbered; therefore, the account director must maintain the funds to cover tickets costs until the payment is recharged to the State Account .

To request a NET account, contact Joanne DeSantis, Travel/NET Account Administrator at 2-4031. Once completed paperwork has been received in the Travel Office, the NET account will be established within 7 to 10 days.

All other trip related expenses, other than per diem meals, must be supported with original receipts and submitted for reimbursement after the travel event utilizing a travel voucher. Travelers must indicate on the travel voucher if the NET account was used and attach the air/rail electronic invoice received by Euro Lloyd Travel as supporting documentation. All travel vouchers should be submitted within 30 days of the completion of travel.

Reimbursement of Travel through RF or State Funds

Graduate Students may purchase airfare and rail tickets out of pocket and be reimbursed by submitting a travel voucher through the normal department approval process. Please note the e-FTR process is required before booking RF funded International travel, here.

When submitting a reimbursement request for tickets, a copy of the itinerary/receipt showing proof of payment is required. All other trip related expenses, other than per diem meals, must be supported with original receipts and submitted for reimbursement after the travel event utilizing a travel voucher. This process can be done using RF or State funds. Travel vouchers should be submitted within 30 days of the completion of travel.

The Travel Voucher form can be found here.

RF Travel Advances issued to Graduate Students

Travel Advances may be requested and must be approved by the Office of Grants Management (OGM) who will verify against Sponsored Award guidelines. The Principal Investigator (PI) Account Director is responsible for all monies advanced to the graduate student. Advances should not be requested until at least 2 months before travel date.

  • A RF requisition detailing the purpose and amounts requested along with proper signatory approvals must be submitted to OGM.

Regarding the travel advance request for the above referenced grad students, the PI must agree to the following statement. If the statement is not included on the requisition, the Grants Management Specialist (GMS) will send an email as follows:

Please agree to the following statement via email.

“As PI, I accept that I am responsible to ensure that graduate students who receive travel advances provide receipts for full reconciliation.”

  • Once approved, OGM will forward the requisition to the Travel Office. A Purchase Order will be created and the graduate student will be issued a check or an electronic ACH (Automated Clearing House) payment.
  • The graduate student will be advanced 100% of the cost of registration fees and airfare* if not purchased with BTA, and based on the location of travel, 80% of the per diem for lodging and meals. *It is highly encouraged to purchase Airfare through Euro Lloyd using the RF BTA or State NET thus eliminating the need for an advance. Please note the e-FTR process is required before booking International travel, here. In addition, if vendor accepts direct payment by SBU, registration fees may be paid by submitting a non-encumbered payment form in WolfMart. Please make sure to attach the registration form, and ensure that the vendor is already in WolfMart or request to have them added .

Within 30 days of the completion of the trip, a travel voucher must be submitted referencing the travel advance PO number. All expenses other than meal per diems must be supported by original receipts. If the total travel costs are less than the previously provided advance, a check payable to the Research Foundation must be submitted for any unexpended funds. If total travel costs exceed the previously provided advance, a reimbursement will be issued to the traveler. Travel expenses that cannot be substantiated with qualifying receipts must be resolved with a refund payment.

Outstanding Travel Advances must be reconciled before another one can be issued to the traveler.

RF Cash Advances for Field Expenses issued to Principal Investigators

Cash Advances for field expenses may be obtained if approved by the Office of Grants Management (OGM) and Sponsor guidelines. The cash advance will be issued in the name of the Principal Investigator (PI) Account Director. Advances should not be requested until at least 2 months before travel date.

  • Cash Advances will only be issued to PI’s.
  • A RF requisition must be submitted detailing the purpose and amounts requested to Office of Grants Management (OGM) for approval. Upon approval, OGM will forward the requisition to Travel Office. A Purchase Order will be created and a check or electronic ACH (Automated Clearing House) payment will be issued to the PI for the field expenses.
  • Reconciliation for these Advances should take place within 30 days of the completion of the trip. A copy of the PO along with a spreadsheet listing the expenses and supporting receipts/documentation must be submitted. In cases where receipts cannot be obtained due to extenuating circumstances such as travel to “remote” locations, a journal listing of expenses is acceptable. The journal should clearly detail the date of expense, the amount paid, the payee and a brief description of the expense. In the case of normal travel if a receipt is lost, traveler must fill out a Missing Receipt Affidavit form.

The Missing Receipt Affidavit form can be found here.

Within 30 days of the completion of the trip, the cash advance must be reconciled, referencing the travel advance PO number. All expenses must be supported by original receipts, or in extenuating circumstances, by journal.

If the total expenses are less than the previously provided advance, a check payable to the Research Foundation must be submitted for any unexpended funds. If total expenses exceed the previously provided advance, a reimbursement will be issued to the PI. Expenses that cannot be substantiated with qualifying receipts must be resolved with a refund payment.

Outstanding Cash Advances must be reconciled before another one can be issued to the Traveler.

How Travel/Cash Advances and Reimbursements are received

  • RF:
    • On RF funds, payment for a travel reimbursement request or travel/cash advance request is received in the form of a check or electronic ACH (Automated Clearing House) payment. Graduate Student/PI would need to sign up for electronic ACH payment through RF Central Office, accessed by link below. Electronic ACH payment becomes the default within 24 hrs. of enrolling and all future payments will be processed as an electronic ACH into the bank account they have on file with RF Central.
    Electronic ACH Payment Enrollment Form is here.
  • State Funds:
    • State Employees traveling on State funds will receive payment for a travel reimbursement request consistent with how their salary is paid. If paid by check, then a reimbursement check will be issued. If paid by direct deposit, then reimbursement will be electronically deposited into their bank account on file.
    RF Employees traveling on State funds will receive payment for a travel reimbursement request in the form of a check.

 

ERAS: How to add a New Requester in WolfMart

This is helpful so that Graduate Students can be added at the request of the PI. Persons added will then be able to purchase in WolfMart.

  • Access the ERAS link at: https://www.stonybrook.edu/eras/
  • Click on an account number
  • Go to the 'Other Account Users'b> section.
  • Click on the Add/Removeb> button.
  • Fill-in the WolfMart Requester's SBID or NetID.
  • Repeat for each of your WolfMart Requesters.
  • Click on the Done button.
  • Click on the Save and Confirm button at the top of the screen.

 

Vendors: How do I add a New Vendor in WolfMart?

If you don’t find the vendor you want to purchase from in WolfMart you can add any vendor to WolfMart and purchase from them as follows.

Please contact the vendor and verify the vendor accepts Purchase Orders. If the vendor accepts Purchase Orders please request a W9 form. If it is a foreign vendor, request a W8 BEN-E form. If it is a foreign individual, request a W8 BEN form.

If the vendor accepts Purchase Orders, email the following information: W9, W8 BEN-E or W8 BEN form along with the vendor’s remit to address, email address, Phone#, Fax#, and a vendor contact name to: procurement_vendorfile@stonybrook.edu.

Also specify if you are using state or research funds. Keep in mind it takes 3-5 business days for State vendors to be added to WolfMart. Research vendors can be added and active in WolfMart the same day if we have all the information including the correct form.

 

High Level time frame for processing of Transactions

Travel Office: Travel Vouchers

Currently the Travel Office estimates a turnaround time of 2 weeks from the time the Travel Voucher is received in the Travel Office until the time the traveler is paid. This is assuming that the voucher is complete with proper signatures and all supporting receipts/documentation. Incomplete travel vouchers will delay the process and the turnaround time will depend on when the department/traveler responds to our inquiries. For all inquiries, Travel Office will email contact person, traveler and supervisor noted on travel voucher.

Travel Office: RF Travel/Cash Advances

Currently The Travel Office estimates a turnaround time of 2 weeks from the time the Travel/Cash Advance request is received in the Travel office until the time the advance is issued. This is dependent upon the advance request having all proper signatures and that the requestor does not have any outstanding advances. For all inquiries, Travel Office will email contact person, traveler and supervisor noted on travel/cash advance request. Advances should not be requested until at least 2 months before the trip.

Office of Grants Management:

The Office of Grants Management reviews requests for travel/cash advances and reimbursements against the terms and conditions of the sponsored award. If the travel is an allowable expense and funding is available, we estimate review and approval time to be approximately three to five days from receipt. The transaction is then routed to the Travel Office for processing.

Departments:

Departments should plan ahead and factor in the timeframe required by their own departmental offices to process transactions. This includes the delivery of the request to OGM for approval and that the request is allowed on the specific sponsored award.

Airfare Purchased with BTA or NET Account:

Departments and OGM need to factor in that the quoted fare will only be held for 24 hrs. by the Airline. Approved, signed requisitions must be received in the Procurement office within this 24 hr. window for the fare to remain valid.