• Grants Office
  • General Travel Guidelines

    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. The principle underlying travel expense reimbursement is that, consistent with proper stewardship of grant and contract funds, travelers should keep all expenses to a reasonable minimum and should neither gain nor lose personal funds.

    Underlying government regulations require that all funds administered by RF adhere to a uniform set of guidelines for travel, regardless of the sponsor funding any particular award. Sponsors and/or your own award agreement may have further restrictions; contact your Project Administrator with any questions. RF Travel Policy and Procedures apply to travel reimbursement for all external entities (independent contractors, sub-contrators, etc.)

    Travel reimbursement on New York State-sponsored awards and on College Recovery and Recovery Derived Accounts is governed by New York State Travel Guidelines.

    Travel expenses must be appropriate and necessary to the project; the purpose of the trip should be indicated on the travel payment forms and appropriate documentation such as an invitation, conference brochure, etc., should be attached to your 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.

    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.

    The RF maintains a Travel Accidental Death and Dismemberment policy underwritten by the Hartford Insurance Company for RF employees traveling both domestically and internationally

    The Purchase Card (P-Card) may be used for travel-related expenditures, subject to expenditure guidelines given in this policy. Any charges to your P-Card in excess of allowable expenditures must be reimbursed to RF. Please check with your Project Administrator to ensure you have a sufficient balance on your P-Card account before you begin your trip.

    If you would like to review the status of a Travel Advance or Travel Expense Voucher, please use the Document Tracking - OTPS E-Service on the RF website. If you do not have access to E-Services, you may contact the appropriate OTPS Administrator at OTPS Team.

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