Adhering to Travel Guidelines

A principal investigator (PI) authorizing travel on their project for themselves, their staff, or an external entity is expected to be thoroughly familiar with RFCUNY’s travel policy and communicate the policy regarding allowable expenses and restrictions to prospective travelers. All travel arrangements for guests and staff must be made under the name of RFCUNY for travelers to benefit from RFCUNY’s tax-exempt status as applicable. A Purchase Card (P-Card) may be used for travel-related expenditures, subject to the expenditure guidelines in the P-Card policy. Any charges to a P-Card in excess of allowable expenditures must be reimbursed to RFCUNY. Before traveling, a PI should ensure the P-Card contains a balance sufficient to cover the costs associated with the travel.

Government regulations require that all funds administered by RFCUNY adhere to a uniform set of guidelines for travel, regardless of the sponsor funding any particular award. Sponsors and/or an award agreement may have further restrictions.

Travel Expenditures

Allowable travel expenditures include: transportation costs, lodging costs, sustenance cost (meals), conference registration fees, and visa fees. Personal expenses incurred during travel such as laundry service, valet parking, entertainment, and transportation to and from meals are not reimbursable costs. The cost of alcoholic beverages is not reimbursable. Failure to comply with RFCUNY’s travel policy will result in denial of reimbursement for out-of-policy expenditures.  

In April 2016, Governor Cuomo issued an executive order requiring all New York State agencies, departments, boards, authorities, and commissions to bar any requests for publicly funded or publicly sponsored travel to Mississippi.

CUNY has interpreted the executive order to include a ban on travel to Mississippi by CUNY employees “using funds that come from outside sources such as grants, MOUs or contracts, including funds administered by the CUNY Research Foundation...”

RFCUNY understands CUNY’s interpretation of the executive order to mean that CUNY employees may not direct or allow RFCUNY employees working with them at a CUNY campus to travel to Mississippi "in connection with [the] work they are doing for CUNY".  Thus, all travel by either a CUNY or RFCUNY employee to Mississippi using RFCUNY held funds is banned irrespective of the funding source (Federal, State/City, private or college funds).

Any exception to this travel ban must be authorized by the CUNY’s Office of the General Counsel.  Please submit inquiries about the travel ban or a request for an exception to the travel ban to OGC@cuny.edu or CUNY’s Deputy General Counsel, Peter Lattanzio (peter.lattanzio@cuny.edu).

The Fly America Act is a federal regulation that requires the use of U.S. flag carriers or foreign air carriers that code share with a U.S. flag carrier for travel that will be reimbursed from federally funded grants, contracts, subawards or federal flow-through funds from New York State, New York City, and Privately sponsored projects.

•  All air transportation must be reserved on U.S. Flag air carriers whenever available, or on an authorized European Union carrier per the US-EU Open Skies Agreement or on a Swiss, Australian or Japanese carrier, as permitted under separate government agreements.
• For U.S. air carriers that have code-sharing agreements with foreign air carriers, other than European Countries, Switzerland, Australia or Japan, a ticket must be issued with the U.S. air carrier’s call letters and flight number to qualify for reimbursement.
• Written justification must be provided whenever a foreign air carrier must be used. Lower cost is not an acceptable justification for use of a foreign carrier instead of a U.S. carrier.

• The travel expense must be appropriate, reasonable, and necessary to the project.
• The purpose of the trip must be indicated on the Travel Expense Voucher form.
• The appropriate supporting documentation (invitation, conference brochure, proof of travel, documentation of expenditures, etc.) must be included.
• An individual must be in travel status, 35 miles or more from their designated place of business and residence.
• Travel reimbursement on New York State-sponsored awards and on College Recovery and Recovery-Derived Accounts is governed by New York State Travel Guidelines.
• RFCUNY maintains a Travel Accidental Death and Dismemberment policy for RFCUNY employees traveling both domestically and internationally.