RF Annual Professional Development Fund Travel Policy

Please refer to the Stony Brook University Travel Policy page prior to booking your conference, to ensure all expenses are allowable for reimbursement per University policy. 

International Travel Registry

If travelling internationally, students should submit a travel registry in Concur prior to their travels. This should be done for all international travels regardless of submitting an application for the RF Professional Development Fund.

Meal Eligibility Requirements               

On the day of departure, you are eligible for breakfast if departure occurs before 7:00 am. You are eligible for dinner if departure occurs before 6:00 pm.

On the day of return, you are eligible for breakfast if the trip ends after 8:00 am. You are eligible for dinner if the trip ends after 7:00 pm. Lunch is not reimbursable.

Business Travel Combined with Personal Travel

Reimbursement or payment is not permitted for expenses for personal travel combined with business travel or personal expenses incurred while in business travel status. Costs attributable to personal expenses, such as extended hotel stays, auto rentals, transportation, meal costs, or other personal incidentals that are not qualified for reimbursement under the University Policy for business travel, must not be submitted for reimbursement, or if included with business expenses, must be identified and deducted from the request for reimbursement.

Reimbursement for travel costs from the home site to the business venue, or vacation site, will be reimbursed at the lesser of the two costs. Cost comparisons must be presented. At completion of business, the traveler will be reimbursed for the return to their home site from the business site, or the vacation site, whichever is less. Again, cost comparisons must be presented.