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Research Travel Guidance

guidance for traveling on sponsored research awards

Travelers must:

  • Comply with sponsor guidelines
  • Comply the Research Foundation Travel Handbook
  • Comply with all applicable state and federal regulations
  • Comply with Stony Brook University's University Travel Policy 
Travel must be:
  • Necessary to perform a valid research purpose
  • Reasonable in that the expense is not extreme or excessive and reflects a prudent decision to incur the expense consistent with the research purpose. Relevant factors to take into account:
        • purpose,
        • context,
        • source of funds, and
        • the circumstances surrounding the expenditure
  • Appropriate in that the expense must be consistent with the research need or purpose

International travelers are required to:

  • Register all international travel on sponsored research awards in the Concur Request Module. 

Note: This will also provide for the mandatory prior approval from SBU's Operations Manager/or designee for travel to any country indicated by the U.S. Department of State with a travel warning level of 3 or 4 

Research Foundation Travel Handbook 

Guidance for traveling on state funds: The Office of the State Comptroller (OSC) Travel Manual

Concur System LogIn

Ticket Purchasing Guidance 

Travelers are strongly urged to purchase refundable airline tickets when making travel arrangements, so in the event a trip is cancelled, due to Covid or otherwise the only cost incurred would be the potential cancellation fees. Unused nonrefundable airline tickets cannot be charged to sponsored awards.

travel agency


On Campus:  2-7799

Off  Campus: 212-629-5470

Euro Lloyd Travel Fees (10/1/21)


Forms and Publications

  • Travel Voucher (non-employees only)

  • Travel Advance (use the Research Requisition form which can be found under Research on the Forms and Publications page)

Travel Reimbursement (CONCUR)

Concur is SBU's web-based travel expense reimbursement platform that manages  expenses for sponsor funded (RF) travel. 

SBU Concur website:


Resources from SBU's Procurement Office

SBU Travel and Expense Website

Procurement FAQs

Data and Information Security 

Resources from SBU's Division of Information Technology

Securing data and secure computing

Security policy and compliance

International Travel resources and federal regulations

International Travel Considerations

International Travel Considerations, Research Security Newsletter (May 2023). How to review your travel and when to reach out for assistance.

Safety Precautions for International Travel

Foreign Travel Safety (SUNYRF YouTube)

U.S. Department of State Travel Warnings

It is the responsibility of the traveler to check the U.S. Department of State Travel Warnings List before traveling and to read and abide by the information contained in the travel warning.

Fly America Act 

Except under specific circumstances, U.S. flag air carriers must be used to transport personnel and property when the costs of transportation are charged to federal grants, contracts, or cooperative agreements. This requirement applies to transportation to, from, between, or within a country other than the U.S., when U.S. carriers are available without regard to cost or convenience. 

Specific exceptions and definitions are available at U.S. General Services Administration's Fly America Act website and in the Research Foundation Travel Handbook.

Travel to Cuba, Iran and North Korea

Travel to Cuba, Iran, North Korea, Ukraine or Russia requires prior approval by the Director of Research Security.  

Prior to travel to an OFAC Sanctioned Country, contact the Director of Research Security.

Laptops, Cell Phones, Field Equipment

Read more about export compliance and international travel with your laptop, cell phone and field equipment (Tools of the Trade). 

If taking supplies or equipment that are not considered Tools of the Trade or are controlled under the International Traffic Regulations, contact the Director of Research Security.

Federal Government Resources/Training 

FBI: Safety and Security for Business Professionals Traveling Abroad Brochure

FBI: Safety and Security for U.S. Students Traveling Abroad Brochure

FBI: The Key to U.S. Student Safety Overseas Brochure

Office of the Director of National Intelligence: Know the Risk - Raise Your Shield:  Travel Awareness Video

Office of the Director of National Intelligence:  Safe Travels Brochure