Note: Before you can make travel arrangements, you will need to set up a profile under the University Libraries BTA (Business Travel Account). This account allows direct payment from the University Libraries to the transportation provider; the traveler is thus not required to pay for transportation from his/her personal funds. Please note we are not able to reimburse travelers for transportation expenses paid for out of personal funds. In order to make a reservation using our BTA, you must have filled out a BTA traveler's profile. If you need help filling out the profile, contact Linda Gould (107 Capen Hall, 645-2943 ext. 239). The profile is completed once, but must be made well in advance of making arrangements.

1. Before making plane or train reservations, check with Austin Booth regarding the level of ASL-travel support that will be available to you. There will be a maximum of $2000/year travel funding for approved travel available to full-time Senior Assistant Librarians and Professional Staff seeking permanent appointment, and a maximum of $1000/year travel funding for approved travel for all other staff.

2. Make plane or train reservations through NFT Travel (691-5880) or Stovroff & Taylor Travel, Ltd. (631-4022). Tell the travel agent to make the reservation under the University Libraries BTA (Business Travel Account) . This account allows direct payment from the University Libraries to the transportation provider; the traveler is thus not required to pay for transportation from his/her personal funds. Please note we are not able to reimburse travelers for transportation expenses paid for out of personal funds. In order to make a reservation using our BTA, you must have filled out a BTA traveler's profile . If you need help filling out the profile, contact Linda Gould (107 Capen Hall, 645-2943 ext. 239) Austin will let you know when your BTA reservation has been approved.

[Additional note: before calling, check airline schedules and available flights using an online source such as Travelocity.com. Then call the agents. Ask questions about price, available times, etc. because they may not provide the best, cheapest flight arrangements. You need to suggest things such as whether you want a non-stop or connecting flight (which can reduce cost). You can even ask for a specific flight number if you know one you like in advance].

3. At least 6 weeks before planned travel, fill out a staff-funding request form . If you submit the form after the six week period, your travel reimbursement may be held up while we process the various forms. When filling out the staff-funding request form, use per diem meal and hotel rates . All Access Services staff: submit staff-funding request to Karen Senglaup. All other ASL staff: submit staff-funding request to Austin Booth. They will submit the staff-funding form to the staff-funding committee.

4. After travel is completed, submit receipts for registration, ground transportation, and other expenses as well as a copy of the conference program (including the agenda) with a completed travel voucher to Linda Gould (107 Capen Hall, 645-2943 ext. 239). If you have trouble downloading the travel voucher, go to the UB Business page, then pull down the following menu > submenus (start at top bar of page):

Employee > Travel> Reimbursement> State> Voucher Form

Please note that you will only be reimbursed for amounts covered by government per diem meal and hotel rates unless the hotel is a conference hotel and is designated such as such on your receipt. Linda will review the travel voucher and submit it to the ASL directors for approval.

5. Within one month of your return, please send a brief summary of the event to the Arts and Sciences Libraries List (ASL-LIST@LISTSERV.BUFFALO.EDU). Include a summary of the conference/workshop, useful URLs, and other information you think will be of interest to your colleagues. If you received funding from the Staff Funding Committee, please send your summary to the chair of the Staff Funding Committee as well. For examples, see the previous recipients' reports.