Travel Services

Registration fees may be required for attendance at business events. The payment of registration fees has changed significantly as a result of the mandatory implementation of the Statewide Financial System (SFS).

Buffalo State's Travel Services Department offers three options for registration fee payment:

Option 1, Procurement Card (P-Card) or Travel Card (T-Card):
Registration costs should be discussed, and planned with a supervisor before a purchase is made. Amounts should be listed on the Travel Authorization and Estimated Expense reports. All P-Card and T-Card polices and procedures must be followed.

Option 2, Reimbursement: 
When you pay a registration fee directly, obtain a receipt of payment and also keep a copy of the completed registration application form. To request reimbursement of the registration fee following the event, submit the completed NYS Travel Voucher along with the original receipt and a copy of the completed registration application, including information about what expenses were covered by the fee.

Option 3, Direct Payment to the Conference:
This option is usually not practical in situations where there are time constraints.

The attendee must inquire of the conference organizer whether the organization is, or is willing to become, a NYS Vendor.

• If the organization is already set up as a NYS Vendor, the attendee must request an invoice from the organizer with attendance information included as well as their required NYS Vendor information.
• If the organization is not set up as a NYS Vendor, the attendee should inquire if the organization is willing to complete a NYS Substitute W-9 so this may occur. Then the attendee must request an invoice from the conference organizer with attendance information included.
• The attendee should take the documentation, along with the Travel Authorization and Estimated Expense Form to the Travel Services Department, Cleveland Hall 414, to be processed.