Travel Forms and Resources

Additional Travel Links

General Services Administration (GSA) Personally Owned Vehicle (POV) Rates

• The Personally Owned Vehicle (POV) mileage reimbursement rate for 2024 (beginning 1/1/24) is $0.67 per mile.   The 2023 rate was $0.655 per mile.
• For groups of 5 or more, a university van may be utilized.  For more information and to complete a vehicle request form, please visit Facilities Services.

NYS Thruway Tolls Calculator

Currency Converter 

• Please use any converter you like, we included this link for convenience.  The traveler is responsible for writing the US currency rate on each foreign receipt. 

Helpful Travel Documents

• Calculator for Hertz (Rev 01/2023)
• Calculator for Enterprise/National (Rev 01/2023)
• OSC Travel Manual ** (Rev 6/2022)
• Fredonia's Travel Guideline #810 (Effective 09/2022)
• GOER Travel and NET Card Reconciliation
• PaymentNet Cardholder Quick Reference Guide
• Rental Car State Contracts (Effective 5/18/2023)
• Rental Car FAQs (Effective 5/18/2023)
  • Enterprise/National On-line Reservation Link
• SUNY Doc #8952 International Travel with Students  (New 10/2017)
• Campus Housing Requirement for Candidates and Guests (New 07/2019)

Travel Forms

• Extra Sheet to Calculate Meals and Lodging .xls
• Mileage Statement for Personal Automobile Use.xls (Rev 08/2017 Rev1)
• Non-Employee Travel (NET) Card Agreement and Acknowledgement Form (New 10/2023)
• Over Per Diem Lodging Justification Form .xlsx
• Tax Exempt Forms 
• Travel Authorization Form .xls (New 02/2020)
• Travel Card Agreement and Acknowledgement Form (New 10/2023)
• Travel Voucher Form.xls (New 10/2023)   
  ^{Used by those who do NOT have a state-issued travel card}
• Travel Voucher & State Travel Card Reconciliation Form.xlsx (New 10/2023)   
  ^{Used by those who DO have a state-issued travel card}

 

** From OSC's Guide to Financial Operation (Rev. 3/19/12)
XIII.4
If you have a State issued Travel Card and/or NET Card and prefer (based on time and personal preference) to use OSC's Travel Expense Form AC 132-S, below are the links. Please note: The use of Form AC 132-S "requires travelers to also fill out any of the applicable forms that correspond with their travel event."

• Travel Expenses and the Claim for Payment (AC 132-S)
• Statement of Incidental and Transportation Expenses (AC 3259-S)
• Statement of Meals Claimed (AC 3258-S)
• Statement of Automobile Travel (AC 160-S)
• Statement of State Corporate Travel Card Charges (AC 3256-S)

XIII.4.A
Policy References

An Expense Report must be submitted detailing all expenses including both State Travel Card charges and out-of-pocket expenses. Each Business Unit finance office will reimburse out-of-pocket expenses and pay the State Travel Card directly. Revocation of the traveler’s card may occur upon repeated delays in the submission of Expense Reports.

Expense Reports are to be fully completed for each travel event. No balance due or balance owed is to be carried over to future Expense Reports or applied to previously submitted Expense Reports. Expense Reports must be submitted within 30 days of the end of the travel event. This timely submittal will provide information necessary to reconcile the corporate travel card bill. Revocation of the traveler’s card may occur upon repeated delays in the submission of Expense Reports. Expense Reports must be submitted for all charges whether or not out-of-pocket expenses were incurred.

Improper or unauthorized charges will result in mandated reimbursement to the Business Unit by the employee, suspension or loss of privileges related to the card, or disciplinary action. The traveler must submit a check payable to the Commissioner of the NYS Department of Taxation and Finance with the Expense Report for any money owed to the State.