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SUNY Fredonia Travel Policy
Fall 2007 - revised October 2007:  Word (114 KB) | PDF (240 KB)

Statement of Automobile Travel (Blank Form):  XLS (22.5 KB)

NYS Hotel Tax Exempt Form:   PDF (11 KB)

Meal Allowance Breakdown:   XLS (16 KB)

Method 1 Reimbursement Rates: Word (28 KB)

Travel Voucher (Blank Form):   XLS (35.5 KB)

Air Travel Policy & Procedures | Travel Manual
A Dozen Ways to Speed Up Your Reimbursement

SUNY Fredonia
Air Travel Policy and Procedures

Payment for Air Travel

• All University sponsored air travel must be billed through a centralized campus Business Travel Account (BTA).
• " This process requires that all airline reservations be booked via an authorized State travel agency. Our University uses the services of Carlson Wagonlit/Albany Travel. Their address and contact numbers are 30 Corporate Drive, Clifton Park, NY 12065, tel. (800)774-0655, fax (518)292-9090.
• If an employee were to purchase airfare via a corporate or personal credit card, the University cannot guarantee reimbursement from the Office of the State Comptroller (OSC).

This policy applies to travel by State employees on State-funded University business. State travel includes reimbursement from regular departmental accounts, IFR accounts, DIFR, SUTRA, and all State-sponsored professional development funds (e.g. UUP Professional Development awards, Drescher awards, etc.). Airfare reimbursed by non-state funds, Research Foundation, College Foundation or FSA, is not covered by this policy, and will continue to be reimbursed as present.

Process

1. Traveler completes a Travel Authorization form. The form must include traveler's name, destination, date of travel, account number to be charged, authorized reimbursement amount, traveler's signature and supervisor's signature. Carlson Wagonlit will not accept an incomplete form.
    
   
2. Traveler contacts Carlson Wagonlit (tel. 1-800-774-0655) for an airfare quote. Traveler requests that Carlson Wagonlit hold a particular itinerary. Traveler may request that an itinerary be e-mailed directly to them.
    
   
3. Traveler faxes the completed Travel Authorization form to Carlson Wagonlit (fax 518-292-9090). Since non-refundable fares are subject to change until ticketed, it is advisable to get the quote and fax the Travel Authorization within the same day. Carlson Wagonlit will verify that the authorized reimbursement amount is sufficient to cover the cost of the airfare.
    
   
4. Electronic ticket receipts, which include the traveler's name, Travel Authorization number, invoice number, electronic ticket number, itinerary and cost of ticket, will be e-mailed to the traveler.
    
   
5. Traveler sends the original Travel Authorization and photocopy of the electronic ticket receipt to Evelyn Fintzel in Accounting at 401 Maytum Hall. Evelyn needs the copy in order to verify amount charged when the CITIBANK BTA bill arrives.
6. If travel is cancelled, please let the accounting office know so the funds may be disencumbered. Also, please let the accounting office know if a credit will be coming from Carlson Wagonlit for tickets already purchased.

Other Considerations

• When approved travel reimbursement is sufficient to cover the airfare, the University will first apply the travel allowances to the airfare. Any remaining travel allowance will be applied to other travel expenses.
   
  
• In those cases where the approved travel reimbursement is not sufficient to cover the airfare, the authorized reimbursement amount will be applied to travel expenses other than airfare. Travelers purchasing airfare with personal funds may submit the expense on their travel voucher, however the University cannot guarantee that OSC will approve and issue a reimbursement.

Note: the costs of airfare billed to the BTA will still be charged to the appropriate departmental account.

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Travel Manual
Transportation Expenses

Travel should be by the most efficient and cost-effective method of transportation available. Employees should schedule all travel assignments effectively to minimize expenses whenever possible.

Common Carrier - Train or Bus

Travel by a common carrier usually results in the least costly and most expeditious means of transportation. Coach fares should be used whenever possible. If a more costly method is used, justification should be submitted. The original ticket must be provided with the traveler's voucher.

Expenses to and from Transportation Terminal

Employees may incur charges traveling to or from a transportation terminal, such as an airport, train or bus station. Employees will be reimbursed actual costs for taxi or common carrier between residence and transportation terminals, or for personal car mileage in accordance with their bargaining unit. Agencies are responsible for determining if costs are reasonable and necessary.

State Vehicles

When determining whether to request or not to request a State vehicle, keep in mind that state vehicle usage does not allow anyone but an employee, student, or intern in the vehicle. Liability rules will not cover spouses or family members. A personal vehicle should be used.

Guidelines for the use of state vehicles, as well as the state vehicle request form should be downloaded from the services website: www.fredonia.edu/admin/buildingservices/. Click on Forms. Click on Vehicles. Click on Vehicle Request form.

The state vehicle request form must be completed in full, including an account number, whether it be a:

• State account number
• College Foundation account number
• Research Foundation account number
  • A project number should not be used. Contact the Research Foundation at 3196 for an appropriate account number.

The form should be completed on line and then printed out to obtain the proper signatures. The completed form should be sent to Office of Facilities Management, Services Complex. An approved request will be returned to you on yellow paper with the guidelines on the back of the form.

Each vehicle contains an Exxon/Mobil credit card in the glove compartment to be used strictly for fuel and/or oil purchases specifically for that vehicle. To use the card, you must input 0 plus your five-digit business pin (The pin code you use to make business long distance calls or business photocopies.) An odometer reading of the vehicle you are using must be entered when prompted at the pump. The Exxon/Mobil credit card receipt should be turned in with the vehicle keys and yellow request form. You will need to sign the form and write in the ending odometer reading. If you are not able to go to an Exxon/Mobil station, you may purchase fuel and/or oil at any station using your own credit card or cash. In this case, to be reimbursed for the purchase you must turn in your receipt with your travel voucher.

If you plan to leave your personal vehicle on campus while you are traveling, it must be parked in the designated overnight parking area located to the west of the Services Complex. Also, the Office of Facilities Management must be notified ahead of time in order to issue you a hangtag to be put on your rearview mirror.

If you will be returning the state vehicle later than scheduled, you must contact the Office of Facilities Management (7:30 a.m.- 4:30 p.m., Monday - Friday).

Personal Vehicles

A personal vehicle may be used when common carrier transportation is not available or cost effective. Mileage will be reimbursed in accordance with the current collective bargaining agreement, regardless of the number of passengers.
 
Charges for gasoline, accessories, repairs, depreciation, antifreeze, towing and other similar expenditures will not be allowed. These are considered operating costs of a vehicle and are covered in the mileage allowance.

Parking

Reasonable and necessary parking charges will be allowed.

Tolls

In addition to mileage, reimbursement for tolls will be allowed at the established rates for toll roads, tunnels or bridges. You may go online to check tolls at www.thruway.state.ny.us/tolls.

EZ Pass

Reimbursement to employees will be allowed for tolls paid by the EZ Pass method. EZ Pass does not work in Canada except on the Peace Bridege.

Rental Vehicles

The rental agreement should be submitted with the voucher. The state has a discount program with Enterprise Rent-a-Car for rentals inside New York State. The discount code for SUNY Fredonia is P85322. For rentals outside New York State, either Enterprise or Budget may be used. The discount codes are NA24NYS and X930300, respectively. When renting a vehicle for State business, the traveler should rent in the name of New York State and sign the agreement as agent for the State.
 
Effective 9/1/05, travelers using a rental vehicle for state purpose travel need to purchase the damage waiver protection (sometimes referred to as CDW or LDW insurance) from the rental agency. The only exception would be if the traveler uses the Citibank Travel Card, since using the card automatically provides damage waiver protection. The damage waiver protection cost usually ranges between $8.00 and $26.00 per day. This cost may be reimbursed to the renter. No other insurance will be reimbursed. Any gasoline purchases, as well as any other direct costs associated with the vehicle will be reimbursed.
 
Use of a rental car requires justification. Justification should be made in the form of a memo signed by the supervisor. Reasons for using a rental car may be public transportation not available or a rental car is cheaper than alternative transportation.

Taxi Fares

RReasonable taxi fares will be reimbursed and customary tipping will be allowed.

Meal and Lodging Expenses

Only breakfast and dinner are reimbursable meals. Lunch is not a reimbursable expense. Per diem rates are established by the federal government. Rates are identified by county, and the traveler must indicate the county as well as the city on the voucher. A full per diem is considered to be dinner the first day, lodging, and breakfast the following day. Incidental expenses such as tips to bellmen, porters, hotel maids, etc. are included in the per diem. Breakfast on the first day and dinner on the last day will also be reimbursed provided they meet the same requirements for arrival and departure times as for day trips and the time is properly indicated on the travel voucher.

Overnight Travel - Method I - Without a Lodging receipt

This is a flat rate per diem allowance for meals, lodging and incidentals. The rate is based on the location of travel but is the same regardless of where lodging was obtained, including with a relative or friend. For example, there is a $50 maximum for out-of-state and foreign destinations to cover BOTH the meals and lodging. No lodging receipt is required. To receive the full Method I allowance for the specified area, it is necessary for travelers to be in overnight travel status and be eligible for both breakfast and dinner. Method I reimbursement rates are attached on page 35.

Overnight Travel - Method II - With a Lodging Receipt

This method provides reimbursement of ACTUAL lodging costs based on the location of travel, and an allowance for meals. Receipts for lodging are required for any meals associated with overnight travel. Employees must attach the original lodging receipt to the travel voucher. If another agency or organization provides lodging, this should be indicated on the voucher, (with a copy of the receipt) and the traveler may claim the meal allowance for the area.
 
For travel in NYS, employees should use the tax exemption certificate (ST-129) for lodging. The website to download the form is: http://osc.state.ny.us/agencies/travel/taxexempt.pdf. NYS Taxes cannot be reimbursed. For out of state travel, taxes are not included in the maximum lodging amount, and may be reimbursed.
 
If the amount paid for lodging is greater than the maximum per diem allowed, you may be reimbursed the full amount if the voucher is accompanied by a memo signed by your supervisor approving the over per diem rate.

Meals

Breakfast
Employees will be allowed reimbursement for breakfast if they have to leave at least one hour before their normal work starting time. For example, if their regular work hours are 8:00 A.M. to 5:00 P.M., they would be entitled to breakfast reimbursement on the day the trip starts if they have to leave before 7:00 A.M.
 
Dinner
Employees are allowed reimbursement for dinner if they return at least two hours later than their normal work ending time. For example, if their regular work hours are 8:00 A.M. to 5:00 P.M., they would be entitled to dinner reimbursement if they return after 7:00 P.M.

Day Trips

Employees in travel status for day trips are allowed breakfast and dinner reimbursement based on the departure and arrival times of the trips. For non-overnight travel, an employee may claim the non-receipted meal allowance, (the rate now in effect is $5.00 for breakfast and $12.00 for dinner) or actual expenses up to the federal maximum meal allowances with a receipt. All meal reimbursements not associated with overnight travel are considered taxable by the IRS.

Overnight Trips

Employees will automatically get dinner the night of the stay and breakfast the next morning if a lodging receipt is provided. For breakfast on the first day or dinner on the last day of an overnight trip, travelers may claim the federal per diem allowance for the place of lodging and will automatically get reimbursed with the lodging receipt. Departure and return times must be clearly marked on the Travel Voucher to get these extra meals reimbursed.

Per diem Rates

Per diem rates for domestic and foreign travel may be found at the following website:
  http://www.gsa.gov

• Click on Per Diem Rates, on the left under Travel Resources
• Click on the state to which you are traveling to get domestic rates
• Click on the rates in foreign location (found under the US map) to get foreign rates
• These rates will change on October 1st of every year and may be adjusted throughout the year as well.

OR
At http://www.fredonia.edu/admin/accounting

• Click on Travel and Transportation Policy Per Diem rates

Foreign Travel

Travel outside the continental United States is reimbursed based on the maximum per diem allowance established by the U.S. Department of State. The rates are posted on the above listed website. Expenses should be converted to American dollars, based on the exchange rate in effect during the period of travel.
 
The foreign travel rates provide for lodging costs up to a maximum amount, and an allowance for meals and incidental expenses. If a traveler is entitled to the full meal per diem, the allowance is divided into 80% for dinner and 20% for breakfast.
 
The passport rules are changing. Be sure you know the document requirements of the country you are traveling to!

Incidental Expenses

Expenses directly related to lodging and meals are included in the per diem allowance and are not reimbursed. However, some expenses unique to foreign travel may be reimbursed.
 
Examples of some of these expenses include:

1. Passports
2. Visa fees
3. Cost to convert currency
4. Travelers' checks
5. Laundry charges for extended stays
6. Departure taxes

Miscellaneous Expenses

Telephone Charges

Only telephone charges for official State business may be reimbursed.

Baggage Transfer Charges

Reasonable baggage transfer and storage charges will be allowed.

Personal Expenses

Personal expenses, such as laundry, valet service, movie rentals, theater or banquet tickets, entertainment, and transportation to and from meals are not reimbursable.

Campus Contacts

If you have any questions or need assistance in completing any of the travel forms please contact:
 

Name	Office	Phone	E-mail
Evelyn Fintzel	Accounting	673-3467	Evelyn.Fintzel@fredonia.edu
Diane Snyder	Accounting	673-3467	Diane.Snyder@fredonia.edu
Cynthia Haase	Accounting	673-3467	Cynthia.Haase@fredonia.edu
Judy Langworthy	Accounting	673-3467	Judy.Langworthy@fredonia.edu

 
The University's Travel Policy is located on the accounting website:
http://www.fredonia.edu/admin/accounting

• Click on Travel Policy

 
Travel Authorization
Make sure you:

• fill in the account number from which your money is coming from
• have supervisor's signature

Travel Voucher
Make sure these items are filled in or attached:

• social security number
• date and time of departure - that determines which meals you will be paid for
• zip code for your home address
• supervisor's signature
• over per diem memo from supervisor if hotel cost is higher than allowance on per diem website
• conference brochure
• memo stating justification for rental car
• mileage statement for personal auto usage
• original receipts for hotel, conference registration, rental cars, airline ticket stubs, or travel agency print out
• Method I- Must be used if you don't stay in a hotel.
• Sales tax for lodging is reimbursable if it is out of state.
• Non-overnight trips; when you take a day trip & are going to claim meals you must have a receipt of some sort for all of the claimed meals (breakfast & dinner) in order to get up to the listed per diem. No reimbursement is allowed for lunch. Otherwise, you will only get reimbursed $5.00 for breakfast and $12.00 for dinner. Both are taxable since these are non-overnight trips.
• We cannot reimburse travel if you paid for someone else's travel costs. You cannot pay for someone else & expect reimbursement.

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A Dozen Ways to Speed Up Your Reimbursement

1. Travel Authorization must be submitted before the trip.
2. Account numbers (including sub-account) must be included on Travel Authorizations.
3. Supervisor's signature is required on Travel Vouchers.
4. Conference brochures must be attached to voucher.
5. Flight or train ticket stubs must be attached to voucher.
6. Original hotel receipts are necessary when claiming per diem.
7. Attachment of "Statement of Automobile Travel" needs to be included when claiming personal car mileage.
8. Dates & Times of departure & return must be completed.
9. A memo justifying an over per diem for lodging expenses.
10. Social Security number must be provided. We cannot process a voucher without it.
11. Home Address, including Zip Code is a must.
12. THE STATE DOES NOT REIMBURSE TRAVELERS FOR NYS TAXES.

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