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Proximity Status Update:

Effective 6/18/2024

Verbiage has been added to Fredonia Travel Guidelines Policy 810 to allow for reimbursement of travel expenses while in Proximity Status should the traveler meet specific criteria.  Below is a screenshot of the update as it appears in Policy #810:

A Brand New Travel Page is Now Available:

Effective 5/8/2024

The new page has been optimized for ease of access to policies, forms, and websites pertaining to travel.  Also, all policies and forms are now available in PDF format, making them easier to access and complete from any device.

Please note that all prior travel related forms are now considered obsolete and will no longer be accepted.  We ask that you please download the newest versions and save blank copies of each form for use when completing travel reconciliations, authorizations, etc.

If you have any questions, or need assistance navigating the new page, please contact the Accounting Department at x3467.

Direct Travel's Concur Website Update:

Effective 4/1/2024

Concur Travel has enhanced the Transportation Security Administration (TSA) Secure Flight section under the Concur Travel Profile page to support two new gender options: Unspecified (X) and Undisclosed (U).

With this change, users can now select from four different options in the Concur Travel Profile: • Male (M) • Female (F) • Unspecified (X) • Undisclosed (U)

The below screenshot is taken from the Concur Profile - Personal Information section:

Gender US

OSC Travel Manual Updates as of February 2024:

Effective 2/22/2024

Travel Status

  • When an employee is on assignment at a work location 35 miles or more from both their official station and their home, they are considered in travel status and are eligible for reimbursement of travel expenses in accordance with this Travel Manual. 

Unused Common Carrier Tickets

  • In the event that an employee purchases common carrier ticket(s) (e.g., airplane, train) and does not fully use the ticket(s) within one year, the employee should return the unused ticket(s) to the common carrier for a refund. This must be done within one year of the purchase date of the ticket(s).

Updates to the OGS Passenger Vehicle Rental Contract

  • The OGS Centralized Passenger Vehicle Rental Contract includes Collision Damage Waiver Insurance (CDW) or Loss Damage Waiver Insurance (LDW) and up to $1M Extended Liability Insurance Coverage.

  • In the event of an accident, to be eligible for an insurance claim, the employee renting the car must report the accident immediately to the local enforcement agency, the employee’s supervisor, and the rental car vendor. The employee must also file a damage claim report with the rental car vendor.

Spring 2024 Training Event:

Several areas of the Finance and Administration division, along with ITS and Marketing & Communications, are providing a training session on:

Tuesday, March 12, 2024

9:00 a.m. to 1:00 p.m.

Williams Center, S204 D&E


All employees are welcome to attend, with supervisory approval.  This is a good opportunity to refresh your knowledge and review new procedures.



Compliance & Contracts Overview - Janet Mayer, Director of Contracts


Purchasing/FREDmart Overview - Alicia Klepfer, Purchasing Assistant


Property Control and Mail Room - Janet Parsons & Nikki Raynor


Accounting Overview - Rachael Coon, Director of University Accounting


Travel Overview – Trent Lutes, Accounts Payable Analyst


ITS TRP Overview - Chris Taverna, ITS Applications Administrator


University Branding - Marketing & Communications

SUNY NET Card Audit March 2020:

Per a SUNY System Administration NET Card audit, NET cardholders are no longer allowed to share their NET card with another employee.  All expenses put on the NET Card, must be authorized by the cardholder's name embossed on the card.

Update to Rental Car Reservations (3/4/2020):

You have two options for renting from Enterprise/National:

Effective February 4, 2020:

New OGS "Business Use" Rental Car Contracts:

  • Contract Numbers:
    • Hertz PS68908, we are currently working with Hertz to establish an On-line Reservation link for Fredonia
      • Can rent from all nationwide locations and certain international Hertz locations.
    • Enterprise PS68982
    • National PS68983
      • When making Enterprise or National reservations, please use Fredonia ID #P85322 or this Enterprise/National On-line Reservation link
      • Can rent from all Enterprise and National locations within the State of New York and locations within the following counties in Connecticut, New Jersey and Vermont.
        • Connecticut:  Fairfield, Litchfield, and New Haven.
        • New Jersey:  Bergen, Esses, Hundson, Hunterdon, Middlesex, Monmouth, Morris, Ocean, Passaic, Somerset, Sussex, and Union.
        • Vermont:  Addison, Bennington, Caledonia, Chittenden, Franklin, Lamoille, Orange, Orleans, Rutland, Windham, and Windsor.
    • Please visit our Travel web page for all rental car pricing and contract information.

Additional Items to Note:

  • When using a personal credit card to pay Enterprise Rental Car for State Contracted "business use," traveler MUST:
    • Rent in the name of SUNY Fredonia,
    • Show FREDcard and;
    • Submit a  946 Tax Exempt Form.  
      • Rental car payments made via personal credit card for "business use," are tax exempt when rented inside New York State.
  • When booking more than one type of travel expense through a ".com" travel website, the expenses are sometimes shown as one lump sum.  Traveler must provide itemized receipts for each expense or quotes from other sources (such as Concur) that confirm the combined ".com" lump sum price was the "least expensive" option.

Accounting Office

  • 401 & 402 Maytum Hall State University of New York at Fredonia Fredonia, NY 14063