Frequently Asked Questions

How to tips for planning your Employee Travel with SUNY Downstate Health Sciences University.

How to Tips PDF

You should choose the most cost-effective method of transportation available.  Please use the Rental Vs. Own Car Driving Calculator to assist with this decision.

Rental vs Own Car Calculator PDF

Yes, car rental reimbursement must be justified for business purposes. If you decide to rent a car and cannot justify it for business purposes, the cost of a taxi/uber/lyft or shuttle from the airport to the hotel and return will be reimbursed with the submission of the car rental receipt.  

You will be reimbursed for travel up to 1 day prior to the start of your attendance at the conference. You are expected to return no later than 1 day following your attendance. 

No, Downstate will not reimburse for additional travelers.

You can only use your state travel card for expenses related to your travel including airfare (booked through direct travel), car rental (booked through enterprise), registration fees (up to $500), parking and luggage fees. 

You cannot use your state travel card for Uber/Lyft/Taxi, meals or incidental expenses.  You cannot use your state travel card for other people’s travel expenses.  

If you are traveling using state funds you must have an approved travel authorization on file prior to making travel arrangements. 

If you are a state employee traveling using state funds, yes you must should use your state travel card. If you do not have a state travel card, please complete an application.

Form for Requesting Individual State Travel Card

If your travel card does not come in on time, please pay out of pocket and submit a reimbursement form.

* Should you choose to pay your travel expenses with your personal credit card you assume liability for all charges; any charges without receipts will not be reimbursed. Reimbursements can take up to 30 days from the time the travel office receives ALL required back up.

Did you use your travel card?
YES you need a receipt.

Do you want to be reimbursed?
YES you need a receipt.

Are you asking for meal per diem?
NO you don’t need a receipt, we will reimburse you at the per diem for the location you traveled to, less any meals covered by your conference.

Send documents to CardServces@downstate.edu within 30 days of your trip ending.

Please complete the entire top section of the reimbursement form including travel times.  You will need to include the following if applicable:

1. Travel Approval Request Form
2. Completed Report of Travel Expenses and Claim for Payment Form
3. Copy of your Credit Card statement (redacted)
4. Mileage back-up either the map directions or the statement of automobile travel
5. Conference Agenda
6. Completed Substitute W9(Non- employees only)
7. Conference Agenda
8. Justification letters (if required)
9. Car rental receipt with justification
10. Itemized receipts for expenses (hotel, car, taxi, airfare etc.)

If you have used your travel card for any of these expenses please put the amount in the section 2. C: “Subtract Amount Billed to Corp Card (AC 3256-S)”  

Please make sure your reimbursement form is signed by yourself and your direct supervisor prior to submission.

No, Downstate does not reimburse for alcoholic beverages.

Yes, if traveling within NYS, Downstate is tax exempt.  Please provide a tax-exempt form. 

If the nightly rate of the hotel is more than the location per diem, yes, you will complete the over-the-max form.  Please include this form with your travel card receipts and your reimbursement packet.