Menu

Search

Popular Search Resources for

Home/About/Our Administration/Finance/Departments/Card Services/Travel Card Services/Travel Policy

Travel Policy 

These policies reflect SUNY Downstate Health Sciences University and fall within the guidelines of the OSC Travel Policy as stated in the Office of the State Comptroller Travel Manual.

  1. Official travel status begins at 35 miles from the assigned workstation. Travel status eligibility extends to no more than 1 day before the scheduled meeting/conference and no more than 1 day after the scheduled meeting/conference.
  1. State-funded travel requires a travel authorization. A travel authorization must be completed with all fields filled in, including anticipated travel costs.
  2. Travel cannot be booked until final travel approval is received by the Card Services Department.
  1. When attending a conference/seminar, the agenda or brochure is required.
  2. When attending a meeting without a formal agenda, please provide a brief overview/schedule that includes any meals provided.

  1. Lodging reimbursement covers room and tax only outside of New York State. For travel within New York State, travelers must provide the hotel with a state tax exempt form. Tax charged on state-issued travel cards requires the card holder to obtain a credit for the tax.

  2. Hotel accommodations must be booked by the assigned traveler using the state travel card. Rooms must be booked at the per diem rate for the designated location. State travel cards may not be used to book rooms for other employees.

  3. Research Foundation employees traveling under state funds must book accommodations with a personal credit card and submit for reimbursement.

  4. Maximum lodging reimbursement varies by assignment area and follows the current federal per diem rate schedule.

  5. For hotel rates exceeding location per diem, an over-the-max form must be submitted with the receipt. Justification for overages must be included. Reimbursement is not permitted for: upgrades, personal telephone calls, pay TV or movies, laundry, entertainment, and expenses to and from meals.

  6. NYS taxes are not reimbursable. Tax Exempt Certificates are available in the Frequently Used Forms section.

  7. Lodging Reimbursement Guidelines

    1. Unreceipted Method (Method 1)

      1. Fixed Daily Rates Including Lodging:

        • New York City, Nassau, Suffolk, Rockland, Westchester Counties: $50.00

           

        • Albany, Binghamton, Buffalo, Rochester, Syracuse areas: $40.00

        • All other New York State locations: $35.00

        • Out of State locations: $50.00

      2. Notes:

        • No receipts required

        • Applies even when staying with friends/relatives

        • Rate based on actual lodging location or destination (whichever is less)

        • Location must be specified on expense report

    2. Receipted Method (Method 2)

      1. General Requirements

        • Actual lodging costs reimbursed up to federal per diem maximum

        • Lodging receipts mandatory

        • City and state of lodging must be documented

      2. Tax Considerations

        • Maximum rates exclude taxes

        • New York State: Tax Exemption Certificate (ST-129) required

        • Out-of-state: Taxes reimbursed separately from per diem

      3. Exceeding Maximum Rates

        • Prior approval required from agency finance office

        • Must document inability to secure lodging within per diem limits

    3. Special Lodging Circumstances

      1. Agency-Provided Lodging

        • Not eligible for reimbursement

        • Must be noted on expense report

        • Must include name of providing agency

      2. Weekend Lodging

        • Allowed with agency approval

        • Additional reimbursement possible for stays 300+ miles from home/office

        • -Permitted when economically advantageous to the State

Meal Reimbursement Guidelines:
  1. Federal per diem allowance applies based on assignment area
    • 80% of M&IE rate for dinner
    • 20% of M&IE rate for breakfast
    • No additional reimbursement for first/last travel days
    • Reimbursable meals: breakfast and dinner
    • Lunch not reimbursable
  2. Overnight Travel Meals
    Employees may choose one of two methods for expense reimbursement for overnight travel
    1. Unreceipted Method (Method 1)
      • Based on federal per diem rates for location
      • No receipts required for standard meal allowances
      • Amount based on travel destination
      • Reimbursement for meals requires both an agenda from the conference/meeting/training and lodging information.
    2. Receipted Method (Method 2)
      • Based on federal per diem rates for location
      • Meal receipts not required for per diem claims
      • Itemized receipts are required
  3. Day Trip Meals
    1. Without Receipts
      • Breakfast: $5.00 (if departing 1+ hour before normal work start)
      • Dinner: $12.00 (if returning 2+ hours after normal work end)
      • Reimbursement for meals requires both an agenda from the conference/meeting/training and lodging information.
    2. With Receipts
      • Based on federal per diem rates for location
      • Must follow current meal allowance breakdowns
      • Reimbursement for meals requires both an agenda from the conference/meeting/training and lodging information.
  1. Original receipts must be provided
  2. All charges on state travel cards require corresponding receipts
  3. Missing receipts for state travel card charges will result in mandatory reimbursement
  1. Actual, reasonable, and necessary business expenses will be reimbursed.
  2. Taxi/Uber/Lyft charges are permitted on the state travel card.
  3. Transportation reimbursement is limited to travel between airports, train stations, or conference centers.
  4. Transportation to meals is not a reimbursable expense.
  5. Parking fees are allowable on the state travel card. Missing receipts for parking charges require reimbursement.
  6. Toll charges must be paid with personal cards and submitted for reimbursement.
    • Exception: Toll charges associated with rental car usage are permitted on the state travel card when the rental car is charged to the state travel card. 
  1. Business phone calls and fax charges will be reimbursed with a memo justifying the expense.
  2. No personal calls will be reimbursed.

Candidates Reimbursements: 

  1. Reimbursements can be provided to individuals interviewing for professional State positions. The current State Travel Guidelines must be adhered to.

The procedures for reimbursement are as follows: 

State Accounts

    1. Complete NYS Substitute W-9 form so that the individual can be added to the vendor file for payment.
    2. Prepare a Claim for Travel Reimbursement by A Non-Employee (AC3257-S), an interactive document, (fill out and print) with the candidate as the Make sure the candidate signs the voucher before departing from the institution.
    3. Attach all original receipts: airline tickets, statement of automobile travel, car rental, hotel bills, meals-detailed/itemized (swiped copies are not accepted), etc.
    4. Forward all documents to cardservices@downstate.edu. All expenses must be paid by the individual candidate and reimbursed directly to the candidate. 
    5. No reimbursement for extended stays for any reason or other individuals accompanying the candidate.
    6. All reimbursements are based on max per diem.

Honorariums / Speakers:

  1. Payments for lecture fees, except for State and Research employees, are deemed appropriate expenditures.
    The fee paid can be a set amount, a set amount plus travel reimbursement or just travel reimbursement.
  2. For all travel reimbursements, the appropriate State Travel Guidelines must be followed.
     Original receipts for all airlines, hotels, car rentals, etc. must be attached to the purchase requisition.

State Accounts 

    1. Individual must complete NYS Substitute W-9 for input into vendor file so that payment can be processed.
    2. Prepare a Claim for Travel Reimbursement by A Non-Employee (AC3257-S), an interactive document, (fill out and print) with the candidate as the
    3. Make sure the candidate signs the voucher before departing from the institution.
    4. Attach the lecture brochure and all original receipts, please include documentation of proof, that Downstate agrees to pay a lecture fee, that also includes the amount of the lecture fee.
    5. Forward all documents to cardservices@downstate.edu
    6. All expenses must be paid by the individual and reimbursed.All reimbursements are based on max per diem rate.
  1. Travel must utilize the most efficient and cost-effective transportation method. Transportation selection must consider:
    • Travel distance
    • Travel time
    • Number of travelers
    • Available transportation options 
  1. Travel assignments require effective scheduling to minimize expenses.
  2. Airline bookings through non-Direct Travel sources require written justification.
  3. For driving destinations:
  1. Airline Reservation Requirements
    • All bookings must be made through Direct Travel, the authorized State travel agency (800-774-0655)
    • Direct Travel must be used for both state travel card and out-of-pocket payments
    • Bookings through other agencies require justification and may result in partial reimbursement
  2. Fare Requirements
    • Non-contract fares permitted only with $200+ savings per round trip
    • Prior approval from agency finance offices is required for noncontract fares
    • Most economical, unrestricted fare must be selected
    • Travel insurance must be included
    • Prohibited charges: seat selection, pre-boarding, upgrades
  3. Payment Methods
    • JP Morgan Chase Travel card required for all flights (state employees only)
    • Personal credit card payments require submission of reimbursement voucher with receipt
  1. When using a rental car, it must be rented from the authorized contract car rental agency. Hertz should be used for all rentals (within and outside NYS.) Use of other than contract car rental agency must be justified. Economy/compact cars are only allowed to be rented.
  2. Loss Damage Waiver insurance (LDW or CDW) must be purchased (and will be reimbursed) to ensure proper coverage and liability. No other insurance is required nor will it be reimbursed.
  3. Justification is required for all car rentals.
  1. Common carrier transportation typically provides the most cost-effective and expeditious travel option.
  2. Coach fares are the required standard for all travel.
  3. Reimbursement will be limited to common carrier rates unless proper justification is provided for higher-cost alternatives.
  4. Original tickets must be submitted with travel vouchers.
  1. Traveler may incur charges traveling to or from a transportation terminal, such as an airport, train or bus station.
  2. Traveler 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.
  1. Personal vehicles may be used when common carrier transportation is not available or cost effective.
  2. Mileage reimbursement follows the current collective bargaining agreement rate, regardless of the number of passengers.
  3. GPS directions must be submitted with the statement of automobile form as backup documentation for miles traveled.
  4. The following charges are not reimbursable: fuel, accessories, repairs, depreciation, antifreeze, towing, and other similar expenditures. These operating costs are covered in the mileage allowance.
  5. Mileage reimbursement rates are based on the current IRS rate.
  6. Traveling employees receive mileage calculated from the official workstation if the distance is shorter than from the home address to the destination.
  7. The Statement of Automobile Travel must be included as backup documentation for mileage claims.
  1. All reasonable and necessary shuttle fares, business-related telephone and internet charges (justification is needed), and tolls can be reimbursed.
  2. Traveler may go online to check Thruway Tolls . Tolls may also be reimbursed if paid for through EZ Pass. Note: EZ Pass does not work in Canada