Policy Title:
|Policy Title: |
|TRANSPORTATION POLICY FOR BUSINESS RELATED TRAVEL |
|Purpose: |
| |
|The purpose of this policy is to define reimbursable travel expenses and the documentation required for submitting travel vouchers. As an |
|employee traveling on business for the State of New York, you are performing a valuable service. At the same time, it is your responsibility to|
|spend this travel money as efficiently and economically as possible. The basic rule to remember is that only actual, necessary, and reasonable |
|business expenses will be reimbursed. |
|Policy: |
| |
|The employee shall use the most efficient and cost effective method of transportation available and is in the best interest of the State. |
|Often times, this means using a common carrier such as an airplane, train, bus or taxicab. Coach and excursion fares should be used whenever|
|possible. |
| |
|When choosing a method of transportation, several factors should be considered: |
|Distance traveled |
|Travel time |
|Type of transportation |
|Number of travelers |
|Number of locations to be visited |
| |
|In cases where a common carrier could have been used but the traveler chose, for his or her own convenience, to use a personally owned vehicle,|
|their travel expense reimbursement will be limited to an amount equal to the common carrier coach fare for the same route except when common |
|carrier service would have caused the traveler to leave or arrive home at an unreasonable hour. |
| |
|The Business Office in the Division of Finance and Management is responsible for determining if costs are reasonable and necessary. |
|Modes of Transportation: |
| |
|Vehicle - Fleet, Rental or Personally Owned Vehicle |
|When a vehicle is required for an employee to travel on college business they are strongly encouraged to first request the use of a College |
|fleet vehicle. However, a fleet vehicle may not always be available, or in some cases, is not reasonable for the trip being taken. |
| |
|If a fleet vehicle is not available the employee should consider renting a compact or standard vehicle as it is generally less costly than |
|using a personally owned vehicle. When renting, an employee should use the State contract with Enterprise-Rent-A-Car. |
| |
| |
|If opting to use a personally owned vehicle, when a rental vehicle is available, reimbursement will be the lesser of the rental car cost or the|
|personal car mileage as determined by using the following NYS OGS Trip Calculator: |
| |
|A copy of the OGS trip calculator must be attached to the employee’s Travel Authorization when the estimated mileage of the trip is over 100 |
|miles. Please view this link for additional details. |
| |
|Air Travel |
|Consideration should be given to all the costs associated (including parking and tolls) with utilizing a fleet, rental or personal vehicle when|
|traveling long distances and overnight. Although a destination may be driven to, it may be more efficient to utilize air travel. |
| |
|Travelers are encouraged to purchase airline tickets through one of State Contract Air Travel Services Travel Agents. For our region, the |
|travel agents are Advantage Travel and Carlson-Wagonlit. Please view this link for |
|additional details. |
|Travelers have the option of using an online travel agent, and in cases where that option is utilized, the traveler will pay for the ticket |
|with their own funds in advance. |
| |
|Common Carrier – Train or Bus |
|Travel by a common carrier usually results in the least costly and most expeditious means of transportation. When possible, travel should be |
|scheduled using NYS travel services contracts at: |
| |
|Coach fares should be used whenever possible. If a more costly method is used when a more economical one is available, you may only be |
|reimbursed the common carrier rate without proper justification. The original ticket must be submitted with the traveler’s voucher. |
| |
|Expenses to and from Transportation Terminal |
|Traveler may incur charges traveling to or from a transportation terminal, such as an airport, train or bus station. 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. All travel from an employee’s home to an alternate work location, or from an alternate work location to home: |
|transportation expenses will be reimbursed using the lesser of: 1) Mileage between the employee’s home and the alternate work location or 2) |
|mileage between the employee’s official station and the alternate work location. This reimbursement method is called the “lesser of mileage |
|rule.” |
| |
|Travel Voucher: |
|All expenses must be recorded and attached to a completed Travel Voucher. |
|Make sure these items are filled in or attached: |
|Traveler’s New York State Employee Number (found on pay sub - starts with an N0) |
|Date and time of departure - this will determine if meals will be reimbursed. Meals may be reimbursed on the Travel Voucher Form on a per diem |
|basis based on location of lodging. If meals are provided or paid by another source related to the scheduled event, the traveler will not be |
|reimbursed. |
|Conference Brochure |
|Original receipts for hotel, conference registration, rental cars, airline ticket stubs, or travel agency print out. |
|Sales tax for lodging is only reimbursable if it is out of NY State. |
|Non-overnight trips: when you take a day trip and are going to claim meals, you must have a receipt for all of the claimed meals (breakfast & |
|dinner) 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 TRAVELER FOR SOMEONE ELSE’S TRAVEL COSTS. |
| |
|Mail completed and signed Travel Voucher to the Accounts Payable Office in the Miller Administration Building for processing. All |
|reimbursements now come from Albany. If your paycheck is direct deposited, then your travel reimbursement will be the same. If you receive a |
|paper check, a state check will be sent to your home address from Albany. |
|Fraudulent Claims – Section 175.35 of the NYS Penal Law |
| |
|Offering a false instrument for filing is a Class "E" Felony. Employees, including supervisors, who knowingly misrepresent the facts concerning|
|travel for official business or who file or sign any Travel Form which contains deliberate false statements given with intent to defraud the |
|State may be subject both to administrative and/or disciplinary action, including the possibility of termination and criminal action. |
|Related Policies and Procedures: |
| |
|NYS Office of the State Comptroller (OSC) Travel Guidelines - |
|SUNY Cortland Accounts Payable Travel Guidelines - |
|Approval: |
|Effective Date: |
|1/1/2016 |
|Policy Distribution: Administrative Conference |
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