nys travel per diem

An official website of the United States government

Here’s how you know

Official websites use .gov A .gov website belongs to an official government organization in the United States.

Secure .gov websites use HTTPS A lock ( ) or https:// means you’ve safely connected to the .gov website. Share sensitive information only on official, secure websites.

• Explore sell to government
• Ways you can sell to government
• How to access contract opportunities
• Conduct market research
• Register your business
• Certify as a small business
• Become a schedule holder
• Market your business
• Research active solicitations
• Respond to a solicitation
• What to expect during the award process
• Comply with contractual requirements
• Handle contract modifications
• Monitor past performance evaluations
• Explore real estate
• 3D-4D building information modeling
• Art in architecture | Fine arts
• Computer-aided design standards
• Commissioning
• Design excellence
• Engineering
• Project management information system
• Spatial data management
• Facilities operations
• Smart buildings
• Tenant services
• Utility services
• Water quality management
• Explore historic buildings
• Heritage tourism
• Historic preservation policy, tools and resources
• Historic building stewardship
• Videos, pictures, posters and more
• NEPA implementation
• Courthouse program
• Land ports of entry
• Prospectus library
• Regional buildings
• Renting property
• Visiting public buildings
• Real property disposal
• Reimbursable services (RWA)
• Rental policy and procedures
• Site selection and relocation
• For businesses seeking opportunities
• For federal customers
• For workers in federal buildings
• Explore policy and regulations
• Acquisition management policy
• Aviation management policy
• Information technology policy
• Real property management policy
• Relocation management policy
• Travel management policy
• Vehicle management policy
• Federal acquisition regulations
• Federal management regulations
• Federal travel regulations
• GSA acquisition manual
• Managing the federal rulemaking process
• Explore small business
• Explore business models
• Research the federal market
• Forecast of contracting opportunities
• Events and contacts
• Explore travel
• Per diem rates
• Transportation (airfare rates, POV rates, etc.)
• State tax exemption
• Travel charge card
• Conferences and meetings
• E-gov travel service (ETS)
• Travel category schedule
• Federal travel regulation
• Travel policy
• Explore technology
• Cloud computing services
• Cybersecurity products and services
• Data center services
• Hardware products and services
• Professional IT services
• Software products and services
• Telecommunications and network services
• Work with small businesses
• Governmentwide acquisition contracts
• MAS information technology
• Software purchase agreements
• Cybersecurity
• Digital strategy
• Emerging citizen technology
• Federal identity, credentials, and access management
• Mobile government
• Technology modernization fund
• Explore about us
• Annual reports
• Mission and strategic goals
• Role in presidential transitions
• Get an internship
• Launch your career
• Elevate your professional career
• Discover special hiring paths
• Events and training
• Agency blog
• Congressional testimony
• GSA does that podcast
• News releases
• Leadership directory
• Staff directory
• Office of the administrator
• Federal Acquisition Service
• Public Buildings Service
• Staff offices
• Board of Contract Appeals
• Office of Inspector General
• Region 1 | New England
• Region 2 | Northeast and Caribbean
• Region 3 | Mid-Atlantic
• Region 4 | Southeast Sunbelt
• Region 5 | Great Lakes
• Region 6 | Heartland
• Region 7 | Greater Southwest
• Region 8 | Rocky Mountain
• Region 9 | Pacific Rim
• Region 10 | Northwest/Arctic
• Region 11 | National Capital Region
• Per Diem Lookup

FY 2023 Per Diem Rates for newyork, New York

• I'm interested in:

Primary Destination

Traveler reimbursement is based on the location of the work activities and not the accommodations, unless lodging is not available at the work activity, then the agency may authorize the rate where lodging is obtained.

Unless otherwise specified, the per diem locality is defined as "all locations within, or entirely surrounded by, the corporate limits of the key city, including independent entities located within those boundaries."

Per diem localities with county definitions shall include "all locations within, or entirely surrounded by, the corporate limits of the key city as well as the boundaries of the listed counties, including independent entities located within the boundaries of the key city and the listed counties (unless otherwise listed separately)."

When a military installation or Government-related facility (whether or not specifically named) is located partially within more than one city or county boundary, the applicable per diem rate for the entire installation or facility is the higher of the rates which apply to the cities and/or counties, even though part(s) of such activities may be located outside the defined per diem locality.

Meals & Incidentals

The separate amounts for breakfast, lunch and dinner listed in the chart are provided should you need to deduct any of those meals from your trip voucher. For example, if your trip includes meals that are already paid for by the government (such as through a registration fee for a conference), you will need to deduct those meals from your voucher. Refer to Section 301-11.18 of the Federal Travel Regulation for specific guidance on deducting these amounts from your per diem reimbursement claims for meals furnished to you by the government. Other organizations may have different rules that apply for their employees; please check with your organization for more assistance.

First & Last Day of Travel

This column lists the amount federal employees receive for the first and last calendar day of travel. The first and last calendar day of travel is calculated at 75 percent.

Additional per diem topics

• Meals & Incidental Expenses breakdown (M&IE)
• State tax exemption forms
• Factors influencing lodging rates
• Per diem highlights
• Fire safe hotels
• Have a per diem question?
• Downloadable per diem files

Need more information?

• Rates for Alaska, Hawaii, U.S. territories and possessions (set by DoD)
• Rates in foreign countries (set by State Dept.)

Related topics

• Travel resources
• E-Gov Travel
• POV mileage reimbursement rates

PER DIEM LOOK-UP

1 choose a location.

Error, The Per Diem API is not responding. Please try again later.

No results could be found for the location you've entered.

Rates for Alaska, Hawaii, U.S. Territories and Possessions are set by the Department of Defense .

Rates for foreign countries are set by the State Department .

2 Choose a date

Rates are available between 10/1/2021 and 09/30/2024.

The End Date of your trip can not occur before the Start Date.

When a military installation or Government - related facility(whether or not specifically named) is located partially within more than one city or county boundary, the applicable per diem rate for the entire installation or facility is the higher of the rates which apply to the cities and / or counties, even though part(s) of such activities may be located outside the defined per diem locality.

• Division of Finance and Administration
• UB Directory
• Administrative Services >
• Traveling for Business >

Allowable Mileage and Per Diem Expenses

On this page:.

UB follows New York state, Research Foundation and UB Foundation guidelines when applying the IRS rates for personal vehicle use, daily meals and lodging.

Driving Your Personal Vehicle for Approved Business

Vehicle insurance.

Review the following information concerning liability exposure provided by SUNY.

Vehicle Insurance Information While Traveling on University Business

Mobile Users: Swipe to scroll table

Additional claims for damage to the other vehicle or other bodily injury may be covered under NYS Public Officers Law Section 17 or the non-owned vehicle coverage.

What Can Be Claimed?

• You may use a personal vehicle for business related travel when a UB owned vehicle or common carrier is not available, is not cost effective or is otherwise not appropriate. Before a trip, justification may be required for use of a personal vehicle. Contact the travel office for verification.
• If you travel from home to another location and then continue to your primary work location during the day, only the additional mileage incurred beyond the normal commute is reimbursable.
• You can claim only the mileage incurred during the course of daily business for the distance greater than your normal commute to your official work station. You can only have one official work station. 
• Departments and employees are encouraged to use Campus Mail for correspondence and the UB shuttle service in lieu of a personal vehicle to reduce travel expenditures and the impact on the environment.
• The odometer reading should be used as the official record of mileage in all instances of personal car mileage.
• Travel Services will round down mileage totals when reimbursements are calculated.
• Fines, towing charges, violations (e.g. traffic, speeding, parking) and auto club memberships are not reimbursable.
• Car mileage is not reimbursable when a traveler uses another individual's personal vehicle. 
• All mileage reimbursements must have a specific business purpose of travel indicated on the reimbursement form. Statements such as “on official business,” “in the course of duties,” “to attend meetings,” etc., are not acceptable. If the mileage is incurred on a regular basis, (e.g., school observations, obtaining research samples), a form letter may be attached each time the reimbursement is requested.
• If an employee chooses to drive their personal vehicle when the cost of airfare is less expensive, only the equivalent cost of coach airfare is reimbursable. Full mileage amounts must be noted on the expense report or travel voucher and the coach airfare equivalent must be claimed as reimbursement. Documentation must be provided to support the coach amount.  A cost comparison  between airfare and mileage must be included with the expense report or travel voucher. 
• Parking and toll expenses — all reasonable and necessary parking and toll charges will be reimbursed whether paid in cash or with a personally issued EZ Pass. UB may not establish EZ Pass accounts for employees’ personal cars.

Mileage Rates for Business Travel

Mileage reimbursement rates are determined by the IRS and collective bargaining agreements.

Tolls, Parking, Taxis and Public Transportation

Related links.

• New York State Thruway Authority EZ pass online and toll estimator

If any portion of the receipt includes non-UB business expenses, that portion cannot be reimbursed.

*For Research Foundation funds,  expenses for tolls, parking, taxis and local bus, train or subway fares under $75.00 may be reimbursed without a receipt. This applies per individual receipt and travelers need to itemize each expense on the expense report or travel voucher indicating the date, location and amount claimed. Your department or sponsor may require receipts for these expenses at its discretion.

Federal Mileage Allowance Inclusions

Mileage reimbursement rates are determined by the IRS. Charges for gasoline, accessories, repairs, depreciation, anti-freeze, towing, insurance, auto club memberships and other expenditures are considered included in the federal mileage allowance.

The vehicle owner’s personal insurance is primary in the event of an accident.

Frequent Destinations

Your odometer determines actual mileage driven. Use these estimates for planning purposes.

• Use MapQuest for directions
• Find highway and road closures for the U.S. and Canada
• See national traffic and road closure information from U.S. Department of Transportation

Per Diem Expenses

What is per diem.

A per diem is a set amount of money available to be spent each day. Rates depend on the city and county in which you lodged.

The per diem includes tips to bellman or hotel maids.

Note: Lodging and meal reimbursements may not be requested if you are staying in your personal residence. This would include your home address or a remote residence that you own.

Per Diem Rates By Travel Destinations

Travel in the continental united states.

Find the per diem rates for travel in the Continental United States for your travel when you know the city/state, zip code or county for your destination.

• Find the maximum rate you will be reimbursed for meals in the Continental United States by entering the city/state, zip code or by clicking on the map and finding the county where you stayed.
• If you need to know the county of your destination, search the National Association of Counties or US Counties for your destination city.

To determine an individual meal allowance, use the maximum per diem rate along with the per diem allowances breakdown chart . 

Travel to Non-Foreign Areas Outside the Continental United States

Rates to non-foreign areas including US military bases are established by the US Department of Defense.

Find per diem rates for non-foreign areas :  Alaska, Hawaii, Puerto Rico, American Samoa, Guam, Midway, the Northern Mariana Islands, the U.S. Virgin Islands, Wake Island and US Military bases.

Travel to Foreign Countries

Rates for travel to foreign countries are established by the US Department of State. Find per diem rates for foreign travel   (if you have trouble accessing this link with Chrome or Firefox, then try Internet Explorer).

Per Diem Meal Allowances Breakdown

Per diem meal rates are based on Continental United States (CONUS) rates used for state and Research Foundation travel. There are different allowances based on the location of where the travel took place, dependent on the lodging receipt (see charts). With a lodging receipt, meal receipts are normally not required. 

U.S. Possessions and Foreign Per Diem Meal Allowances Breakdown:

• 20% breakfast

Guidelines for Meal Reimbursement

• When a meal, such as a breakfast, dinner, banquet or buffet, is included or provided at the conference, the meal is not reimburseable. The meeting or conference agenda must be provided to confirm that meals are not included.

On travel days:

• On the day of departure, you are eligible for breakfast if departure occurs before 7am. You are eligible for dinner if departure occurs before 6:00 pm.
• On the day of return, you are eligible for breakfast if the trip ends after 8:00am. You are eligible for dinner if the trip ends after 7:00 pm.

Per Diem Meal Allowed

• Breakfast and dinner are the only meals that are reimbursable.
• Reimbursement is not provided for lunch.
• Incidental expenses such as tips to bellmen, porters, hotel maid are included in the per diem allowance.

Meal per diem CAN be claimed when the following meals are included or provided:

• Continental
• Cocktail Party

Meal per diem CANNOT be claimed if the following meals are included or provided:

Private Accommodations

Unreceipted per diem rates.

When an employee stays with family or friends in lieu of traditional lodging, a per diem can be claimed. The city and state of the host must be included on the expense report or travel voucher. You cannot combine unreceipted lodging with meal receipts for the evening unreceipted lodging is being claimed. To be entitled to the full per diem rate, travelers must be in overnight travel status and be eligible for reimbursement for breakfast and dinner.

Addition or Reduction of Meal Allowances

When the traveler is in overnight travel status (without receipts) but is not eligible for the full meal allowance per diem (according to the meal eligibility requirements), the traveler will receive the per diem less the allowance for the meals as listed below. Likewise, if the traveler is entitled to an additional breakfast on the first day of travel or an additional dinner on the last day of travel (according to the meal eligibility requirements) the rate schedule below can be used. These rates are only used with unreceipted per diem rates as listed for overnight rates.

Additions or reductions to unreceipted overnight meal rates

Day Trips (Non-overnight)

When an employee is on a day trip only and does not stay overnight the following unreceipted meal rates apply. To be entitled to these meal rates the employee must be in travel status (over 35 miles from home and official station) and meet meal eligibility requirements.

• Travelers with meal receipts are reimbursed up to the meal per diem specific for the city or time of year of their travel location according to the federal rates.
• Alcoholic beverages are not reimbursable.
• Per IRS guidelines, non-overnight meals are taxable. In order to meet this IRS requirements, UB withholds taxes from non-overnight meal reimbursements. Therefore, non-overnight meal reimbursements must be charged to the funding source that pays the employee.

Unreceipted meal rates for day trips

Niagara Falls, NY, Niagara Falls, ON, Canada and Niagara-on-the-Lake, ON, Canada are not considered to be in travel status from UB.

Contact an Expert

Travel with state and rf funds.

Karen Scott

Travel, Financial Management

Phone: 716-645-4536

Email: [email protected]

Dorothy Solomon

Phone: 716-645-4534

Email: [email protected]

Gabi Militello

Phone: 716-645-4552

Email: [email protected]

Travel with UBF Funds

Consult With Your Unit Business Officer for Initial Clarification or Interpretation Questions.

For general questions regarding your UBF account or Disbursement Requests

For general system questions regarding the concur expense report system, for general system questions regarding the shopblue purchase order system, payables/expenditure processing associates.

Arts & Sciences, Engineering & Applied Sciences, Architecture & Planning

Payables/Expenditure Processing Associate

UB Foundation

Phone: (716) 645-8724

Email: [email protected]

UDSMR, Management, Law, Student Life, Graduate Medical Education, Graduate School of Education, Sponsored Programs, Social Work

Ingrid McCabe

Phone: 716-645-8723

Email: [email protected]

Athletics, Student Housing, University Advancement

Reid Walton

Phone: (716) 645-8745

Email: [email protected]

Accounts Payable Coordinator

Stephanie (Stevie) Ruffino

Phone: 716-645-8748

Email: [email protected]

Accounts Payable Manager

Rose Dommer

Phone: 716-645-8749

Email: [email protected]

Travel and Expense Reimbursement System

For help using the travel and expense reimbursement system, contact:

Business Services Customer Support

Phone: 716-645-4500, press 2 for the travel and expense reimbursement system

Email: [email protected]

If you need emergency assistance while in travel status, please call the local police in that area and UBPD, (716) 645-2222.

International Travel Insurance

• For travel with state funds: CHUBB International Advantage is available for SUNY faculty and staff.
• For travel with RF funds: GeoBlue is available to individuals (other than independent contractors) traveling on official RF business.
• Contact Meg Mitchell for more information on these programs.

Office of Business Affairs Travel with State Fund

All state-funded travel still requires pre-approval from the Business Office outside of the travel authorization, please submit requests to   [email protected]

The following list needs to be checked as you are planning your trip. These items will help you to determine the cost of your excursion and will expedite the process.

Check   per diem rates   for the area.(Over the Maximum Per Diem will require prior approval by PI)

You will need to complete and submit a   Travel Authorization Form   (PDF) to the travel department before your trip.

If you would like to request a   Travel Card Application  for your trip, please fill out the application for JP Morgan Chase Visa NYS Travel Card at least 4 weeks prior to your travel. The card can be used for many expenses, saving you out of pocket expenses.

If vehicle transportation is needed, review options for the most cost efficient method.   State fleet vehicle ,   Rental Vehicle RF (Enterprise)   (PDF) or a personal car. If you use chose to take your personal vehicle, you will need to use the   OGS Travel calculator   to calculate your mileage reimbursement. Prior approval and justification is required if you take your personal vehicle. (State fleet or rental car is preferred )

Airfare must be on a travel card or personal card and booked through one of the two contract vendors.

Registration fees should be paid with your Travel card or procurement card when able.

Make sure appropriate Account information is filled in and account has the funds to support your trip.

Approval by Supervisor and/or Account Signatory for use of funds.

Please note that any travel reimbursements for State or Research Foundation-funded travel that are 120 days past the last date of travel or more will be forwarded to the Payroll Office and will be subject to tax.

Date and time of departure - this will determine if meals will be paid for. Meals may be reimbursed on the Travel Voucher Form on a   per diem   basis (Receipted or Unreceipted method) 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/Meeting Agenda/Brochure

Google maps or Map quest mileage if you took your personal car.

Original receipts for hotel, conference registration, rental cars, and airline ticket stubs (or travel agency print out), for any charges you are claiming reimbursement for or have put on your travel card.

Sales tax for lodging is only reimbursable if it is out of NY State.

Sign and have account signatory sign.

All reimbursements 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. You can expect a turnaround time of up to three weeks from the time you submit your voucher to the time you see your reimbursement.

Travel Card

This Travel Card is intended to reduce the amount of employee out-of-pocket expenses when traveling on behalf of the State. It is to be used when you are traveling using State Funds. This if for your travel expenses, not for any other persons travel.

The NET Card is intended for Non-Employee Travel. The NET Card can be used for Student travel expenses (including athletic team travel), Research Foundation (non-State) employee travel and Travel for potential candidate for employment.

Travel/Net Card Application

**Alcoholic beverages CANNOT be paid with NET or Travel Cards**

Reconciling a Travel/NET Card

ALL charges on the Travel Card must be supported by a   Travel card reconciliation form and a   Travel Authorization Form .

ALL charges on the NET Card must be supported by a   NET card reconciliation form  and a   Travel Authorization Form .

The Travel Card billing period ends on the 22nd of each month and the NET Card billing period ends on the 6th of each month.

Around the 23rd, travelers will receive an email notification from the Travel Office stating that they have charges to their Travel Card for that billing period.

Around the 7th, travelers will receive an email notification from the Travel Office stating that they have charges to their NET Card for that billing period.

The   original   receipts for all items charged on the State travel/NET card need to be submitted, with a corresponding Travel or NET Reconciliation form for each trip, to the Travel Office at SUNY ESF within 10 days after the email is sent out. (Example: all February's charges need to be turned in by March 2nd. for the Travel card and by the 20th for NET card)

Timely submission of all documentation will make this reconciliation process successful.

This process helps to ensure there is no duplicate payment of expenses and that all expenses related to one trip are accounted for.

As part of the monthly reconciliation and travel voucher submission, any charges that are unable to be offset against allowable costs/expenses per SUNY guidelines must be paid back to the travel office at SUNY ESF via check.   The check will be made payable to "SUNY ESF" and sent to the Travel Coordinator   together with the Travel information for that trip.

Per the State-wide Financial System (SFS), the monthly statement must be submitted in one monthly payment. Any late submissions may result in a late fee being charged to the campus. Should a late reconciliation create a late fee charge, the late fee will be charged to the department late in reconciling.

Average monthly credit limit on the Travel Card will be $1,000 - 5,000 depending on department needs. Failure to submit monthly documentation and reimbursement will result in an immediate credit limit reduction to $1 until such time the breach is corrected.

NYS Travel Information

Meal allowance breakdown.

The breakdown of the meal allowance for breakfast and dinner are allocated as follows, with different allowances based on location:

Note: Incidental expenses such as tips to bellmen, porters, hotel maids, etc., continue to be included in the allowances.

Documents and Forms

Updated september 2011.

• Determining Travel Status
• GSA per diem rates
• Non-employee Travel
• Non-employee Travel reimbursements - Interview Candidates  
• Over-the-Max Travel Request
• Tax Exempt Certificate   (hotel rooms)
• Travel Authorization Form   (Fillable PDF)
• Travel Documentation Checklist   (list of needed forms)

State Travel Forms

• Net Card Form   (Fillable PDF)
• NET Card Policies   (DOCX)
• NYS Auto Mileage form   (PDF)
• NYS Employee Travel Reimbursement form   (Fillable PDF)
• NYS Non-employee Travel Reimbursement form   (Fillable PDF)
• NYS Travel Card Policies and Responsibilities  
• NYS Volunteer Form
• Online Rental Reservations - State   (PDF)
• State Travel Guide  
• Travel Card Form   (Fillable PDF)

Tax Exempt Forms (STATE)

• Florida Tax Exempt Form   (PDF)
• Maine Tax Exempt Form   (PDF)
• Missouri Tax Exempt Form   (PDF)
• New Jersey Tax Exempt Form   (PDF)
• North Dakota Tax Exempt Form   (PDF)
• NYS Tax Exempt Form   (PDF)
• Rhode Island Tax Exempt Form   (PDF)

Travelers should use the most efficient and cost effective method of transportation available. Often times this means using a common carrier such as a train, bus, taxicab or airplane. When choosing a method of transportation several factors should be considered like; the distance traveled, the travel time, number of travelers, number of locations to be visited, and type of transportation available.

When a common carrier is available but a more expensive method is chosen without sufficient justification, reimbursement may be limited to the common carrier rate. Attach all original receipts to voucher to show means of transportation and amount paid.

If a trip is cancelled at the direction of the agency, the traveler will not be responsible for any costs incurred. If cancelled for the traveler's convenience, he/she may be responsible for any costs.

State Vehicles

Important vehicle reservation information.

To reserve a vehicle, please complete the   Vehicle Request Form   and include the following information:

Vehicle use and destination

Reservation dates/times

Desired vehicle type (car, van or truck)

***Drivers MUST be entered and approved through the NYS DMV License Event Notification Service (LENS) Program before reservations can be confirmed. Visit UPD, located at 16 Bray, with your Driver's License at your earliest convenience if you have not already been entered in to LENS

24-Passenger Bus Reservation Request Form (PDF)

Bus Layout Template (XLS)

Please fill out this online form for Vehicle Request and Bus Request   Online Form . Next day vehicle requests must be made before 2:00pm the day before your desired reservation.

This email will be checked daily and you will receive a confirmation email with relevant information once your request is approved.

For more information on the fleet vehicle reservation process, please visit the   Garage webpage.

Rental Vehicles

Rent in the name of New York State and sign the agreement as an agent for the State. Do not purchase the additional insurance on the vehicle when using your NYS Travel card. The rental agreement and receipt should be submitted with the Travel Voucher upon your return. Gasoline purchases as well as any other direct costs associated with the rental vehicle can be placed on the Travel card and receipts should be submitted with your travel voucher upon your return. Reasons for using a rental car may be public transportation not available or a rental car is cheaper than alternative transportation.

SUNY ESF has contract pricing with Enterprise. Please use this link for information on rental vehicles:   Online Rental Reservations for ESF State Employees  

Personal Car Mileage

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.

Mileage Rate Reimbursement for Personal car

MapQuest   or Google Maps directions should be submitted with your   Mileage form as back up for the miles traveled. Charges for fuel, 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.

For employees traveling within 35 miles from both their official work station and home , travel reimbursement for personal car mileage will follow the   Lesser of Mileage Rule as is stated in the OSC travel manual. No meals will be reimbursed. The Office of State Comptroller (OSC) Travel Manual also states,   it is the traveler's responsibility to know State travel rules and regulations and the agency's specific travel policies and procedures.

Federal Mileage Allowance Inclusions

Charges for gasoline, accessories, repairs, depreciation, anti-freeze, towing, insurance, auto club memberships and other expenditures may be included.

What can be claimed?

If you travel from home to another location and then continue to your primary work location during the day, only the additional mileage incurred beyond the normal commute is reimbursable

You can claim only the mileage incurred during the course of daily business for the distance greater than your normal commute to your official work station. You can only have one official work station.

Travel Office will round down mileage totals when reimbursements are calculated.

Mileage Rates for Official College Travel

You may use a personal vehicle for official travel when an ESF owned vehicle or common carrier is not available, not cost effective, or otherwise not appropriate. Before a trip, justification may be required for use of a personal vehicle.

OGS Travel Calculator   (standard size vehicle may be used for comparison)

Mileage Rates

Travel Reimbursements

Travel reimbursements will either be direct deposited or mailed to the address currently in PAYSERV for the individual.

Employees that receive part or all of their pay in a check will continue to receive a check for their travel/expense reimbursements. However, that check will be mailed to the same address as the one that appears on the employee's paycheck. There is no option to have travel reimbursements returned to the campus or sent to an address different from the one on the paycheck.

Employees that have their full paycheck direct deposited to one bank account will have their travel/expense reimbursements deposited to that same account.

Employees that have their direct deposit split across more than one account will have their travel/ expense reimbursements deposited into the account where the balance of their pay goes. For example, if you have $300 per paycheck direct deposited to Bank A and the balance to Bank B, your travel/expense reimbursement will go to Bank B. If you are unsure how your direct deposit is set up in regard to multiple deposits or if you wish to make changes to your direct deposit account, contact Human Resources.

Employees will not receive any notification that a direct deposit has occurred, they would be aware that a reimbursement will be coming and the amount when they submit their Expense Report.

Employee reimbursements for travel/expenses will be paid on an ongoing basis and are not impacted by the payroll schedule. Employees will be reimbursed as reimbursement vouchers are processed.

Day Trip Reimbursement

When an employee takes a day trip only and does not incur an overnight stay, the following unreceipted meal rates apply. To be entitled to these meal rates the employee must be in travel status (over 35 miles from home and official station and gone for more than 3 hours) and meet the departure and arrival time requirements for breakfast and dinner. Per IRS guidelines, non-overnight meals are taxable.

Unreceipted meal rates for day trips Guidelines for Meal Reimbursement

If meals are included in a conference or provided by any other source, they will not be reimbursed.

Travel Authorization must be on file prior to travel.

The meeting/conference agenda must be provided.

Breakfast and dinner are the only meals that are reimbursable.

Reimbursement is not provided for lunch.

Incidental expenses such as tips to bellmen, porters, hotel maid are included in the per diem allowance.

Overnight Travel Reimbursement

Employees may choose one of two methods for expense reimbursement for overnight travel, whichever is to their advantage. Travelers may not, however, combine the two methods on the same overnight trip.   Breakfast and dinner are reimbursable meals; lunch is not.

Unreceipted Method (Method 1)

This method provides for a fixed rate allowance for meals, lodging and incidental expenses regardless of where lodging is obtained, including lodging with relatives or friends. Rates are established based on the city or county where lodging is obtained or the location to which the employee was traveling (whichever rate is less), and such location must be indicated on the expense report.   No receipts are required to claim this method of reimbursement.   Current rates are as follows:

Travelers using this unreceipted method are also eligible for an additional $5.00 for breakfast on the day of departure if they have to leave at least one hour before their normal work start time. They are also eligible for an additional $12.00 for dinner on the day of return if they return at least two hours later than their normal work ending time. For example, a traveler leaves Albany at 7:00 a.m. heading to New York City. The traveler stays overnight at a friend's house in New York City and arrives back in Albany the next day at 6:00 p.m. The traveler's scheduled work hours are from 8:00 a.m. to 4:00 p.m. The traveler is entitled to the unreceipted per diem of $50 for the one night stay in New York City. In addition, the traveler is entitled to an additional $5.00 for breakfast and $12.00 for dinner.

Receipted Method (Method 2)

This method provides reimbursement of actual lodging costs and an allowance for meals and incidental expenses based on federal reimbursement rates for the county of lodging. The   per diem rates   for locations within the continental United States are revised annually. Since rates are based on location of lodging, the city and state of the lodging location must be indicated on the expense report.   Receipts are required for lodging, but not for meals, when using Method 2 . Meal expense reimbursements that are associated with overnight business travel are not taxable. Each day the traveler is in overnight travel status, the traveler is eligible for reimbursement for lodging up to a maximum lodging per diem and a per diem allowance for meals. The meal per diem is for dinner the first night and breakfast the following day.   Please note that bank and credit card statements are not accepted in lieu of actual receipts or folios for expenses.

Travelers using this method are also eligible for an additional per diem for breakfast if they have to leave at least one hour before their normal work start time the first day, and/or for dinner if they return at least two hours later than their normal work ending time on the last day of travel. In these cases, breakfast and/or dinner will be reimbursed up to the maximum amount of the meal per diem allowance specified for the particular area of lodging. The current   meal allowance   are apportioned by 20% of per diem for breakfast and 80% of per diem for dinner.

Maximum lodging rates exclude taxes. For travel within New York State, a   Tax Exempt Certificate ST-129   (PDF) must be used as taxes are not a refundable item. For travel outside of New York State, state and local taxes are not included in the maximum lodging amount but will be reimbursed in addition to the per diem amount.

Occasionally, travelers may be unable to find a hotel at a rate that does not exceed the maximum federal lodging per diem rate for the location of travel. If that occurs, the traveler must obtain prior approval to exceed the federal rate by submitting an   Over the Max Form   (PDF). If over per diem is not justifiable and extremely over the rate, only up to the rate for that area may be paid.

Meals and Incidental Expenses Breakdown

International Travel

• Fly America Act

Foreign Per Diem Rates

(Includes Hawaii, Alaska, and U.S. Possessions)

Foreign Per Diem Rates Be sure to choose the correct fiscal year.

Foreign currency converter Foreign Meal Allowance Breakdown

The foreign meal allowance schedule lists the meal allowance as a lump sum. The meal allowance is broken down as follows:

80% for dinner

20% for breakfast

Check these links for travel advisories prior to booking international travel.

Center for Disease Control Travel Advice

Department of State Travel Advisories

For further information on international travel contact the office of International Education at   [email protected]

Bank/credit card statements are not accepted in lieu of actual receipts.

Travel Guidelines - Employee & Non-Employee

• Purchasing and Accounts Payable

Travel Guidelines

The State of New York Office of the State Comptroller (OSC) and SUNY policies govern official travel and travel reimbursement. Actual and necessary expenses while in travel status supported by receipts and established per-diem rates for lodging and food may be reimbursed, as well as personal car mileage (PCM) at prevailing reimbursement rates when a campus fleet vehicle is unavailable .

All travel reimbursement is subject to supervisory approval and availability of funds.

At times, travel may be funded through  Research Foundation grants. As a legally independent corporate entity, the Research Foundation is not required to comply with New York State policies, but rather adheres to sponsor mandates. Wherever practical, Research Foundation travel guidelines parallel those of SUNY and are described separately in the Project Director Guide issued by the RF Fiscal Department of the Business Office.

Click here for a Travel Refresher

Airline Ticket Purchases

A traveler should secure an airline ticket by price checking multiple airlines for the times and dates of travel to get the best price available and will need to charge the cost of the airline ticket to their personal credit card. Travelers should ensure that the pricing they are getting is for a similar ticket including same departure and return times, same travel routes, refund capability, etc. Documentation should be printed at time of booking to submit with reimbursement voucher.

A travel advance may be requested up to four (4) weeks prior to the anticipated date of the airline ticket purchase to reimburse the traveler for the airfare costs charged to their personal credit card.  The traveler should send a completed and approved  Travel Authorization form to the Purchasing and Accounts Payable Office to secure the advance.

Note: The state will not pay for any extra services, such as seat upgrades, priority boarding, more than one piece of checked luggage on domestic flights, and two on international flights. Flights should be booked from the most cost effective airport, not based on personal preference.

The above procedures apply to: State operations, DIFR (Dormitory Income Fund Reimbursable), IFR (Income Fund Reimbursable) accounts, and joint committee awards (JDA, IDA, DRESCHER, etc.).

• Exclusions: Research Foundation, ASC, and College Foundation

For any questions please contact the Purchasing and Accounts Payable Office at ext. 2306.

Authorization for Travel and Travel Authorization Form

Campus authorization to travel is required for official State business, whether or not cost reimbursement will occur. This provides proper documentation to show that the trip was authorized, and it protects the employee in the event of incident.

The traveler must complete a  Travel Authorization Form stating destination, travel dates, purpose of travel, account code to be charged, and other necessary information. This is necessary even if no reimbursement will be requested.

• The form must be completed by the traveler, signed by the appropriate supervisor & Dean/VP, and forwarded to Purchasing and Accounts Payable Office prior to travel unless there is an item for special consideration, as noted below.

Items for Special Consideration

In cases of non-overnight, local travel (under 35 miles)  incidental to on-campus activities, often of an unscheduled nature, it may be impractical to process a formal Travel Authorization Request. In this circumstance, it is suggested that notification to one's immediate supervisor occur to document the official nature of the travel in protection of the individual.

• to libraries for research/classroom materials 
• to local retail/wholesale establishments 
• fieldwork collecting for classes and research 
• presentation of a lecture if part of direct University responsibilities. 

Travel occurring while on leave (sabbatical, etc.) or during non-obligation periods (ex. during intersessions/spring breaks/summers) would normally be considered personal and therefore exempt from this procedure unless a direct University responsibility. Similarly, jury duty or other compensated activities normally are considered personal and exempt from this procedure.

Please allow at least two weeks processing time for the travel authorization before your scheduled departure date. Travel advances, aside from airfare, will be processed no more than two weeks prior to travel.

Hierarchy of Vehicle Usage Flowchart

Request a Fleet Vehicle (if your Official Station is SUNY Cortland)

Car Rentals

Per OSC Travel Manual, "If available, State vehicles should always be considered when the use of an automobile is required."

If a fleet vehicle is unavailable and a fleet waiver has been received OR traveler’s Official Station is not SUNY Cortland, traveler must use the OGS Trip Calculator to determine whether a personal or rental vehicle is the most economical means of ground transportation to use (reimbursement will not exceed the OGS Trip Calculator).

• A compact size vehicle should be used. Any other vehicle type requires approved justification stated on the OGS Trip Calculator. 

New York State law imposes a 10-day limitation on the use of rented automobiles used within New York State. There is no duration limitation for out-of-state travel. Car rentals should only be made for SUNY Cortland employees.

Note the following excerpt from published OGS Bureau of Insurance Guidelines regarding Rental Vehicles:

What you need to know as a State Employee (as this is for state employees only)

• Always rent in the name of the State of New York.
• leave status
• student status
• Research Foundation employment status
• volunteer status
• campus visitor status
• The rental company must provide New York statutory liability limits of insurance in the amount of $25,000/$50,000/$10,000, plus statutory uninsured motorists a no-fault coverage.
• Neither you nor your employer are authorized to purchase any additional insurance when renting a vehicle in New York State.
• In the event of a serious accident where the basic limits are exhausted, the State employee would be defended and indemnified under Section 17 of the Public Offenders Law subject to the conditions contained therein.
• If the rental vehicle is damaged, the State is responsible for a maximum of $100 to private passenger vehicles (including mini vans) and full value for commercial vehicles such as large vans and trucks. In the event you pay the $100, OGS will reimburse you through the Bureau of Insurance, with appropriate documentation.
• If more than one employee will be driving the vehicle, additional drivers must be listed on the rental contract. The State should not pay additional charges for these drivers. Unauthorized persons should not be allowed to drive the vehicle.

Vendor Options

New York State currently has an exclusive agreement with Enterprise and Hertz Car Rental, which offers discounted rates to all State employees on official business. 

The Purchasing and Accounts Payable Office must process reservations on your behalf. Please call our office with reservation information.

Hertz Locations

To be able to use the direct bill option, you will need to rent at these locations:

Vestal/Binghamton - 2520 Vestal Parkway East, Vestal, NY, 607-729-2406

Syracuse - 1216 Burnet Ave., Syracuse, NY, 315-426-0936

Cicero  - 7885 Brewerton Rd., Cicero, NY, 315-452-3217

There is a location in Ithaca that will honor the state rates, but they are not able to direct bill the rental to the college. These would have to be reimbursed to the employee.

Ithaca - Tompkins County Airport, 1 Culligan Drive, Ithaca, NY, 607-257-8677

For airport locations, you can get the state rate although there is an airport fee. For example, at Ithaca the cost of the rental would be $31.90 for a compact size car, but at Vestal/Syracuse/Cicero it would be $29.00. Some airport fees are more expensive; it depends on the rental location.

Reservations can be set up independently.  Please contact the Purchasing and Accounts Payable Office for the Campus account number and billing number to ensure direct billing.  When making the reservation, be sure to have the agent reference your name or your department on the reservation.  Your department Red Dragon Depot account holder will create a PO and attach the invoice for processing.

Enterprise Locations

Cortland - 991 State Route 13, Cortland, NY 13045, 607-758-9000

Vestal/Binghamton - 2909 Vestal Rd., Vestal, NY 13850, 607-797-0900

Ithaca - 803 Cascadilla St., Ithaca, NY 14850, 607-275-9000

Camillus  - 3696 Milton Ave., Camillus, NY 13031, 315-424-3043

East Syracuse - 6716 Manlius Center Road, East Syracuse, NY 13057, 315-437-2666

Syracuse - 637 W Genesee St., Syracuse, NY 13204, 315-423-0022

North Syracuse - 3605 Brewerton Road, North Syracuse, NY 13212, 315-454-3000

Cicero  - 8072 Brewerton Rd., Cicero, NY 13039, 315-233-5382

Clay - 8395 Oswego Road Unit 5, Liverpool, NY 13090, 315-652-2103

Passenger Vehicle Rental Frequently Asked Questions

How does the Car Rental Program work?

The state has secured discounted, contract rates with Enterprise Rent-A-Car and Hertz Rent-A-Car.  An account and billing number must be provided to reservation agents in order to guarantee the state rates. Please call the Purchasing and Accounts Payable Office  at ext. 2306 to get the account number for direct billing prior  to making reservations.

Note: No non-state employees may rent vehicles using State Price agreements. However, a campus staff member can rent a vehicle for a candidate. The rental cannot incur more days than the interview would cover. (In a case where a candidate would like to stay extra days for personal time.)

Who can rent and operate vehicles under the State Price Agreements for vehicle rental services?

Any state employee and authorized users may operate the vehicles.

Why do I need a credit card when renting a car?

Car rental companies, nationwide, require this of ALL customers. This is for their protection when renting a car to an individual. However, Enterprise and Hertz will provide agencies that have a documented need with agency direct billing accounts. All charges are accumulated and billed to the agency’s account. In this case, a credit card will not be required as Enterprise and Hertz have the agency’s account information on file.

Do I need to buy the extra insurance when renting a car?

No. The Enterprise and Hertz contract covers ALL damage occurred while using the car rental contract.

What is the insurance coverage for renting cars in foreign countries?

The insurance coverage for car rentals in foreign countries varies from country to country. Please contact your finance office to verify the type of coverages that are available for the countries you are traveling to and to determine if you will need to purchase additional insurance from the car rental company.

What is the mileage limit under the car rental program?

Unlimited miles, although you must pick up and drop off the car at the same location.

What if I need to drop the car off at a different location?

No additional fees apply for one-way rentals within 500 miles of the renting location. For one-way rentals greater than 500 miles, Enterprise will charge a flat rate of $65 per day. Hertz charges $125 per rental for all one-way rentals exceeding 500 miles. Reservations should be requested in advance to drop-off at a different location.

Do I need to be over 25 to rent a car?

No, the state contact allows drivers 18 and older to rent a vehicle.  Vehicles should only be rented by state employees.

Car Rental Confirmation Numbers

It is recommended that you take the Car Rental Confirmation Number with you when you are going to pick up the rental. This will expedite the rental process.

Please contact  Kathy Timian at 607-753-2306 with any questions.

Please call the Purchasing and Accounts Payable Office at ext. 2306 to get the account number for direct billing prior   to making reservations.

Conference Registration Fees

Registration fees for conferences are to be paid directly by the department P-Card holder. If a credit card is not accepted, a purchase order should be submitted as soon as possible for processing.

First, the traveler executes a Travel Authorization Form to be approved and filed with the Purchasing and Accounts Payable prior to travel. This authorization should have the account to be charged and any limit set for a refund allowance.

To Secure Registration via campus P-Card holder:

• Determine which department P-card holder will process the registration.
• Offer P-Card holder complete information concerning account to be charged, event, dates, and type of registration needed (ex. number/which days, hotel/motel included/not included option, in-person/virtual).
• P-Card holder processes registration and emails the registrant any pertinent information and tickets.
• P-Card holder retains documentation to be included with reconciliation of P-Card packet at month end.

To Secure Registration via Purchase Order:

• The traveler has a Red Dragon Depot (RDD) purchase order input by a department RDD user, listing the conference holder, name of conference, name(s) of person(s) attending, date(s) of conference, and registration fee. The purchase order is then forwarded electronically for appropriate approvals within RDD.
• When the purchase order is received by the Purchasing and Accounts Payable Office, it is created and forwarded to the conference holder to secure registrants' participation in the conference. 

* Note: Actual payment for a registration fee via purchase order cannot be processed until after the conference is held. Conference attendees should check at the point of making arrangements to attend if a purchase order will secure registration.  

Day Trip Meal Reimbursement

Employees on business trips lasting one day or less, but more than 35 miles from their official station and place of residence, may be eligible for meal reimbursement.

Based on departure and return times, travelers are entitled to reimbursement for breakfast if they have to leave at or before 7:00 AM, and/or for dinner if they return at or after 7:00 PM.

The current day trip meal reimbursement rates are as follows (no meal receipts required):

Breakfast - $5.00 Dinner - $12.00 ( Lunch is never reimbursed )

Note:   Day trip meal reimbursements are reportable as income to the IRS and are subject to withholding taxes.

Foreign Travel

Individuals traveling abroad on official business must adhere to all of the previously mentioned guidelines with regard to travel authorization (which needs Provost approval), advances, and receipt requirements. Per diem rates for foreign travel follow the rates established by the Federal government in the Maximum Travel Per Diem Allowances for Foreign Areas published monthly.

The foreign travel rates provide for lodging costs up to a maximum amount and an allowance for meals. If a traveler is not entitled to the full per-diem, the meal allowance is divided into 80 percent (80%) for dinner and 20 percent (20%) for breakfast.

Travelers to foreign countries should document the exchange rate for the applicable foreign currency during the dates of travel, because conversion to American dollars is required for reimbursement. These exchange rates are later verified by the Purchasing and Accounts Payable Office when the travel voucher is processed.

Foreign per-diem look-up

Currency converter

Passport Requirements

Hotel Reservations

Hotel reservations are normally made by the traveler or the department/office Administrative Assistant. Hotels/motels within New York State should be advised that the business travel is sales tax exempt and that a Tax Exemption Certificate will be provided. "State Rates" should be requested.

It is highly recommended the traveler register with the hotel and book online.  By doing so, "State/Government Rates" are often more attainable than it would be calling the hotel directly and asking for "State Rates", thereby reducing the need for an Over-the-Max Request form in some instances.

The traveler must obtain an itemized receipt in order to gain reimbursement.

Intercollegiate Athletics Travel

These guidelines are supplemental to SUNY Procedures and are to be filed with the New York State Office of the State Comptroller (OSC).

The following procedures are fully approved by the State University of New York College at Cortland Intercollegiate Athletics Board (CIAB):

• To provide for consistency of expense reimbursement under team travel, the required times for departure from and return to Official Station to justify a full per-diem reimbursement shall be waived (i.e., 7:00 AM, 7:00 PM). 
• The maximum allowable Method I and Method II per-diem rates are established at the prevailing New York State Method I and Method II rates. However, per-diem reimbursements may be lower by CIAB determination and availability of resources. 
• Coaches' travel expense reimbursement will adhere to prevailing New York State and bargaining unit rates and guidelines. 
• Team coaches may utilize any combination of the following methods of travel costs as specified: 
• Cash Advance: The team coach may obtain a New York State cash advance up to $2,500 per team trip to cover meals, lodging, tolls, parking fees, vehicle fuel (when the vehicle credit card is not accepted). Receipts are required for tolls, parking, fuel, and Method II lodging. 
• It is expected that New York State  Travel Vouchers will be used to process payment for lodging, and are not to exceed $2,500 whenever advance arrangements can be made. A vendor invoice must be obtained and submitted with a completed Standard Voucher for payment. 
• Athletics' NET cards may be used for lodging, meals, and emergency vehicle repairs . Customer receipt copies must be retained by the coach for submission to the Purchasing and Accounts Payable Office for payment.

Job Candidates

Airfare for job candidates.

Commercial Transportation (airfare, rail fare, etc.) :

For faculty-related searches and all other searches financed by the Provost’s Office, candidates will cover their air travel costs and be fully reimbursed.  Please contact the Provost’s Staff Assistant at ext. 5421 regarding payment of bills. For more detailed instructions and procedures, view   Procedures for Direct Billing and Reimbursement (PDF) .

As part of reimbursement of air travel, campus contacts will advise candidates about finding the most cost effective airline by ensuring the pricing they are getting is for a similar ticket including same departure and return times, same travel routes, refund capability, etc.

Travel reimbursement to candidates is processed using a  Standard Voucher  (also found on the Purchasing Accounts Payable Office Forms website ).

If you have any questions regarding the above procedures, please call the Purchasing and Accounts Payable Office at ext. 2306.

Lodging for Job Candidates

Reimbursement of travel expenses will be allowed only to persons residing more than 50 miles from the interview site.  Expenses may include transportation (e.g. mileage), food, and lodging.

The following procedure is to be used to secure local lodging for interview candidates, expedite payments to lodging vendors, designate the name of the candidate, and certify tax-exempt status. 

Please Note: For faculty-related and all other searches that are financed by the Provost’s Office, please contact the Provost’s Staff Assistant at ext. 5421 regarding payment of bills.

Note: Candidates are expected to pay for all telephone calls, cable-movie rentals, and all other incidental charges at the time of checkout.

• The campus departmental representative making the lodging arrangements for the candidate determines the date(s) for which lodging is required and the lodging establishment to be used.
• The departmental representative then contacts the hotel/motel and makes the reservations noting the candidate's name and date(s) needed. The department representative should confirm the New York State government rate will be charged and remind the hotel/motel that this charge is to be tax-exempt and verify campus will be billed for the charges advising them to send the invoice to  [email protected]  referencing the department reserving the room. 
• The department then completes a PO in Red Dragon Depot for the lodging charge total stating the name of the candidate and the number of days of stay.  If the candidate will be eating a meal at the hotel/motel, an amount for that meal (not to exceed the prevailing meal per diem for Cortland County) may be listed on the PO and added to the lodging amount to arrive at the total (invoice must be itemized).
• The completed PO is electronically forwarded through Red Dragon Depot for appropriate approvals.

Please Note:   The following hotels have agreed to accept Purchase Orders and bill the University for candidate lodging charges:

Quality Inn 188 Clinton Ave Cortland, NY  13045 607-756-5622

Fairfield by Marriott Inn & Suites 3707 Route 281 Cortland, NY  13045 607-299-4455

Ramada Cortland Hotel & Conference Center 2 River Street Cortland, NY  13045 607-756-4431

Meals for Job Candidates

Meal Allowances, per the President's Cabinet, the allowable rates for candidate-related meal expenses are as follows:

• Breakfast: $13/person
• Lunch: $18/person
• Dinner: $35/person

Exceptions to this policy apply to searches for members of the President's Council or at the discretion of the appropriate vice president.

Payment of Meal Costs

• Meal costs related to candidate interviews must be for no more than the candidate plus two (2) University interviewers .  Costs should be limited to the extent possible.
• Requests for payment of meal costs cannot include tax or alcohol and no more than 20% added for tip. (New York State does not consider alcoholic beverage costs an appropriate State expense.)
• NOTE:    Each PO must contain the names of the interview candidate, the University interviewers, the title of the position being interviewed, interview agenda, the date of the meal, and an itemized statement from the appropriate restaurant.
• For restaurants not willing to bill the campus, the responsible interviewer will make personal payment and forward the original itemized receipt along with a completed Standard Voucher through the proper channels for signatures and account coding to the  Purchasing   and Accounts Payable Office  for reimbursement to the individual.
• The interview process which includes a necessary meal period must be of benefit to the University.
• The cost of the meal must be at the lowest reasonable and feasible amount.
• Only University  employees essential to the interview process may incur meal expenses in addition to the candidate.
• Alcoholic beverages cannot be included.
• A candidate may not additionally receive reimbursement for the same meal through any standard voucher process.
• An itemized receipt (restaurant, etc.) is to be submitted as substantiating documentation.

Official Business

To protect the traveler and the institution, it is important to establish the official business nature of the travel prior to departure, whether or not costs are reimbursed. Unless formally stated elsewhere (specific reference in performance program, etc.) a fully approved Travel Authorization Request is necessary to satisfy this requirement.

Active New York State employee status normally demonstrates official business activity. However, official business may occur while in leave status, student status, Research Foundation employment status, or volunteer status. In these circumstances it is especially important to formally establish the official business purpose and authorization for travel.

The Purchasing and Accounts Payable Office administers travel and may be contacted regarding any of these guidelines at ext. 2306.

Official Station

In accordance with New York State Accounting System Procedures, Volume XI, Section 3.0600, Page 2, SUNY Cortland is to designate the official station for all employees for the purposes of official travel and reimbursement, in the best interest of the State.

Except when otherwise designated, all SUNY Cortland employees will have as their designated official station SUNY Cortland Main Campus, Cortland, New York 13045.

Some University employees whose primary and ongoing official work site is other than the main campus may have an official station designation as that work site. In some cases, a person's legal residence may be designated as official station so long as that residence is at least 35 miles from the main campus or branch campus site of SUNY Cortland, and no regular attendance at a main or branch campus is required as a condition of employment.

Official Station, as defined by SUNY Cortland:

• If you work at the SUNY Cortland campus or have a workstation designated at the Cortland campus, then your official station is SUNY Cortland .
• If you do not work at the SUNY Cortland campus at all and do not have a workstation designated at the Cortland campus, then your official station would not be the Cortland campus.

To have an assigned official station other than the main campus, the supervisor of the employee should designate in writing, gain the respective Vice Presidential approval, file with Human Resources, and advise the employee.

Employees should make note on their Travel Voucher if their official station is anything other than SUNY Cortland.

When in travel status, the designated official station shall be used in all time and reimbursement calculations, except that when travel commences from an employee's residence, the departure point shall be the residence or official station, whichever is closer to the destination . In this way, only actual costs will be reimbursed consistent with policy and tax law intent.

No transportation costs will be allowed between any employee's home and his or her official station.

NOTE: To be eligible for reimbursement of meal and lodging expenses, the traveler must be in continuous travel at least three hours with a destination greater than 35 miles from the employee's residence and official station.

Overnight Travel Reimbursement

When an employee is in overnight travel status, reimbursement for lodging and meal expenses can be made using one of two methods:

Method I (Un-Receipted Method)

This method provides for a flat rate allowance for meals, lodging and incidental expenses regardless of where lodging is obtained, including lodging with relatives or friends.    No   receipts are required. To be entitled to the full per diem, you must be in overnight travel status and eligible for both breakfast and dinner.

Travelers using this un-receipted method are also eligible for an additional $5.00 for breakfast on the day of departure if they leave at or before 7:00 AM. They are also eligible for an additional $12.00 for dinner on the day of return if they return at or after 7:00 PM.

Method II (Receipted Method)

This allows for reimbursement of actual lodging costs up to a specific amount, plus an allowance for meals. The   federal domestic per diem   amounts are based on the area of your work assignment and are revised annually (every October 1st). The breakdown of the meal per diem rates listed on the GSA website can be found at the SUNY Blue Travel Center Meals and Lodging website . 

• Receipts are required for lodging. 
• No receipts are required for meals.

For each day the traveler is in overnight travel status, the traveler is eligible for reimbursement for lodging, up to a maximum lodging per diem, and a per diem allowance for meals. The meal per diem is for dinner the first night and breakfast the following day.

Travelers using this method are also eligible for an additional per diem for breakfast if they leave at or before 7:00 AM on the initial day, and/or an additional dinner per diem if they return at or after 7:00 PM on the last day of travel. In these cases, breakfast and/or dinner will be reimbursed up to the maximum amount of the meal per diem allowance specified for the particular area of lodging.

The reimbursement amounts are based on rates established by the Federal government. These rates are established by county, so the county must be indicated on the Travel Voucher, as well as the city.

No taxes should be paid within New York State. For travel within New York State, a   Tax Exemption Certificate (ST-129) should be used. For out-of-state travel, local and state taxes will be reimbursed in addition to the per diem amount.

On occasion, travelers may be unable to find a hotel at a rate that does not exceed the maximum federal lodging per diem rate for the location of travel. If that occurs, travelers  must obtain prior approval (see Over-the-Max Lodging Requests ) .  Whenever possible, agency sponsored conferences should be arranged at facilities honoring the federal per diem rates for meals and lodging. When meals and lodging are provided as a part of an agency sponsored conference or event, additional reimbursement is not permitted.

Rates are identified by county and the traveler must indicate the county as well as the city on the Travel Voucher (AC132) .

Per Diem Calculator

Over-the-Max Lodging Requests

Over-the-Max Request Form

The Office of the State Comptroller's Bulletin G-180 extends to Agency Chief Fiscal officers the authority to approve exceptions to standard travel rates when deemed necessary. On this campus, review for pre-approval of over-the-maximum requests are performed by the Associate Director of Purchasing and Accounts Payable after approval by the traveler's supervisor. The department/office must receive approval from the Associate Director of Purchasing and Accounts Payable Office PRIOR to booking the hotel room . All such requests (including justifications) must be made in writing BEFORE the trip and a signature-approved copy of the request must be forwarded with the travel voucher for reimbursement after travel completion

The Research Foundation for SUNY extends to RF Operations Managers the authority to approve exceptions to standard travel rates when deemed appropriate and necessary. On this campus, review for pre-approval of over-the-maximum requests are performed by the Vice President for Finance and Management. All such requests (including justification) must be made in writing BEFORE the trip and a signature-approved copy of the request must be forwarded with the travel voucher for reimbursement after travel completion.

Personal Car Mileage

• If opting to use a personally owned vehicle (and your Official Station is SUNY Cortland), when a fleet vehicle is available , reimbursement will be at a rate of $0.21/mile regardless of total miles traveled.
• The fleet vehicle waiver must be attached to your travel paperwork.
• If opting to use a personally owned vehicle (and your Official Station is not SUNY Cortland), the traveler must complete the OGS Trip Calculator regardless of total miles traveled and reimbursement will be the lessor of rental vs. mileage.
• If you work at the Cortland campus and/or have a workstation designated on campus, then your Official Station is SUNY Cortland .
• If you do not work at the Cortland campus at all, then your Official Station would not be the Cortland campus.

Reimbursement for personal car mileage is made in accordance with the rates established by the employee's respective bargaining agreement, with some units basing reimbursement on the standard allowance established by the Internal Revenue Service. These rates change periodically and will be verified by the Purchasing and Accounts Payable Office when vouchered.

• Rates are updated annually on January 1st on the U.S. General Services Administration website .

To document personal car mileage for reimbursement, travelers must complete a Statement of Automobile Travel (Form AC160) detailing the mileage claimed and attach to the Travel Reimbursement Voucher.

Note the following excerpt from the published OGS Bureau of Insurance Guidelines regarding Conditions of Use of Personal Vehicles:

Conditions of use of personal vehicles for personnel authorized to use their personal vehicle on official State business, the following conditions and/or State coverage policies apply:

• Uninsured/Underinsured motorists
• Personal Injury Protection
• Medical Payments
• These coverage policies must be provided through your own personal policy
• Workers' Compensation coverage is provided the same as if you were using a State-owned vehicle on State business.
• Comprehensive & Collision losses to the personal vehicle are not covered by the State.
• Liability to other persons, including your passengers must be covered by your own personal auto policy.  If losses exceed your policy limit, the state will cover the excess liability under public officers law, section 17, article 2.

If you use your personal vehicle on a regular basis for State business you should contact your insurance agent or company to ensure that you are properly covered.

In accordance with the OSC Travel Manual, “Charges for gasoline, oil, accessories, repairs, depreciation, anti-freeze, towing, insurance, and other expenditures will not be allowed. These are considered operational costs and are covered in the mileage allowance.”

Receipt Requirements and Miscellaneous Travel Expenses

To be reimbursed for certain travel-related expenses, original receipts must be provided as follows:

Research Foundation Travel

Please reference Research Foundation Travel .

Tax Exempt Status: In-State Lodging

When traveling within New York State on official business, lodging charges may be exempted from State and Local Sales taxes by presenting a Tax Exemption Certificate (Form ST 129 PDF) to the lodging vendor at the time of check-in. These certificates should be acquired prior to travel since reimbursement for sales tax is not allowed by OSC when lodging is secured within NYS.

Federal lodging per diem rates are now for room rates only and do not include taxes. When traveling outside of New York State on official business, reimbursement of actual costs paid for lodging taxes may be reimbursed to the traveler as a miscellaneous expense, subject to funding availability.

Travel Advances

Travel Advances are available, but must be requested prior to travel to cover per diem costs of meals and lodging, as well as, registration fees in cases where a purchase order is not accepted (see Conference Registration Fees ).

If a travel advance is requested, a Travel Authorization Request must be on file with the Accounts Payable Office and the appropriate check boxes must be marked on the Travel Authorization and should be submitted at least 2 weeks prior to travel.

A travel advance should be limited to what can be reasonably estimated to be the traveler’s expected business travel expenses.

Please note: Advance requests should not be less than $75 or exceed funding limitations imposed by the traveler’s department. Travel advances exceeding $400 are acceptable, but Accounts Payable does require a 10-day notice to allow for processing through the NYS Treasury.

Advances will be issued by the Purchasing and Accounts Payable Office approximately three days before the date of travel unless otherwise communicated. Advance repayment is accomplished through the voucher reimbursement process, however, the Advance recipient (i.e. the traveler) is fully liable for repayment of any and all advance amounts which are not reimbursable via travel voucher.

Travel Per Diem Rates

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 Travel Voucher (AC132) .   A full per diem is considered to be dinner the first day, and lodging and breakfast the following day.

Meal Allowances

Note: Incidental expenses such as tips to bellmen, porters, hotel maids, etc., continue to be included in the above allowances.

Out-of-State and foreign per diem rates are available by contacting the Purchasing and Accounts Payable Office at ext. 2306 or can be found here:

Search rates within the continental U.S.

Search rates for International destinations

Travel Reimbursement

Per New York State, within 30 days of returning from their trip, the traveler must submit a travel voucher packet, containing the voucher and any supporting documentation.

• The traveler completes a Travel Voucher (AC132) , attaching all receipts for lodging, tolls and miscellaneous expenses, registration fees, airline tickets, etc. along with a copy of the program brochure, and agenda, if applicable, for any conference attended.
• If personal car mileage ( PCM ) reimbursement is claimed, the traveler completes and attaches the Statement of Automobile Travel (Form AC 160) to the Travel Voucher along with the OGS Trip Calculator.
• The traveler must indicate if a travel advance had been issued for the vouchered trip and record that on the Travel Voucher.
• The traveler signs, indicates official station and the correct home address, and forwards the Travel Voucher  and attachments for supervisory approval and signature.
• The supervisor indicates the approved reimbursement amount and account number to be charged on the Travel Voucher, signs and, if needed, forwards to the appropriate Dean or VP for signature and account coding if funding is being provided by those areas. The Travel Voucher and backup information can then be scanned and emailed to the Purchasing and Accounts Payable Office at [email protected] (be sure to include both front and back of pages).
• The Purchasing and Accounts Payable Office  receives the Travel Voucher and matches with the Travel Authorization Request on file.
• If required signatures are not affixed, the Travel Voucher  cannot be processed and is returned to the traveler or supervisor.
• The Purchasing and Accounts Payable Office  audits the Travel Voucher in accordance with guidelines set forth in OSC Bulletin No. G-180.

The Purchasing and Accounts Payable Office  Audit Steps:

• Dates and times of departure and return are compared to dates on travel authorization. 
• Based on county, per diem rates are verified per G-180 to determine maximum lodging and meal rates allowed. 
• All receipts are then reviewed for proper dates and amounts and compared to charges indicated on Travel Voucher. 
• Per diem rates on the Voucher are compared to the G-180 allowance. 
• It is expected that State vehicles will be used (see Use of State Vehicle ) for official business subject to availability. Request for Motor Vehicle form is to be used (see Use of State Vehicle ).
• The Purchasing and Accounts Payable Office determines whether a travel advance has been issued for the vouchered trip. If so, the amount of the travel advance is deducted from the reimbursement amount on the Travel Voucher. If the travel advance amount is greater than the voucher amount, a repayment for the difference is requested from the traveler. 
• As a final step, t he Purchasing and Accounts Payable Office verifies accuracy of all addition and multiplication. 
• If there is a dollar limit imposed on travel reimbursement, t he Purchasing and Accounts Payable Office limits reimbursement to the amount indicated, records appropriate liability dates, and processes reimbursement. 

Travel Reimbursement to Non-State Employees and Students

Travel reimbursements to non-employees are processed via a New York State Standard Voucher (PDF) .  The Standard Voucher should contain the complete name and home address of the person being reimbursed and the description block should specify the exact purpose for the payment including dates of the activity.

The payee's signature must be entered in the Payee Certification block on the voucher. Effective February 1, 1994, all travel reimbursements to non-employees must be via the Receipted Method guidelines, which require itemized receipts for lodging and meals . All original receipts should be attached to the Standard Voucher and forwarded for appropriate approval signatures and processed by Accounts Payable.

Reimbursement of student travel expenses may also be made via a Standard Voucher utilizing the same guidelines listed above if the student is attending an officially authorized event or other official University business. Original receipts and appropriate signatures and a justification describing the travel as official and necessary must accompany the voucher for reimbursement.  A travel authorization must be submitted for the student(s) as well prior to traveling.

• Application for use of a state vehicle by a student driver must be processed through the Transportation Office.
• Request a Fleet Vehicle
• Students will be assigned to drive State cars only when it is not feasible to use another driver. Separate authorization for the use of a student driver must be made for each trip. 
• All designated drivers must have a valid New York State driver's license.
• Approval for use is given by the Transportation Office and the chief administrative officer/designee. 

Use of State Vehicles

As outlined in the NYS Travel Manual, a traveler should make every effort to use the most efficient and cost effective method of transportation available and is in the best interest of the State. When a vehicle is required for an employee to travel on University business, they are required to first request the use of a campus fleet vehicle.  If a fleet vehicle is unavailable , please use the OGS Trip Calculator to determine whether a personal or rental vehicle is the most economical means of ground transportation to use. State University of New York and SUNY Cortland set forth the following requirements for use of State-owned vehicles:

Eligibility

• Must be used only for official University business. 
• The driver must be a New York State employee (see 7, 8 below) except when special provisions are agreed to for student drivers (see below). 
• The driver must hold a valid N.Y.S. driver's license and accept responsibility for adherence to all vehicle and traffic laws. 
• All passengers must be on official University business. 
• Personal or unrelated travel may not be combined with official business travel. 
• Duration of travel normally should not exceed three days and the cost of extended parking (airport, etc.) should not be excessive. 
• State-owned vehicles may not be used by affiliated organizations unless all of the above requirements are met, including the requirement that the driver be a NYS employee. Cost reimbursement, however, may be from a non-state source. 
• If formally appointed as a volunteer, a person is considered to have met the NYS employee requirement. 
• The University is reimbursed at the prevailing per mile rate as a Recharge to University departments by journal to IFR accounts or by invoicing to affiliated organizations.

Purchasing and Accounts Payable Office

SUNY Cortland P.O. Box 2000 Miller Building, 310 Cortland, NY 13045 Phone: 607-753-2408 Fax: 607-753-5960

NYU Travel and Expense Policy

Policy contents, policy statement, scope of the policy.

This is the NYU policy for business expenses and travel. Policies executed by schools, departments and units can be more restrictive than the University policy. Enforcement of the more restrictive policy will be the responsibility of the school, department or unit. In no case can a school, department or unit have a policy less restrictive than the University policy.

This policy affects all employees purchasing goods or services that include non-compensation business expenses such as (i) travel, meals, lodging and other business expenses, (ii) gifts, (iii) office equipment, furniture and technology, (iv) temporary staffing, and (v) other non-compensation goods and services.

This policy applies to any member of the University community who initiates, processes, approves, or records financial transactions that involve University funds. This policy does not apply to NYU Langone Medical Center (or its component parts: NYU Hospitals Center, its affiliates, and New York University School of Medicine), to NYU Shanghai or to NYU Abu Dhabi, as long as they maintain their own similar policy which has been approved by the University’s Chief Financial Officer or Executive Vice President

This policy does not apply to externally sponsored agreements that are governed by the Sponsored Programs Administration Post-Award Handbook and administered by the Office of Sponsored Programs and Post Award Administration. Please refer to the Sponsored Programs Administration Post Award Handbook for information and guidance regarding allowable and unallowable expenses associated with sponsored research.

Stewardship Responsibility

NYU employees and faculty are expected to employ sound expense management practices and exercise prudent financial management in their stewardship of University resources. As such, individuals using University resources for business, travel expenses, and/or purchasing items to be owned by NYU share the responsibility of ensuring that these resources are used appropriately, support the University mission, and comply with University policies, applicable laws and regulations, and donor restrictions. All faculty and employees of the University are expected to exercise due diligence when generating, reviewing, and approving Transactions that commit to the expenditure of University Funds.

Criteria for Determining a Permissible Expense

In order to be paid directly by the University or reimbursed to an individual, a business expense must be:

• Necessary to perform a valid business purpose fulfilling the mission of the University; and
• Reasonable in that the expense is not extreme or excessive, and reflects a prudent decision to incur the expense; and
• Appropriate in that the expense is suitable and fitting in the context of the valid business purpose.

An expense is necessary if there is a valid business purpose required to fulfill the mission of the University. The primary beneficiary of a necessary business expense is the University, not the individual. A necessary expense is a minimum purchase or service required to achieve a valid business objective.

Reasonable means that the amount being spent reflects the value that normally would be spent in that specific situation. An expense is considered reasonable if it is not extreme or excessive and reflects a fair and prudent decision and action to incur the expense. A cost may be considered reasonable if the nature of the goods or services acquired, and the amount involved therefore, reflect the action that a prudent person would have taken under the circumstances prevailing at the time the decision to incur the cost was made. Major considerations involved in the determination of the reasonableness of a cost are: (a) whether or not the cost is of a type generally recognized as necessary for the operation of the institution; (b) whether or not the individuals concerned acted with due prudence in circumstances, considering their responsibilities to the institution, its employees, its students, the Federal Government, and the public at large; and (c) whether or not the cost represents fair value for the good or service provided.

Appropriate

Costs are appropriate if they are suitable or fitting for a business purpose. For a cost to be appropriate it is also presumed that there is a valid business purpose, which is normally the responsibility of the unit to determine. The following questions should be considered when determining the appropriateness of costs:

• Could the cost be comfortably defended under public scrutiny?
• Would you be confident if the cost was selected for audit?
• Would you be comfortable reading about it in the newspaper?
• Would you be comfortable explaining to a donor that their donation was used this way?
• Does the supporting documentation align with the requirements of the NYU Travel and Expense Policy?

Transaction Authority

Certain individuals are delegated the responsibility or authority to initiate or enter into Transactions that commit the University to spend funds. All individuals incurring, approving, recording or processing payment of business expenses must know the signatory approval structure established in his/her school, department, or unit. This structure ensures that business expenses are properly reviewed and authorized. Please review the Signature Authority Policy and the Delegation of Authority (which details the signatory approval structure established in each school, or unit) for more details.

Conflict of Interest

The Board of Trustees of New York University prohibits those activities or behavior which conflict with the best interests of the University. Transactions therefore between a supplier of goods or services and the University in which a conflict of interest exists are prohibited.

“Conflict of interest” is defined as a situation in which a University official, faculty, staff, or any of such person’s family or associates either has (1) an existing or potential financial or other material interest that impairs or might appear to impair that person’s independence and objectivity of judgment in the discharge of responsibilities to the University, or (2) may receive a financial or other material benefit from knowledge of information confidential to the University. For specific rules and requirements established by the Board of Trustees, see the Conflicts of Interest Policy for Trustees, Officers, and Senior Administrators of the University.

The Office of Sponsored Programs provides additional rules and requirements that apply to sponsored programs.

University Policies on Procurement and Expense Reimbursement

To avoid incurring costs for which you may not be reimbursed, or committing the University to costs that cannot be paid using University Funds, the Purchasing Policies and Procedures Manual of the University should be consulted before you incur the expense. Certain expenses may be subject to specific procurement rules and requirements of the applicable Federal, State or local government.

Individuals who incur business expenses using personal funds may be reimbursed by the University through Accounts Payable. Refer to the Expense Reimbursement Procedure of the University for specific guidance. Consideration should also be given to the Accountable Plan Rules 

Staff and faculty with an NYU-issued Payment Card should also refer to the Payment Card Policy .

We strongly encourage use of University Payment cards for all travel and expense expenditure. Out of pocket travel bookings (airfare, rail, hotel etc.) and expenses will no longer be reimbursed in advance, and can be submitted only after the completion of the trip.

Allowable and Unallowable Expenses

Certain expenses that the University deems legitimate and permissible may be deemed unallowable by the Federal government. University Funds may be used for such expenses, but they must be identified and segregated in the University’s general ledger. Please refer to the Sponsored Programs Administration Post-Award Handbook for information and guidance regarding allowable and unallowable expenses associated with Sponsored Research.

• The University reserves the right not to reimburse sales tax for a Transaction that would have qualified for a sales tax exemption if it had been properly processed through the appropriate University channels (P-Card, i-Buy, etc.).
• Sales tax exemption will not apply if the meal or lodging is paid using a personal credit card
• The University is exempt from New York sales tax for meal and lodging expenses provided the following conditions are met: the retailer directly charges the University for the meals or lodging; the University directly pays the retailer with a University check / ACH or a University payment card (such as Purchasing Cards (P-Cards), Fleet Cards, Student Club Cards, and CTA cards); and the University is not reimbursed, in whole or in part, by donation or otherwise, for its payment for the meals or lodging by those consuming the meals or lodging. Personal expenses are not eligible for the University’s sales tax exemption.
• Certain lodging and meal expenses incurred while traveling on University business outside of New York may be exempt from state sales tax.
• The University qualifies for travel-related sales tax exemptions in New Jersey, Massachusetts, Florida, Missouri, Illinois, Utah, and Washington, DC.
• The relevant exemption forms for the above-listed states can be obtained from [email protected] . In order to obtain exemption, the University must make the payment directly to the hotel or restaurant using a University payment card or check / ACH.
• Employees, faculty, and approvers are responsible for compliance to this policy, which is subject to audit.
• Expenses submitted for reimbursement that are deemed in violation of this policy may not be reimbursed to the employee/traveler.
• Additionally, employees/travelers may owe NYU an amount equal to the total of discrepancies or unallowable expenses paid by the University.
• Repeated or egregious violations are subject to other disciplinary actions.

NYU Non-Permissible Expenses

Any expense that does not support the missions of the University and/or does not reflect proper stewardship is considered by the University as non-permissible regardless of the source of funds. When the non-permissible expenses referenced below are submitted to the University for reimbursement or payment, they will be rejected, unless they are justified in a memo, as approved by the University, as necessary in carrying out a University task or function. The memo should provide a clear explanation of why such an expense should be deemed a business expense, and should be submitted to the “approver” and/or Fiscal Officer (the individual responsible for funds being charged) for review and approval. Accounts Payable will not process any payment or reimbursement of non-permissible expenses unless the memo is attached and university approval is granted.

Please see the appendix for the list.

NYU Permissible Expenses

General comments.

Expenses that support the missions of the University are deemed valid and therefore permissible. The following sections of the document detail those expenses that are generally deemed permissible.

Payment Methods

University employees and Faculty must use established University methods to incur business expenses. A business expense should be paid by the University directly to the vendor using i-Buy NYU or the P-Card (refer to the University's Buying and Paying website for further guidance). When expenses are related to travel, the CTA Card, the Departmental Travel Card, or the T&E Card should be used if available, when not available, an expense can be incurred using a personal card.  Frequent flier miles or reward points used to cover university expenses will not be reimbursed.

Certain expenses may be incurred by University employees and Faculty in the conduct of University business using personal funds. These expenses may be reimbursed when University and government requirements are met (see the Expense Reimbursement Procedure of the University or specific guidance). 

Per IRS regulations, expenses submitted after 60 days could be considered taxable income to the employee, therefore, if submitting after 60 days, justification should be provided.

Business Expenses: Other Than Travel

• When not traveling on NYU business, meals (including alcoholic beverages) between two or more employees or faculty during which routine business issues are discussed are not reimbursable.
• In situations where an individual is conducting business with one or more guests, reasonable meals and entertainment expenses are allowable. Business meals and entertainment must be directly related to University business.
• There should be no more than four NYU hosts per external guest for business related lunch or dinner meetings or events (excluding students).
• The most senior representative present for meals must submit the expense.

Up to $50 USD for breakfast or lunch (Approx. $35 excluding tax and tip)

• Up to $100 USD for dinner (Approx.$75 excluding tax and tip)
• When business meals are incurred for sound business reasons such as training, professional development, speakers, workshops, and conferences, and these business meals exceed the thresholds listed above, the Fiscal Officer must approve the cost of these business meals.
• The University’s current dining provider must be the vendor of choice for all catered events held on the University's premises. Exceptions will be granted by the Fiscal Officer for external vendors if savings would be in excess of 25% of the dining provider’s quote.
• Refreshments for standing / departmental meetings should be limited to coffees, teas, and other non-alcoholic beverages as well as snacks. Inexpensive options such as bagels and pizza are allowed but must be paid by P-Card or through a Seamless account for orders over $200 USD.
• New hire lunches are limited to $50 USD (Approx. $35 excluding tax and tip) per person. Attendees should be limited to the new hire and immediate supervisor.
• If an NYU employee and a Vendor representative go out for a meal together, they MUST split the bill.
• If necessary, Fiscal Officers can grant exceptions to the criteria for allowable meals and thresholds. The reasons for these exceptions should be obtained in advance and submitted with the request.

The purchase and use of alcohol places significant legal exposure on the University. Therefore, the use of alcohol for business meals and entertainment purposes should be kept to a minimum and must comply with the University’s Drug and Alcohol-Free Workplace Policy for New York, DC, and California. 

When holding events where alcohol is present a guideline of no more than two alcoholic beverages per employee on average should be followed.

Occasional Employee Events and Functions (Onsite or Offsite)

• On occasion, group events such as retreats, group meetings, retirement celebrations, holidays or other similar events may occur as need arises. Such gatherings should be infrequent and a legitimate purpose should be outlined that aligns to business needs. To the extent possible, such events should be held in University space. If the University is hosting an event at an off-site space with a rental contract, the event and contract need to be approved by the Department of Insurance Programs.
• Social events such as annual holiday parties are allowable if they are reasonable in scope, with only one event per department, school, or unit, supported by NYU funds. Costs associated with third party guests will not be reimbursed. Incidental costs incurred by staff in order to participate in such events such as transportation costs or babysitting are not allowable for reimbursement.
• Such events should be modest and alcohol consumption should be closely supervised by the event sponsor. The costs associated with these events should not exceed the per person cost for business meals as previously outlined unless approved in advance by the Fiscal Officer or the appropriate designee.
• Units should make every effort to consolidate holiday activities with other groups to ensure that the total cost for NYU is reasonable and prudent.
• Occasions that are inherently personal in nature (e.g., parties to celebrate births or marriages) or small in-office functions with purchased food or beverages should be paid for by the employees involved and are not reimbursable business expenses.
• Limits on Team Building costs should adhere to the thresholds provided in the Meals section on a per person basis for food and drink. Other expenses for training, facilitation, and events (e.g. 360 assessment, communication assessor) should be reasonable in terms of cost and frequency. Team building events should consist of the majority of the team and must be paid by the senior most administrator.
• Events should follow the NYU Green Events Standard .

Gifts to Employees

• Births and Adoption
• Bereavement
• Severe illness or surgery
• Gifts for the reasons above should not exceed $75 for full-time employees. Gifts for Part-time employees are not reimbursable.
• For Employees with greater than 10 years service, retirement gifts up to $250 will be reimbursed.
• Contributions can be solicited from friends and fellow workers to cover the expenses of other occasions.
• The University takes seriously its commitment to advance sustainability of resources, and to the extent possible, encourages limited purchase and distribution of printed materials, and the reduction of waste and use of recyclable materials. To that end, the University encourages the use of electronic cards as an alternative to printed cards whenever feasible.

University-Funded Research and Scholarly Activity Accounts

The University invests in research, other sponsored, and professional development activities in a variety of ways, one of which includes direct funding allocations made to dedicated accounts available for expenses that are allowable, allocable and reasonable. Funds in general University and University-funded research and scholarly activity accounts are intended to be used to support research and other scholarly activities. Expenses may include but are not limited to the employment of personnel, purchase of supplies and materials, software and access to databases, payment of translation expenses, support for conferences and travel, and other expenditure types utilized in the performance of research and scholarly activity.

Faculty members should apply the requirements of the Business Expense Policy to all expenditures and requests for reimbursement from these accounts. These general University and University-funded research and scholarly activity accounts are not intended to nor should funding be used as a catch-all to cover expenditures made by faculty members for expenses not related to research and other scholarly activities. Any personal computer or other durable equipment that is purchased from a general University or University-funded research and scholarly activity account remains the property of the University. Funds may not be used to purchase home office equipment such as desks, chairs, bookcases, and so forth. These are considered non-permissible expenses and reimbursement will not be permitted. Any expenditure not directly related to the faculty member’s research and scholarly activities must be approved by the Dean before it can be charged to a general University or University-funded research and scholarly activity account.

Business Expenses: Travel

• In order to take advantage of NYU’s scale and procure the best possible rates flights, rails and hotels should be booked using the NYU Travel and Expense solution, Concur, that can be accessed through the Travel & Expense tile of the NYU Home Dashboard. Travel booked outside of the NYU travel booking tool is discouraged.
• For travel booked outside of the NYU travel booking tool it is strongly encouraged that the trip is registered with NYU traveller to allow NYU to communicate with, and provide assistance to, the traveler in case of an emergency.
• Any trips booked outside of the NYU travel booking tool for air, rail or hotel must be priced lower than if the NYU travel booking tool had been used.
• If you are considering traveling on University business or attending a conference, you are expected to determine if the potential benefits of the trip justify the time, expense, and environmental impact after considering cost-effective and low-carbon alternatives, such as video conferencing.

For travel requiring a Cash Advance, a pre-trip authorization request must be completed and approved before cash will be distributed

For administrative staff, attendance at conferences requiring a flight and hotel should be limited to two employees from the same department per conference (exceptions may be granted for required continuing education for licenses/certifications or other business needs, as approved in advance by Fiscal Officer. Documentation will be required.)

Per NYU policy, a P-Card may not be used to book travel unless the school or unit has prior authorization. Instead travelers should use NYU T&E Cards or CTA Cards. Expenditure on personal cards will not be reimbursed until after the completion of the trip.

Business Expenses: International Travel

• Employees and faculty traveling internationally on NYU business who do not have an NYU-owned mobile device can claim reasonable and necessary business-related data and cellular charges for reimbursement.
• For credit/debit card transactions and cash withdrawals, proof of the exchange rate and associated charges from your financial institution should be provided with your reimbursement request. For cash transactions, use a recognized exchange rate calculator such as xe.com and provide a screenshot of the rate.

Non-Business Days

If a traveler chooses to arrive early or to stay longer for non-business reasons, the University will not pay for expenses during additional personal days. The only exceptions are when travel is at a lower total cost if the traveler stays over a weekend or holiday, with department approval in advance and/or when traveling more than 8 time zones, travelers may arrive one day ahead of the event (for example, the conference starts on Monday, it is ok to arrive on Sunday). The traveler must document the reason for this extra expense in order to support the non-business-day payment.

• Preferred carrier approved by the Procurement Travel Team should be the first choice for all flight bookings. See the latest Preferred Airlines list.

Booking at least 21 days in advance is encouraged, 30 days preferred   

Class of Service permitted are as follows.  Exceptions to the entitlement below require Vice President or Dean exception approval:

Economy : Flights with 5 hours or less inflight segment

Premium Economy : Flight segment between 5 to 9 hours capped at $3,500; exceptions: Exception Approval required exception by Vice President or Dean if amounts exceed $3,500

Business Class : Flight with more than 9 hours inflight segment capped at $10,000. Exception Approval required exception by Vice President or Dean if amounts exceed $10,000.  

Faculty teaching the same day as arrival may fly Business Class subject to Business Class cap (but should strongly consider premium economy). Business Class under the Premium Economy cap is also allowable

Business class may be approved as an exception for travelers whose job descriptions include > 50% responsibilities which are global in nature (outside their "home location where travel is expected >50% of the time), as determined by their supervisor. Telecommuting arrangements do not qualify as an exception.

First Class : Never permitted

Airline Fees

Baggage Fees are reimbursable up to 2 piece of luggage

Airline Imposed Fees such as cabin or seat upgrades will require justification

Travel by Rail

• Rail travel within the Northeast Corridor (Richmond to Boston via Amtrak), and between cities within 4 hours travel in Europe, is a less carbon intensive option than air travel and should be taken unless it is more expensive than air or if rail is not easily available.

Hotels & Lodging

Reservations.

• Negotiated rates at NYU preferred hotels are present in the NYU travel booking tool and hotel reservations should be booked using the NYU travel booking tool.
• If booking outside of the travel systems, the GSA (General Services Administration) limits should apply.
• For travel outside the US, if NYU preferred hotels are unavailable, select standard accommodations at reasonably priced mid-market hotels on or close to the location of the business using $300/day without meals and taxes as a standard maximum cost guideline.
• Click here for a full list of NYU preferred hotels with preferential rates for NYU travel .
• When booking a hotel for a conference where there is a special conference rate, the reservation may be made directly with the hotel or through the conference site.
• Travelers must cancel reservations to avoid no-show charges which are not reimbursable unless there are extenuating circumstances.

Home Sharing / Rental Platforms

• Compared to hotels, fractional rentals such as AirBnB, VRBO, etc. present a greater risk to NYU affiliates from a life safety perspective.
• Home sharing/rental platform usage is permitted for NYU funded business travel, but its use is generally discouraged.
• The accommodations cost of a fractional rental are eligible for reimbursement. NYU will not reimburse or be responsible for costs or liabilities related to theft, damages or injury occurring at the fractional rental property.
• The use of a fractional rental is at the user’s own risk, and the user accepts personal responsibility for any incident that may occur during the stay.
• If booking fractional rentals, the GSA (General Services Administration) per diem limits for lodging should apply.

Local Transportation

• The least-expensive and lowest-carbon option (e.g., train, taxi, shuttle, or personal auto) should be chosen unless there are convenience or safety issues that justify the additional cost and carbon footprint.
• If an area does not have Uber, Lyft, taxis or local equivalent, car service may be permitted.
• Commuting costs from your place of residence to/from the office are not reimbursable.  In rare cases,  an exception may be granted for those required to perform work outside of their standard working hours. Please note that reimbursements for commuting costs may be considered taxable income and the appropriate amount may be withheld.
• When traveling with others on University business, it is often more economical to coordinate travel times and share a van or shuttle service. When requiring larger vehicles (e.g., UberXL, van) business justification and/or attendee information should be included.

Personal Vehicles

• When traveling by car, mileage reimbursement isn’t always the most economical or safest choice. Renting a car through university‐preferred vendors offers well‐maintained, low‐mile cars at discount rates for business travel.
• At times, a personal vehicle may be used in order to save time, transport equipment or reduce costs when several people are traveling together. Reimbursement is calculated per mile based on the current federal mileage reimbursement rate. Reimbursement is limited to the amount of standard coach airfare for the equivalent trip. Tolls and reasonable parking charges will be reimbursed in addition to the mileage allowance. Fuel costs are included in the per‐mile reimbursement rate and are not reimbursable as a separate expense. See the Standard Mileage Rate .
• Before using personal vehicles for business travel, you should check the requirements of the Department of University Insurance Programs. Prior approval, in some cases, may be necessary.
• Costs of repairs to personal vehicles during business travel are deemed non-permissible expenses; University Funds cannot be used for such expenses.
• The owners of those personal vehicles used for University business are responsible for ensuring adequate insurance coverage for their protection and for the protection of any passengers. Their personal auto insurance carrier is deemed the primary insurance carrier. NYU does not protect the driver or the owner against loss resulting from bodily injury or damage to property. Contact Insurance Programs for specific guidance. Frequent use of personal vehicles for University business is discouraged.

Rental Cars

• Costs related to rental cars are deemed valid business expenses when renting a car is less expensive or more feasible than other transportation options available. Click here for preferred vendors for rental car arrangements .
• Reimbursable costs include daily rental fee, mileage fee, tolls, and authorized insurance charges. Non-reimbursable costs include but are not limited to vehicle repairs, parking tickets, and fines for traffic violations or upgrades to vehicles larger or higher cost than necessary.
• Individuals should take advantage of University discounts by book through preferred rental car services using the NYU Travel Booking Tool at all times. This requirement is important to ensure proper insurance coverage. which includes the provision of appropriate insurance.
• In the very limited instances where NYU’s preferred rental car services are not available, reserving through a different provider If booking outside the NYU Travel Booking Tool, individuals should ensure the relevant insurance is included, checking with the Department of Insurance Programs .

Travel Insurance Provided to You

Travelers should contact the Department of Insurance Programs with questions regarding the appropriateness of optional trip cancellation insurance prior to domestic or foreign travel for insurance requirements that may apply.

The purchase of reasonable trip cancellation insurance coverage for visitor and employee business travel is permissible subject to the approval of an employee authorized under the University Signature Authority policy. Reasonable travel insurance includes: trip cancellation, trip interruption and delay, baggage/personal effects and baggage delay. For parties of 5 or less, travel insurance can be purchased during the reservation process. For parties of 5 or more the Procurement Travel Office can assist with the purchase of travel insurance.

Meals and Entertainment

Individual meals and incidentals.

• Travelers should claim actual meal and incidental expenses unless they are using per diem as described below. Actual daily expenses claimed should be reasonable and appropriate and typically should not be more than $75 USD/day for domestic travel and $125/day USD for international travel.
• For US cities/regions, use rates set by GSA
• For Foreign (non-US) use rates set by the US Department of State
• Travelers cannot switch between actual meal expenses and per diem on the same trip.
• Meals are not reimbursed for travel without an overnight stay or when employees are away from their normal work location for an entire day on University business (e.g., all-day conference or meeting “off-campus”).
• Business meals on travel should refer to the general meals policy above.
• Any exceptions must be approved by the Fiscal Officer in advance of travel and properly documented.

Mini bar charges are not reimbursable unless they constitute/replace a meal.

Incidentals

The following incidental expenses will be reimbursed for approved business travel needs:

• A temporary international voice or data plan added to a personal cell phone
• Internet access (e.g., hotel, airline)
• Passport and visa fees
• Immunizations and travel related prescriptions

Tips Guidelines

The following would be considered reasonable and appropriate and can be claimed for reimbursement if not using per diem :

• Skycap: $2 USD per bag
• Porters/bell person, etc.: $2 USD per bag upon check-in/check-out
• Maid service: up to $2 USD per day
• Meals: 15% – 20% (if not included in the charge)
• Car service: if using a non-contracted service, 15-20% is appropriate

Conferences

• Online classes or remote attendance, if available, should be considered first.
• For administrative employees, attendance at conferences requiring a flight and hotel should be limited to two employees from the same department per conference (exceptions must be granted in advance by a Fiscal Officer and documented for required continuing education for licenses/certifications or other business needs).
• Conferences and events hosted by NYU should allow for virtual participation when possible and follow the NYU Green Events Standard .

Computers and Software

• NYU IT establishes and maintains standard computers, peripherals and accessories offerings, available on the NYU IT website and in the Dell Premier Page in i-Buy. Laptops are the preferred option to allow for mobility and remote work.
• Standard computers peripherals and accessories must be procured via i-Buy or at the NYU Bookstore.
• Only one computer is allowed per administrative employee. For Faculty, additional computers are permitted with Dean, Fiscal Officer or Department Chair approval.
• Only one monitor, keyboard, and mouse are allowed per employee.
• NYU provides multi-function devices (MFDs) at its offices for employees to use as the default printing, scanning and copying option. New personal printers should not be procured. Existing personal printers should be phased out by the end of their life cycle for sustainability purposes.
• Computers, peripherals and accessories procured by NYU are the property of NYU and must be returned to NYU upon equipment refresh or separation from the University.
• Computers can be refreshed every 4 to 5 years, barring malfunction, loss, or theft.
• Schools/units are responsible for tracking assets that are distributed to employees and ensure retrieval upon upgrade or separation.

Exceptions to the above standards can be granted by Fiscal Officers where the job function of the employee requires equipment beyond the standard issue.

Exceptions to the above standards for medical reasons or employees with disabilities do not require fiscal officer approval; they should attach the OEO approval to the reimbursement claim.

NYU negotiates discounts for commonly used software products for both individual and enterprise use. Acquisition of, or reimbursement for, products that are covered by an NYU enterprise agreement is not allowed and will not be reimbursed. Please check the NYU IT Software Library and/or your local IT Department prior to making any purchases.

Communication Devices and Mobile Devices

Phone lines.

The University provides a dedicated phone line and Jabber - a soft phone solution - to employees. Desk (“hard”) phones must be justified with a legitimate business purpose.

Mobile Devices

Eligibility.

Full-time NYU employee whose job requires that the employee is

• Fully accessible at any time of day to the public, faculty, students, staff, or alumni OR
• Mostly mobile - employee spends the majority (70% or more) of the workday moving between NYU buildings/locations AND is required to respond, reference, or record their work using a mobile device.
• Only one mobile device/line will be allowed per eligible individual.
• For eligible employees, mobile hotspots can be made available with the mobile line to allow connectivity to other NYU-owned devices (i.e., laptops).
• Tablets, mi-fi’s, wearable tech, and other devices will not be provided or covered by NYU unless they are required to fulfill a specific teaching and learning or research objective.
• All equipment is the property of NYU and must be returned to NYU upon termination of the phone line.
• Each department is responsible for notifying [email protected] of deactivating phone lines as well as collecting and returning devices.
• Cell phones can be upgraded every two years, barring malfunction, loss, or theft. Employees are encouraged to keep functioning equipment for as long as possible.
• Mobile plans and device offerings will be determined and defined by NYU IT.
• Requests for devices/plans/upgrades need to be approved by the FO.
• Exceptions to this policy require the approval of the school/unit Dean, VP or FO.

International Cellular Coverage

Employees and faculty who have an NYU-issued device and are traveling internationally on University Business are responsible for enrolling in an international plan by contacting [email protected] at least one week prior to departure. Travelers who incur excessive roaming or data charges as a result of not enrolling in an international plan or as a result of excessive personal use, will be responsible for reimbursing NYU for those charges.

Office Equipment and Furniture

• For cost as well as sustainability consideration, re-using equipment and furniture must be considered first. Contact [email protected] for availability of furniture.
• New furniture for administrative and academic space should conform to the University Furniture Standards . University approved vendors within the standard should be used at all times. All questions should be directed to NYU Procurement.
• If an ENERGY STAR rated model of the office equipment is available, it should be selected.

Space Acquisition or Alteration

• Any acquisition of external space for long term (multi-year) or short term i.e. a semester or the entire school year, must be coordinated through the Office of Real Estate ( [email protected] )
• Any planned alterations to space must be vetted with the Office of Strategic Assessment , Planning & Design as well as adhere to NYU Design Standards and Guidelines.
• Any permanent signage that includes NYU’s or any of its school’s logos should conform to NYU University Identity standards.

Other Goods and Services

• Internal services should be the first option, enabling the University to retain substantial funds previously spent off-campus.
• Copy Services
• Mail Services
• Reservable Spaces
• Desktop and Laptop Support
• Facilities and Operations
• Safety & Security
• Chartered Bus Services

Consulting and Other Professional Fees

Any contractual agreement for consulting, independent contractors or other professional fees of $100K- $499K USD must be approved by a Fiscal Officer and agreements of $500K USD or above, the CFO. All requests must be initiated through i-Buy.

Preferred Suppliers

• Preferred Supplier Contracts are established by Procurement for the purchase of goods or services, which are either competitively bid or negotiated with suppliers. These agreements may include group and cooperative purchasing agreements that the University may utilize. When making a purchase for goods and services, departments must use Preferred Supplier Contracts as their first choice. Generally, departments do not have to obtain additional quotations or comply with the competitive bid process when a Preferred Supplier Contract is utilized unless required by Procurement.
• Preferred suppliers can be found in the i-Buy NYU Marketplace and in the Procurement & Suppliers section of the Buying and Paying site. Log-in for access to the i-Buy NYU Marketplace

Temporary Staffing

• Contingent / temporary staffing should be used only when it is based on the following reasons: special projects with defined time frames; coverage for attrition or employee leave of absence; and a need for additional personnel during peak workload periods.
• Use of preferred suppliers is mandatory, and requests must be submitted utilizing the i-Buy system via the Temporary Staffing Request Form. If preferred suppliers cannot provide the service required, the Procurement team must be engaged to negotiate agreements relating to fee schedules, bill rates, payment schedules and other terms.
• Temporary employees, other than student workers, may not be engaged at NYU for more than three (3) months for staff-level work, or six (6) months for administrator-level work, unless an extension is granted from University Human Resources (UHR) Talent Acquisition. HR Business Partners will be able to assist in determining the appropriate length of time based on the nature of work.
• To retain a temporary employee beyond the terms listed above, a business case must be submitted to the organization's FO and UHR Talent Acquisition, in compliance with the University’s Hiring Process for Temporary Employees policy in New York.
• Exceptions are granted for large projects that may last more than the maximum term and for which the business case has been approved.
• The supervisor or hiring manager is responsible for the accuracy of hours worked through the conduct of weekly timesheet approvals. The relevant fiscal officer is responsible for ensuring billing accuracy in terms of rates charged for these approved hours worked and may delegate this authority.

External Legal Services

• Only the University’s Office of General Counsel (OGC) is authorized to engage the services of outside legal counsel. Please refer to the Using Outside Counsel page .
• All invoices for outside legal counsel must be reviewed and approved by OGC prior to payment. The Accounts Payable Department (or the counterpart at a global site through which the legal bill will be paid) will not allow payment for legal services unless the invoice has been approved for payment by OGC (or their delegate).
• In order to ensure timely payment for services rendered, and to ease the burden on schools and units, OGC will process the payment for all legal services invoices other than those paid through a global site. In those situations in which charge-backs occur, charge-backs normally will be made within 30 days of invoice payment.
• Expenditures for all legal services must be recorded solely in account 60430-Legal Fees.

Institutional Development, Political Contributions and Lobbying

• University Funds must not be used for payments, donations, or contributions to political organizations or candidates.
• Lobbying activities intended to advance University missions are in general deemed unallowable under Federal guidelines but may be deemed permissible by the University. Expenses for such activities must receive prior authorization from the Office of the SVP for University Relations and Public Affairs.

Recruitment

All job applicant candidates who must travel to the University for an interview must obtain prior authorization for travel related expenses to be reimbursed. All expenses must comply with this policy.

Membership in Professional Organizations, Professional Dues, Fees, Certifications and Subscriptions

Membership or professional dues or fees are deemed business expenses only when membership is primarily for University purposes or representation of the University in the organization or association. Professional Memberships, Dues, Fees or Certifications may be reimbursed if any of the following apply:

• Membership or certification is directly related to skills required by current position, based on job description (for administrators).
• The expense is being used for employee’s professional development and has been documented in advance (for example during annual self-assessment and goal setting) and approved by the supervisor.
• The membership, dues or fees serve a business purpose for the entire department or University beyond the individual’s position and is not duplicative.

Subscriptions are also deemed business expenses when they are for publications related to the functions of individuals in the University. Media subscriptions for business use (Spotify, Pandora, Apple Music/TV, SlingTV or similar) should not be linked to personal email accounts, or utilized personally. Monthly subscriptions should be cancelled once the business requirement has ceased. Payment or reimbursements for some expenses of this kind may be deemed taxable income to the individual receiving the benefit. Please consult the Tax Guidance & Compliance page for further information.

Payments to Foreign Nationals

Payments to foreign nationals authorized to perform services in the United States are subject to specific legal limitations as well as tax rules and regulations. For detailed information, visit the  Tax Guidance & Compliance page on FinanceLink ( [email protected] ).

Expenses related to the relocation of employees are deemed business expenses only when they are deemed appropriate and reasonable, and are authorized by a University employee with the appropriate level of signature authority.

Federal Tax Guidelines

As of 1/1/2018 all relocation or moving expenses are deemed taxable income for federal tax purposes to the employee under IRS guidelines. Regardless of whether the relocation expenses are paid directly by the University to the vendor or are issued as reimbursement to the employee, the University is required by law to include payments for these expenses as income in the employee’s W-2 form and to deduct appropriate federal withholding taxes on this income from the employee’s paycheck.

NYS/NYC Tax Guidelines

Effective 4/4/2018 NYS decoupled from the Federal Tax Code as it relates to relocation expenses. Relocation expenses will not be subject to NYS and NYC taxes when they are deemed business expenses and the following three conditions are met:

• Distance : The new principal place of work must be at least 50 miles farther from the employee’s old residence than the old residence was from the employee’s old place of work. If there was no old place of work, the new place of work must be at least 50 miles from the old residence.
• Length of Employment : During the 12 month period immediately following the move, the employee must be employed full time for at least 39 weeks.
• Commencement of Work : In general, the move must be in connection with the commencement of work at the new location and the relocation expenses must be incurred within one year from the time the employee first reports to the new job or business.

NYS/NYC Non-Taxable Relocation Expenses (Business)

Expenses that are deemed non-taxable for NYS/NYC tax purposes refer to expenses incurred to move household goods and personal effects from a former residence to the new residence, as well as those related to the new employee’s travel from the former residence to the new. Such expenses include:

• Packing of furniture and personal items;
• Transportation of furniture and personal belongings from the previous principal place of residence to the new principal place of residence;
• Insurance and in-transit storage for periods of up to 60 consecutive days;
• Travel and lodging costs, excluding meal costs, associated with one trip to move from the old to new residence

Receipts will be required to be submitted for the purpose of documenting the expenses are NYS/NYC non-taxable business expenses. Additionally, documentation will have to be submitted detailing the move exceeded 50 miles.

NYS/NYC Taxable Relocation Expenses (Non-Business)

Regardless of whether the following types of relocation expenses are paid directly by the University to the vendor or are issued as reimbursement to the employee, the University is required by law to include payments for these expenses as income for NYS/NYC tax purposes in the employee’s W-2 form and to deduct appropriate NYS/NYC withholding taxes on this income from the employee’s paycheck. These expenses include, but are not limited to, the following:

• Personal expenses;
• Pre-move house hunting, including travel, meals and lodging;
• Any part of a purchase of a new home or sale of the old home, including real estate fees incurred when leaving the former residence and acquiring a new one;
• Expenses related to getting or breaking a lease;
• Loss on the sale of the old home;
• Mortgage penalties;
• Losses from cancellations of club memberships;
• Meals and lodging while occupying temporary quarters;
• In-transit storage charges beyond 60 days;

Additional Compensation

University recommendation.

When the University makes payment to a vendor directly or reimburses an employee who has already paid a vendor, the payment will be imputed to the recipient for federal tax purposes only (assuming the NYS/NYC non-taxable conditions have been met) and be subjected to appropriate withholding taxes within the Workday system.

A one-time fixed payment of additional compensation will be made to the employee as follows:

• Moves of 100 miles or less $500
• Moves of 101-300 miles    $1,100
• Moves of 301-500 miles    $1,700
• Moves of 501-700 miles    $2,300
• Moves of 701-900 miles    $3,100
• Moves of 901 miles or more    $4,200

The one-time fixed payment of additional compensation will be subject to a reduced fringe rate. Please select the Additional Compensation- Moving Expenses Earnings Code to obtain the reduced rate. Please contact [email protected] with additional questions. Exceptions to the above additional compensation standard must be approved by the University CFO or his or her designee.

Additional Compensation Option

Instead of reimbursing for relocation expenses, a school or unit could choose instead to process additional compensation up to an amount authorized by the school or unit through Workday. The additional compensation option will be subject to the normal compensation fringe rate. Please note that under this method receipts do not have to be collected. However, without receipts and documentation detailing the relocation expenses were deemed business expenses and signifying the three tests (Distance, Length of Time, and Commencement of Work) have been met, the additional compensation will be subject to federal taxes, as well as NYS and NYC taxes.

Direct any general questions about the Expenses Reimbursement Policy or the Travel and Expense Policy to your department’s administrative office or your FOs. If you have questions about specific issues, call the following offices:

• Accounts Payable (including employee reimbursements) Customer Service
• Insurance Issues
• Policy Clarification
• Procurement Customer Service
• Contracts, Leases, etc.
• Record Retention
• Report issues of non compliant
• P-Cards, CTA, T&E

Other Resources

• Tax Guidance & Compliance
• NYU Traveler

Definitions

These definitions apply to these terms as they are used in this policy.

Accountable Plan Rules

In order to be considered an accountable plan by the IRS, expenses incurred by employees or independent contractors must have a business connection, the individual must adequately account to the University for these expenses within a reasonable time (60 days) and the individual must return an excess reimbursement or allowance within a reasonable time (60 days). If all three conditions are met the reimbursement can be excluded from the individual’s taxable income.

The individual granted the authority to review and approve (or reject) Transactions that require the use of University Funds. The physical signature (on forms) or electronic signature (in AP Workflow, i-Buy NYU) of the "approver" signifies that the “approver” has verified the request for compliance with applicable University policies.

Business Expenses

Charges for goods and services that foster or support the missions of the University.

Documentation or Substantiation

Documents that describe and support a business expense or Transaction, such as original receipts or other original vendor-generated documents that show type of expense, amount of expense, and date the expense was incurred.

NYU or the University

The New York University and all its Affiliates, including the schools, colleges, institutes, and other administrative units of the University, all University Affiliates, and the Global Network University sites, as such terms are defined in the Policy on Policies.

Not extreme or excessive. A cost may be considered reasonable if the nature of the goods and services reflects prudent action.

Stewardship

The careful and responsible management and protection of the University’s resources, which includes ensuring that resources are used appropriately or used according to applicable policies of the University.

Transaction

A commitment by the University involving the exchange of money or property, an obligation to perform services requiring payment or use of University resources, or the assumption of a liability (e.g., indebtedness) or potential liability, currently or in the future (e.g., NYU agreeing to indemnify another party).

University Community

All NYU faculty, including visiting faculty; researchers, including persons participating in research at or under the auspices of NYU; employees; professional staff, including medical, dental, and nursing staff; volunteers; fellows, trainees, and postdoctoral appointees; students; consultants, vendors, and contractors.

University Funds

All funds received from internal or external sources and owned by the University, which carry fiduciary responsibilities.

Any expense that does not support the missions of the University and does not reflect proper stewardship is considered by the University as non-permissible regardless of the source of funds.

When the non-permissible expenses listed below are submitted to the University for reimbursement or payment, they will be rejected, unless they are justified in a memo as necessary in carrying out a University task or function and approved by the University. The memo should provide a clear explanation of why such an expense should be deemed a business expense, and should be submitted to the “approver” (the individual responsible for funds being charged) for review and approval. Accounts Payable will not process any payment or reimbursement of Non-Permissible Expenses unless the memo is attached.

Non-Permissible Expenses

Non-Permissible Expenses refer to those expenses that are not related to any activity of the University, are not required in carrying out an individual’s task or responsibility at work, or do not benefit the University. Non-Permissible Expenses include, but are not limited to, the following:

• Automobile repairs
• Clothing and toiletry items for personal use
• Credit card annual fees
• Delinquency fees or finance charges on personal credit cards
• Dues in private clubs, including lounge memberships and entry fees
• Personal membership and club fees, such as airline clubs and personal Amazon prime account
• Expedited Traveler Screening programs such as TSA PreCheck, CLEAR, Global Entry or SENTRI or NEXUS
• Frequent flyer and other similar awards for hotel and car rentals
• Grooming services (haircuts and shoe shines)
• Laundry, dry cleaning unless for extended business travel, per this policy
• Gym and recreational fees, including massages and saunas
• In-room movies
• Noise cancelling headphones
• Single-Use water bottles in conjunction with Water Bottle Purchasing Policy
• Telephone charges in excess of what is deemed reasonable for calls to home when on business travel (see “Expenses Related to Business Travel” section in this document)
• Traffic violation penalties
• Upgrades (air, hotel, car, etc.) when traveling on University business
• Expenses that will be reimbursed from another source
• Any fraudulent expense
• Spousal/partner travel
• First class airfare
• Personal items included in a purchase of items to be owned by NYU
• Expenses that should not be paid using personal funds (e.g., independent contractor fees, stipends, cash gifts, etc.; these types of expenses should be charged directly to the University)
• Voluntary charitable contributions
• Any expense prohibited by law (e.g., University funds cannot be used for payments or donations to political organizations or candidates)

In addition to the above expenses, these items are never reimbursable or allowable:

• Drugs or Illegal Substances
• Firearms and ammunition
• Hazardous Materials
• Political Contributions
• Expenses made through third party payment sites such as Venmo, Zelle, PayPal (Personal Payment), Auction Sites
• Dates of official enactment and amendments: Jul 15, 2004
• History: Revised: March 2012, September 2014, June 2016; June 25th, 2018; September 2019; December 2019 Changes made to Pg. 16 - Honorariums, Gifts, Prizes, Awards to Non-Employees; Revised September 2019: Pg. 19 - Relocation Expenses. Revised November, 2014: Additional language added to per diems and incidental expenses sections, found on pages 10-11 of Policy PDF. Revised December 2019: Pg. 23 - Related Policies. Revised on February 23, 2022 related to raising New Hire lunch limit, travel to the Pacific Coast, and added a limit for retirement gifts for NYU employees with 10 or more years. ON March 23, 2022 new section being added called RELOCATION after Payments to Foreign Nationals and before CONTACTS. Revised: effective October 30, 2023 (superseding March 23, 2022 policy).
• Cross References: N/A

About This Policy

Effective Date Oct 30, 2023 Supersedes March 23, 2022 Issuing Authority University Chief Financial Officer Responsible Officer AVP, Procurement and Payables

Accountable Plan Rules In order to be considered an accountable plan by the IRS, expenses incurred by employees or independent contractors must have a business connection, the individual must adequately account to the University for these expenses within a reasonable time (60 days) and the individual must return an excess reimbursement or allowance within a reasonable time (60 days). If all three conditions are met the reimbursement can be excluded from the individual’s taxable income.

Approver The individual granted the authority to review and approve (or reject) Transactions that require the use of University Funds. The physical signature (on forms) or electronic signature (in AP Workflow, i-Buy NYU) of the "approver" signifies that the “approver” has verified the request for compliance with applicable University policies.

Business Expenses Charges for goods and services that foster or support the missions of the University.

Documentation or Substantiation Documents that describe and support a business expense or Transaction, such as original receipts or other original vendor-generated documents that show type of expense, amount of expense, and date the expense was incurred.

NYU or the University The New York University and all its Affiliates, including the schools, colleges, institutes, and other administrative units of the University, all University Affiliates, and the Global Network University sites, as such terms are defined in the Policy on Policies.

Reasonable Not extreme or excessive. A cost may be considered reasonable if the nature of the goods and services reflects prudent action.

Stewardship The careful and responsible management and protection of the University’s resources, which includes ensuring that resources are used appropriately or used according to applicable policies of the University.

Transaction A commitment by the University involving the exchange of money or property, an obligation to perform services requiring payment or use of University resources, or the assumption of a liability (e.g., indebtedness) or potential liability, currently or in the future (e.g., NYU agreeing to indemnify another party).

University Community All NYU faculty, including visiting faculty; researchers, including persons participating in research at or under the auspices of NYU; employees; professional staff, including medical, dental, and nursing staff; volunteers; fellows, trainees, and postdoctoral appointees; students; consultants, vendors, and contractors.

University Funds All funds received from internal or external sources and owned by the University, which carry fiduciary responsibilities.

Conflicts of Interest Policy for Trustees, Officers, and Senior Administrators

Expense Reimbursement Policy

Faculty and Administrators on a Short-Term Global Assignment Policy

Using Outside Counsel Policy

Petty Cash Funds Policy

Procurement Policies and Procedures Manual

Payment Card Policy

Retention and Destruction of Records

Signature Authority Policy

Sponsored Programs Administration Post-Award Handbook

NYU Returns Travel Guidelines and Requirements

Mileage Rates

The IRS has released new mileage rates effective January 1, 2024. The new rate for business miles driven will be $0.67 per mile. The rate for medical or moving will be $0.21 per mile. The charitable organization rate remains the same at $0.14 per mile. IRS rate details can be found at the following link:

IRS Mileage Announcement for 2024

Per Diem Rates

The General Services Administration (GSA) per diem reimbursement rates for meals and lodging are now available at http://www.gsa.gov/perdiem .

GSA has the responsibility for establishing the per diem rates that Federal agencies use to reimburse their Federal travelers for expenses incurred while on official travel within the continental United States (CONUS).  GSA continues to use the industry-based Average Daily Rate, a widely accepted lodging-industry measure, to establish lodging rates in each non-standard area (NSA).  This data is obtained through a leading provider of hotel lodging industry data.  As in prior years, GSA continues to use mid-price properties in areas where the majority of Federal travelers stay. 

Making travel arrangements in advance can alleviate last-minute difficulties and ensure that travel resources are available. Some sponsors have travel conditions or restrictions, so it is best to consult with Accounts Payable and Purchasing Office (APPO) staff if you have any unusual travel circumstances or are uncertain of sponsor or Research Foundation travel policies.

Interested in travel tips, news and policy changes?  Please subscribe to the RF Travel mailing list by clicking here.

Travel advances

Eligibility for meals, registration payments, travel reimbursement, field expenses, mileage rate/allowance, vehicle rental, telephone and other communication services, accompanying dependents, extended travel status, foreign/international travel, foreign travel benefits programs.

• US Carrier (Fly America Act)

Travel Warnings

CDC Travel Health Notices

Travel advances are available if needed and requests should be forwarded within two weeks of the travel dates. To obtain an advance, complete a travel payment request form, the advance section, detailing the travel dates, destinations, estimated expenses and purpose for travel must be forwarded to APPO. Normally the advance will cover 80 percent of lodging and meals and 100 percent of transportation. Under special circumstances, however, advances over the 80 percent limit can be approved. No further travel advances will be issued if a prior advance has not been reconciled. Travel advances are to be reconciled within 30 days after the trip.  

Meal eligibility guidelines:

• Must be in official travel status (a distance GREATER than 35 miles from employee's official station or place of residence.
• Allowance and reimbursement for breakfast and dinner follows is outlined below:

On day of departure:

On day of return:

• No allowance or reimbursement will be made for lunch.
• No allowance or reimbursement will be made if meals are provided by the conference meeting, or hotel.

The rate at which the traveler will be allowed and reimbursed for domestic rates can be found at:  http://www.gsa.gov/portal/content/104877.

• Here is link for foreign per diem rates: https://aoprals.state.gov/web920/per_diem.asp

RF employees are allowed or reimbursed for meals during non-overnight travel. Non-overnight meal payment allowances for ALL locations are as follows: Breakfast, $5; Dinner, $12. (The " Taxable Meal Payment Request & Authorization Form " MUST be attached to the travel reimbursement request.)

• New York State employees are NOT allowed or reimbursed for meals during non-overnight travel.
• The Internal Revenue Service (IRS) considers reimbursements paid to a person for meal  expenses incurred during one-day, non-overnight travel as taxable income. Payments to RF employees for non-overnight meal expenses must be included in the employee’s paycheck as gross income and reported on the employee’s Wage and Tax Statement, IRS Form W-2 In addition, taxes must be withheld and fringe benefits must be charged to the account from which the employee is paid.
• Breakfast and dinner per diems must be deducted if included in conference and or meeting. This includes continental breakfast.

APPO can mail registration forms and payments directly to the conference or meeting facilitator. The project director may want to send the registration form and payment directly to meeting organizers and request reimbursement. We can use advance account if payment request is late but needs to be justified as to why late requisition/payment submission.

The travel payment voucher should be submitted within 20 working days upon return from travel. If however the travel voucher is submitted beyond 6 months a justification for lateness is required. We require original hotel receipt, original airline receipt/invoice or internet printout of airfare charge, and conference brochure or announcement. Meal allowances generally do not require receipts. If a secondary source of funds is used to partially reimburse travel please provide documentation identifying the other funding. The Research Foundation uses lodging and meal allowances that are established by the federal General Services Administration.

In certain circumstances, the lodging rate charged is higher than the prescribed rate. To request reimbursement for rates that exceed the per diem rate please include an explanation for full reimbursement with the travel expense voucher. If staying at conference hotel and the rate exceeds GSA allowance, then no need for further lodging justification. Just note on travel voucher that hotel was conference site.

Travel reimbursement for non-project personnel

Research scholars, consultants, lecturers, etc. should be informed to save original lodging receipts, original airline or electronic printout receipt and should request tax exemption when traveling in New York State. If this documentation is not provided, then these expenses will be considered taxable income and a 1099 Miscellaneous Income statement will be issued. The travel payment voucher is the appropriate form to use to request travel reimbursement. Unless other arrangements have been made, the travel reimbursement rates will be at the GSA allowance.

We recommend when field research is conducted that the project director and staff maintain a log for all the expenses they incur. We recognize there are situations where obtaining receipts is not possible. GSA per diem rates are generally used for lodging and meals. Original receipts for lodging are required however no receipts are required for meals.

Travel Payment Request Form

Travel expenses must be documented on the Travel Payment Request Form or an equivalent form developed by the campus. Locations should not use SUNY travel forms. Location-specific forms must contain the same information as is in the " Travel Payment Request Form ," which is available from the Forms resource area in the RF Web site.

Original Receipts

Use of receipts to document meal and lodging expenses is NOT required.

Schedules of Rates

Schedule 2, "Maximum Amounts Allowed for Breakfast and Dinner," under Method I lists allowances used for breakfast and dinner. No reimbursement is made for lunch.

Schedule 3, "Per Diem Allowances Within the United States," lists the per diem rates within New York State and other locations within the U.S.

Method I (When Lodging is Without Receipt) or Non‐overnight Meal Payment Allowances

Method I Per Diem Allowances within the United States

New York City and surrounding counties of Nassau, Suffolk, Rockland, and Westchester $50.00 Unreceipted Per Diem

Cities of Albany, Binghamton, Buffalo, Rochester, Syracuse and their surrounding metropolitan areas (any city, town, or village within 15 miles of these cities) $40.00 Unreceipted Per Diem

All other locations within New York State $35.00 Unreceipted Per Diem

All other locations within the continental US $50.00 Unreceipted Per Diem

Method I Examples

A traveler leaves Albany on Monday at 6:00 a.m. to go to Buffalo and returns home Wednesday at 5:30 p.m. The traveler is eligible for 2 full meal per diems ($40/each - see Schedule 3 ) and a breakfast. For this example the traveler will be reimbursed the following:

Per diem (2 @ $40) $80.00

Plus breakfast on Wednesday $ 5.00 (see Schedule 2 , Method I rates)

Total reimbursement $85.00

A traveler leaves Buffalo on Monday at 8:00 p.m. to go to Chicago, IL and returns to Buffalo by 6:00 p.m. on Wednesday. Because the traveler is in overnight travel status for 2 nights, he is allowed 2 per diems ($50/each - see Schedule 3 ).

Based on meal eligibility , the traveler is entitled to one meal allowance on Tuesday, and one meal allowance on Wednesday, minus an adjustment for Wednesday's dinner. Because he is returning before 7:00 p.m., the traveler is not eligible for dinner on Wednesday.

Total payment is adjusted, and the traveler receives the following reimbursement:

Per Diem (2 @ $50) $100.00

Less dinner on Wednesday $ 12.00 (see Schedule 2 , Method I rates)

Total reimbursement $ 88.00

Method II (Receipted Lodging)

This section describes the Research Foundation (RF) method of maximum reimbursement for lodging and meals by requiring lodging receipts .

Eligibility Requirements

To be eligible for Method II rates, these two criteria must be met:

• the traveler must be in overnight status, and
• the traveler must save and submit valid receipts for lodging expenses .

DOCUMENTATION REQUIREMENTS

Use of receipts to document lodging expenses is required. When a traveler is in overnight travel status, lodging will be reimbursed at the actual cost, up to the maximum federal allowance (see the GSA Web site ). Meal receipts are not required for meal reimbursements. All meals associated with overnight travel will be reimbursed at the federal per diem rate for the area of assignment.

Travel expenses must be documented on the Travel Payment Request Form or an equivalent form developed by the operating location. This form is located in the Forms resource section of the RF Web site. Locations should not use SUNY travel forms. Location-specific forms must contain the same information as the Travel Payment Request Form.

Tax Exemption Forms and Certificates

See the Travel Within New York State (NYS) section below.

Full Meal Allowance

To be allowed a full meal per diem, these two criteria must be met:

• the traveler must be eligible for both a breakfast and dinner as described in Meal Eligibility , and
• the traveler must be in overnight status.

When the traveler is in overnight travel status but is not entitled to the full meal per diem because of the meal eligibility requirements, the traveler will receive the amount for the meal that is not part of the per diem (i.e., breakfast or dinner). These rates are provided in Schedule 2 , in the section "Method II (Receipted Lodging) or Non-overnight Receipted Meal Expenses." Also, see examples in the example section.

Federal Per Diem Rates

The Research Foundation uses the U.S. General Services Administration (GSA) per diem rates to establish maximum reimbursement. These rates

• differ from state to state and city to city (destination determines a traveler's reimbursement rate).
• include all applicable taxes and incidental expenses, such as tips to hotel maids and bellhops.
• are updated and provided online by GSA .

Any amounts over the federal per diem rates must be approved by the operations manager or designee and must be documented as to why the rate is over the maximum. See Example 1 below.

Rates for Alaska, Hawaii and Puerto Rico are established by the Department of Defense. Official DoD Per Diem Rates are available online from the Defense Technical Information Center but can also be accessed from the GSA web site related to Travel and Transportation Management Policy. These rates are subject to change monthly.

Foreign travel per diem rates: https://aoprals.state.gov/web920/per_diem.asp

Travel Within New York State

The Research Foundation is exempt from NYS and New York City (NYC) sales and use taxes.

For travel within NYS, travelers should use the RF tax exempt certificate, "Exempt Organization-Exempt Purchase Certificate" form, to get exemption for all applicable taxes, including the NYC Hotel Room Occupancy Tax.

Note: A separate tax exempt certificate and letter are no longer required for NYC. Use the "Exempt Organization-Exempt Purchase Certificate" to claim all tax exemptions. Please contact Sponsored Funds at extension 76752 if you need this form.

Although it is RF policy not to reimburse travelers for New York taxes, operating locations may use their discretion as to whether or not taxes will be reimbursed. Operations managers or designees must document the reason for this reimbursement. 

Method II Examples

A traveler goes to a conference in Boston. The conference is being held in a hotel with a rate of $265 per night. The maximum lodging per diem for Boston is $256. The over-the-maximum can be justified, because the traveler, staying at a different hotel, would have incurred additional transportation expenses to and from the conference.

( Note: This example uses 2010 GSA rates.)

A traveler leaves Binghamton on Sunday at 4:00 p.m. and travels to NYC. The traveler returns to Binghamton at 9:00 p.m. on Wednesday.

Beginning in 1999, the GSA separates allowances for the different boroughs of NYC, so you must be more specific than "NYC." In this case, the traveler stayed in Manhattan where the maximum lodging amount is $360 per night.

Meal Allowances

The traveler is entitled to 3 full meal per diems and a dinner on Wednesday night (returned home after 7:00 p.m.). Manhattan is a $71 per diem location.

For this example, the traveler will be reimbursed the following:

Three nights lodging @ $340 = $1020.00

Three full per diems @ $71 = $213.00

Plus dinner on Wednesday @ $57.00

Total = $1,290.00

The Research Foundation follows the IRS established rate for reimbursement of mileage when using a personal vehicle. An online mapping provider such as Google Maps or other,  printout should be provided to substantiate the mileage claim. Below are effective mileage rates:

Effective 1/1/24 - $0.67 per mile

Vehicles should be rented only when in the best interest of the project or the Research Foundation. Some reasons for renting are when it is the least costly alternative; it is the only mode of transportation available; or will eliminate substantial delays. Travelers should rent vehicles in the name of the Research Foundation to ensure that the Research Foundation and the traveler are covered by Research Foundation insurance. The original vehicle rental receipt must be attached to travel voucher claiming reimbursement. A justification for vehicle rental must also be attached to travel payment voucher.

Insurance Offered by Rental Agencies

Rental agencies may offer the following types of insurance for short-term vehicle rentals:

Damage Waiver Protection

Personal effects insurance.

• Personal Accident Insurance
• Liability Insurance.

Operating locations should follow the guidelines described below for each type of insurance.

Damage waiver protection coverage, also known as loss-damage waiver (LDW) or collision damage waiver (CDW), is available and MUST be purchased for all short-term vehicle rentals. This cost is generally an allowable charge to the sponsored program account.

Insurance for personal items is the responsibility of the individual. It is not an allowable charge against the sponsored program award and is not covered under the insurance policies of the RF. Personal items do not include sponsored program research equipment insured under the RF floater policy.

Reporting Accidents To the Rental Agency:

All accidents must be reported immediately to the rental agency. In addition, the authorized driver is required to complete the agency’s accident report form. Failure to comply with the requirements of the rental agency for reporting an accident or damage to the rental vehicle could result in the driver being held personally liable for any costs.

To the RF Central Office:

All accidents must also be reported to the Office of the Chief Financial Officer by calling (518) 434-7052, or by faxing information to (518) 935-6712 or sent via email to [email protected] .

All claims must be forwarded to the Office of the Chief Financial Officer. The information can be faxed to (518) 935-6712, or sent via email to [email protected] .

The RF’s insurance carrier reserves the right to deny coverage due to late reporting of a claim.

Necessary local and long distance telephone calls for business purposes are reimbursable when appropriately documented on the travel payment request form. Long distance telephone calls must be supported by listing on the form: name of party called, place called, date of call, and reason for call. For local calls, only date of call is required. With respect to telegrams, the name and address of the person to whom the telegram was sent and the date must be noted on the travel payment request form. Charges for necessary faxing of documents are reimbursable. The date, purpose, fax number to which the document was sent, recipient, and number of pages must be noted on the travel payment request form. Receipts, if available, should be attached to the form. Personal Calls: While the traveler is in travel status, the RF will reimburse for personal calls that allow the traveler reasonable contact with his or her immediate family. Each campus will establish its own method of reimbursement, documentation, and description of reasonableness.

Travel costs for dependents accompanying the traveler are not reimbursable except when allowed by the sponsor. Written evidence documenting sponsor approval must accompany the travel payment form in all cases when such costs are claimed.

When a traveler is on extended travel status and makes arrangements for accommodations at other than a hotel/motel, the Research Foundation will determine whether the per diem should be adjusted to an amount commensurate with the cost incurred. According to IRS regulations, an assignment expected to last less than one year will usually be treated as temporary. The Research Foundation will also determine whether it is in the best interest of the sponsored project or Research Foundation to change the employee's official station to the address of the office to which the individual is assigned for the extended period of stay. The Research Foundation may also authorize an employee to be reimbursed for expenses incurred on weekends and holidays while if in travel status on these days.

Please contact the APPO travel office at 76752 before traveling internationally. Rules governing export controls may require federal agency prior approval or restrict travel to certain locations. See link regarding current travel warnings: http://travel.state.gov/content/passports/english/alertswarnings.html .

A Request to Travel to Countries with Travel Warnings form must be completed before traveling to a restricted country. Failure to comply can result in penalties, including fines and imprisonment. Also, please remember to register with the US Department of State STEP program to maintain security awareness at your destination.

Foreign per diem rates: https://aoprals.state.gov/web920/per_diem.asp

International travel for research and training has become an increasingly common activity of sponsored programs. To support this important activity, the Board of Directors of the Research Foundation (RF) authorized the RF to provide blanket international travel assistance coverage, as well as emergency health insurance benefits, for all persons (other than independent contractors) traveling overseas on official Research Foundation business. We encourage you to review link below and call 76752, the APPO travel office if you need further assistance or have any questions.

Effective January 1, 2018 our new Global Emergency Assistance coverage will be with Blue Cross Blue Shield Global (formerly known as GeoBlue). Blue Cross Blue Shield Global is the provider we currently use for our international Expatriate and Traveler Plan. By utilizing Blue Cross Blue Shield Global, there will be more continuity of coverage between traveler benefits and emergency assistance.

Individuals with upcoming international travel will only now need to register on the Blue Cross Blue Shield Global website, https://www.geo-blue.com prior to traveling. In addition, in the event of an emergency while traveling on RF business, travelers would contact Blue Cross Blue Shield Global at 1 855.282.3517 (U.S.) or +1 610.254.5304 (collect outside the U.S.). Individuals who are currently traveling abroad on RF business whose travel extends beyond 1/1/18 will automatically be covered under the Blue Cross Blue Shield Global Emergency Assistance Plan. There is no need for current travelers to take any additional action, unless they have not already registered on the Blue Cross Blue Shield Global website.

Go to link for details:

https://benefits.rfsuny.org/regular--postdoctoral-employees/international-travel-assistance/  

GeoBlue Transition Tips:

Travelers should be reminded to call or email our Global Health & Safety team 24 hours a day 7 days a week for assistance in finding providers, arranging appointments and guarantees of payment (and in emergencies, evacuations/repatriations/ mortal remains calling the team is imperative rather than emailing). [email protected] Phone: 1.610.254.8771 the same holds true for assistance when requesting Political Evacuation and Natural Disaster services.

Once Travelers register online, they may print an ID card and then download the GeoBlue app to their smartphones. They log in to the mobile App with the same username and password that they created online and they have full access to everything that is on the website. The App allows travelers to search for providers, request appointments, find medication availability, translate medical terms and phrases and it also has an audio feature to use. They can also display their ID card right from the phone and send a copy to the provider in advance of the appointment.

To register online: Visit www.geo-blue.com and click on Register Now which is located in the top right corner.

Under Traveler Plan Members, enter the following Group Access Code: QHG999999RSF

Complete the User Profile, accept the conditions of Site Access Agreement and click on Register.

Also, if anyone needs a proof of insurance letter to obtain a Visa to travel they may reach out to the Customer Service team to obtain the letter. Customer Service: 888.243.2358 or 1.610.254.8769 or via email: [email protected]

Commercial Airplane

This section describes the Research Foundation’s (RF) policy for traveling by commercial airplane, the expenses that are reimbursable, and documentation requirements for reimbursement. Travelers are expected to use the lowest-priced available, appropriate, coach-class airfare. First class or other premium airfare may be used when no reasonable alternative is available. In compliance with the Fly America Act, all travel on federally funded projects must be on a U.S. flag air carrier. See below for Fly America Act information.

Nonrefundable Airline Tickets

Nonrefundable airline tickets should not be charged to a sponsored program account if a trip is cancelled. According to OMB requirements, "Cost Principles for Educational Institutions," a cost can be charged to a project if there is a direct benefit to the project. If the trip is cancelled, there is no benefit to the project, and the cost should be absorbed by the campus. If in the future the principal investigator wants to pay the airline transfer fee and use the ticket for another purpose benefiting the project, then the cost of the ticket plus the transfer fee can be charged to the sponsored project.

Documentation Requirements

Requests for reimbursement for airplane tickets should be supported by the passenger's portion of the airline ticket or an e-ticket. Any other documentation should be attached to the travel reimbursement form that shows reasonable proof that the trip was made (e.g. airline receipt). Requests for reimbursement for first class or other premium accommodations must be supported by explanatory statements and supporting documentation, if any, attached to the Travel Payment Request form or equivalent form. The cost of the ticket should be recorded on the form.

Policies regarding Trip Cancellation Insurance

Trip cancellation insurance –reimbursement is allowed for protection against changes in travel plans (e.g., airfare refundable insurance), provided it is reasonably cost-beneficial. It is noted that non-refundable airline tickets must not be charged to a sponsored program award if a trip is canceled.

FLY AMERICA ACT

Guidelines for International Travel Paid for by the US Government

In order to help clarify the basic rules and regulations of the Fly America Act, Travel-On has prepared this brochure to assist those people traveling on international trips being paid for by the U.S. Government. Most of this information is taken directly from Section 301-3.6 of the Federal Travel Regulations as amended on February 23, 1990 and effective on March 23, 1990.

USE OF UNITED STATES AIR FLAG CARRIERS

I.  Definitions

The Fly America Act. The " Fly America Act " refers to the provisions enacted by section 5 of the International Air Transportation Fair Competitive Practices Act of 1974 (pub. L. 93-624, Jan. 3, 1975), 49 U.S.C. App. 1517, as amended by section 21 of the International Air Transportation Competition Act of 1979 (Pub. L. 96-192, Feb. 15, 1980). 94 Stat. 43.

U.S. Flag Air Carrier. The term " U.S. flag air carrier " means an air carrier holding a certificate under section 401 of the Federal Aviation Act of 1958 (49 U.S.C. App. 1371). Foreign air carriers operating under permits are excluded.

United States. For purposes of the Fly America Act, " United States " means the 50 states, the District of Columbia, and the territories and possessions of the United States (49 U.S.C. App. 1301(38)).

Gateway Airport in the United States . A " gateway airport in the United States " means the last airport in the United States from which the traveler's flight departs, or the first airport in the United States at which the traveler's flight arrives.

Gateway Airport Abroad. " A gateway airport abroad " means the airport abroad from which the traveler last embarks enroute to the United States or at which the traveler first debarks incident to travel from the United States.

II. General Requirements of the Fly America Act

The Fly America Act, 49 U.S.C. App. 1517, as implemented in the Comptroller General's guidelines, Decision B-138942, March 31, 1981, requires Federal employees and their dependents, consultants, contractors, grantees, and others performing United States Government financed foreign air travel to travel by U.S. flag air carriers:

Unless travel by foreign air carrier is a matter of necessity as defined in paragraph (b)(3) of this section, or

When U.S. flag air carrier service is available within the guidelines in paragraphs (b)(4)(5) of this section.

III. Necessity for Use of Foreign Air Carrier Service

Use of foreign air carrier service may be deemed necessary if a U.S. flag air carrier otherwise available cannot provide the air transportation needed, or use of U.S. flag air carrier service will not accomplish the agency's mission.

IV. Availability of U.S. Flag Carrier Services

1. General. U.S. flag air carrier service is available even though: Comparable or a different kind of service can be provided at less cost by a foreign air carrier; Foreign air carrier service is preferred by or is more convenient for the agency or traveler; or, Service by a foreign air carrier can be paid for in excess foreign currency, unless U.S. flag air carriers decline to accept excess foreign currencies for transportation payable only out of these monies. (See also paragraph (b)(5)(iv) of this section.)

2. Scheduling Principals. In determining availability of U.S. flag air carrier service, the following scheduling principals should be followed unless their application results in the last or first leg of travel to and from the United States being performed by foreign air carrier: U.S. flag air carrier service available at point of origin should be used to destination or, in the absence of direct or through service, to the furthest interchange point on a usually traveled route; Where an origin or interchange point is not served by U.S. flag air carrier, foreign air carrier service should be used only to the nearest interchange point on a usually traveled route to connect with U.S. flag carrier service; or, Where a U.S. flag air carrier involuntarily re-routes the traveler via a foreign air carrier, the foreign air carrier may be used notwithstanding the availability of alternative U.S. flag air carrier service.

V. Guidelines for Determining Unavailability of U.S. Flag Air Carrier Service

1. Travel to and from the United States: Passenger service by a U.S. flag air carrier will not be considered available when the travel is between a gateway airport in the United States and a gateway airport abroad and the gateway airport abroad is: The traveler's origin or destination airport, and the use of U.S. flag air carrier service would extend the time in a travel status, including delay at origin and accelerated arrival at destination, by at least 24 hours more than travel by foreign air carrier.

2. Travel Between Two Points Outside the United States: For travel between two points outside the United States, U.S. flag air carrier service will not be considered to be reasonably available: If travel by foreign air carrier would eliminate two or more aircraft changes enroute; Where one of the two points abroad is the gateway airport en route to or from the United States, if the use of the U.S. flag air carrier would extend the time in travel status by at least 6 hours more than travel by a foreign air carrier, including accelerated arrival at the overseas destination or delayed departure from the overseas origin, as well as the gateway airport or other interchange point abroad; or, Where the travel is not part of a trip to or from the United States, if the use of a U.S. flag air carrier would extend the time in travel status by at least 6 hours more than traveled by foreign air carrier including delay at origin, delay en route and accelerated arrival at destination.

3. Short Distance Travel: For all short distance travel, regardless of origin and destination, U.S. flag air carrier service will not be considered available when the elapsed travel time on a scheduled flight from origin to destination airport by foreign air carrier is 3 hours or less and service by U.S. flag air carrier would involve twice the travel time.

4. Travel Finances Solely with Excess Foreign Currencies: U.S. flag air carriers render themselves unavailable by declining to accept payment in foreign currencies for transportation services required by certain programs or activities of the Government which, under legislative authority, are financed solely with excess foreign currencies which may not be converted to U.S. dollars. In these instances, and notwithstanding the provisions of paragraph (b)(4)(I)(C) of this section, foreign flag air carriers that will accept the required foreign currency may be used to the extent necessary to accomplish the mission of the particular program or activity. The statement of justification required under paragraph (c)(3) of this section must indicate that the transportation service needed can be paid for only in excess foreign currencies and that otherwise available U.S. flag air carriers declined to accept payment in the foreign currencies.

USE OF FOREIGN FLAG AIR CARRIERS

I. Authorization or Approval: Expenditures for commercial foreign air transportation on foreign air carrier(s) will be disallowed unless there is attached to the appropriate voucher a certificate or memorandum adequately explaining why service by U.S. flag air carrier(s) is not available, or why it was necessary to use a foreign air carrier. Use of foreign flag air carriers may be authorized or approved only when U.S. flag air carrier service is not available as determined under the guidelines in paragraph (b) of this section, or when foreign air carriers are used under the reciprocal terms of an appropriate bilateral or multilateral agreement as described in paragraph (c)(2) of this section. II. Air Transport Agreements: Nothing in the guidelines in paragraph(b) of this section shall preclude and no penalty shall attend the use of a foreign air carrier which provides transportation under an air transport agreement between the United States and a foreign government, the terms of which are consistent with the international aviation goals set forth at 49 U.S.C. App. 1502(b) and provide reciprocal rights and benefits. III. Justification Statement: A statement executed by the traveler or agency justifying the use of a foreign flag air carrier for any part of foreign travel must be entered on or attached to the travel voucher, transportation request, or any other payment document. Each request for a change in route or schedule which involves the use of a foreign flag air carrier must be accompanied by a statement justifying such use. The following is a guide for preparing the justification statement: IV. Employee Liability for Disallowed Expenditures: Where the travel is by indirect route or the traveler otherwise fails to use available U.S. flag air carrier service, the amount to be disallowed against the traveler is based on the loss of revenues suffered by U.S. flag air carriers as determined under the following formula set forth and more fully explained in 56 Comp. Gen. 209 (1977): Sum of certificated carrier segment mileage authorized (¸) Sum of all segment mileage authorized (x) Fare payable by Gov't Minus (-) Sum or certificated carrier segment mileage, traveled (¸) Sum of all segment mileage, traveled (x) Through fare paid

CODE SHARING

On September 25, 1991 the Comptroller General released a decision regarding the Code Sharing of flights by U.S. and foreign flag carriers utilizing the equipment of the foreign flag carrier. This is announced in Comp. Gen. File B-240956. The decision is as follows: The question in this case, presented by the Department of State, is whether a U.S. flag air carrier's arrangement to provide passenger service in international air transportation on the aircraft of a foreign air carrier under a "code-share" arrangement with the foreign air carrier would meet the requirements of the Fly America Act, 49 U.S.C. App. 1517 (1988). Since it appears that such service generally would be considered to be service by a U.S. air carrier in international air transportation rather than by a foreign air carrier, that service should also be considered transportation provided by a U.S. air carrier for purposes of the Fly America Act. As long as the flight is booked thru a US carrier, although you fly foreign carrier, this is chargeable to a federal award.

The U.S. Department of State's Bureau of Consular Affairs decides, based on relevant information, to issue travel warnings to U.S. citizens, recommending that Americans avoid travel to certain counties. The countries and dates the travel warnings were issued are listed on the Current Travel Warnings Web site.

Travelers using RF funds going to any country indicated by the U.S. Department of State with a travel warning MUST have advance written approval from the campus operations manager and campus president or delegate which is Risk Management Office, with written notice to the RF's central office before traveling. The  Request to Travel to Countries with Travel Warnings form must be completed and approved prior to travel to Countries with Travel Warnings (CTW).

It is the responsibility of the traveler to check the Current Travel Warnings list before traveling, to obtain the necessary authorization, and to read and abide by the information contained in the travel warning. Travelers should also read the Department of State's " Tips for Traveling Abroad ."

Types of Notices

Warning Level 3, Avoid Nonessential Travel

Alert Level 2, Practice Enhanced Precautions

Watch Level 1, Practice Usual Precautions

Travel notices are designed to inform travelers and clinicians about current health issues related to specific destinations. These issues may arise from disease outbreaks, special events or gatherings, natural disasters, or other conditions that may affect travelers’ health.

• Share on Facebook
• Share on Twitter
• Share on Pinterest
• Share on LinkedIn
• Share by Email

Last Updated: 1/25/24