Successful travel begins with good planning — knowing the rules about how you can
get to your event, where you can stay and what you need to consider while on travel
status.
After you have identified the travel and a budget, talk to your supervisor about your
proposed travel. Confirm that your supervisor is supportive of the travel and funding
is available.
If another department is paying for the travel, discuss your proposed travel with
the account owner to confirm they are supportive of funding being used.
If you are traveling abroad, you should check The U.S. Department of State's Bureau
of Consular Affairs travel advisories in effect for your destination.
Travel advisories are based on a four-rating system that describe the risk and provide
clear actions U.S. citizens should take to help ensure their safety. The level of
advisory will determine the steps that should be taken by the traveler.
Risk Level Requirements
Risk Level
Requirement
Level 1: “Exercise Normal Precautions”
Traveler should research and implement appropriate precautions to protect themselves
and their property but may proceed with arranging the travel. Examples of actions
that can be taken include making adjustments to the planned travel to avoid areas
of greater risk or decreasing the duration of travel.
Level 2: “Exercise Increased Caution”
Traveler should research and implement appropriate precautions to protect themselves
and their property but may proceed with arranging the travel. Examples of actions
that can be taken include making adjustments to the planned travel to avoid areas
of greater risk or decreasing the duration of travel.
Level 3: “Reconsider Travel”
The travel needs to be reviewed by the Office of Management Services and Global Education
to assess the risk. The Traveler should contact Management Services at 518-564-2539
to initiate the review.
Level 4: “Do Not Travel”
Travel on State Business is prohibited to destinations rated Level 4.
After you have discussed the travel with your supervisor and any other departments
funding your travel, a Travel Authorization and Advance Form should be completed and routed for necessary approvals. You will be notified when
the travel form is fully approved.
After receiving notification of travel form approval, make any necessary reservations.
You can use a travel card, personal card, or in some cases a purchase order to make
reservations.
Making Travel Arrangements
As a traveler, you are authorized to make the arrangements that best suit your needs
and comply with campus and state requirements.
Conference/Event Registration
Traveling to attend a conference or event is one of the most common reasons for state
travel. When notified of an opportunity, be mindful of any specific deadlines for
registering. In many cases, there is an early bird deadline that decreases the registration
fee.
Complete your Travel Authorization and indicate the anticipated costs of registration
fees. Once the request is approved, register and pay any conference and registration fees.
Transportation
There are many methods of transportation available to you. When deciding which method(s)
to take consider the following:
You should choose the most efficient and cost effective method that meets your needs.
Where feasible, a common carrier such as train, bus, taxicab or airplane should be
used.
Where possible, travel should be scheduled using the NYS Travel Contract with Direct
Travel.
New York state has a contract for airfare arrangements with Direct Travel. Use of
the state contract is encouraged, but not required.
When using the state contract, no quotes are necessary unless there are personal travel
days included. If combining personal travel with business travel, get two quotes for
what the trip would have cost had you left and returned for the business portion of
the trip.
If you choose not to use Direct Travel, you must get two written quotes from other
vendors to justify the reasonableness of the price. Quotes must be obtained on the
same day the airfare is purchased and submitted with the travel voucher. The ticket
purchased must be non-refundable and be located in the coach section. The state does
not pay for seat upgrades or insurance.
Similar to airlines, New York state has a contract for train reservations through
Direct Travel. See the airfare section above for steps you need to take to make train
reservations.
Travel by Amtrak will be reimbursed at the current Amtrak government rate, and the
original ticket must be scanned or attached and included with the travel voucher.
To request state/government rates, call Amtrak at 1-800-USA-Rail.
When a common carrier cannot meet your needs, a vehicle should be used. Generally,
a state vehicle or rental vehicle should be used. Bear in mind the following:
State vehicles are generally limited to 12-passenger vans
15-passenger vans are always prohibited
Rental vehicles should be reserved under the state contract with Enterprise & Hertz
Only Enterprise has an office in Plattsburgh
Pickup and drop-off times can impact the cost
Personal vehicles should only be taken when you are willing to do so and the cost
to the state is less than a rental vehicle. Be aware of the impact on your personal automobile insurance.
As a general rule of thumb, you are given broad discretion to choose the specific
lodging and meals that meet your needs as long as such expenses are eligible for reimbursement.
Eligibility depends upon two main factors:
Whether you are staying overnight
Whether your departure or return times qualify you for extra meals
When you travel overnight, the per diem rates include the cost of dinner, lodging,
and breakfast. The State of New York does not pay for lunch.
Overnight
If your travel requires an overnight stay, you should select a travel method that
best meets your needs. You have two choices:
Travel Methods
Method
Description
Receipts Required
Best Used for
Method 1 (Unreceipted)
Reimburses traveler at a flat per diem rate covering meals, lodging, & incidental expenses
No lodging or meal receipts required*
Staying with friends, family, colleagues, or other unpaid accommodations
Method 2 (Receipted)
Reimburses traveler up to the applicable per diem covering meals, actual lodging, & incidental expenses
Lodging receipts required, meal receipts not required*
Hotels, motels, or other paid accommodations
*Unless you use a travel card to pay for meals.
Planning Your Travel When Using Method 1 & Method 2
Method 1 is easy! Simply indicate on your travel authorization that you plan to use
Method 1 and indicate the combined lodging and meal rate for each day you on staying
overnight. Then, make any arrangements necessary with the person(s) with whom you
will be staying.
Next, look for hotel that offer rooms at or below that rate. You may choose any hotel
that meets your needs, does not exceed the rate, nor incur unnecessary/unreasonable
expenses. Confirm you can get a room at the per diem rate and include this on your
travel authorization.
After your travel authorization is approved, reserve your room with a travel card,
personal credit card, or with a purchase requisition. Learn more about paying for your travel.
Day Trips
Unless you qualify for extra meals (see below) you are not eligible for lodging or
meal expenses when you are on a day trip. On your travel authorization, note that
there is no planned meal or lodging expenses.
Extra Meals
You are entitled to extra meals when:
You leave on the first day of travel BEFORE 7 a.m., in which case you are eligible for an extra breakfast, or
You return on the last day of travel AFTER 7 p.m., in which case you are eligible for an extra dinner.
Please note your times as close to the actual time as possible. The amount of the
extra meal depends upon several factors. See our Per Diem Flowchart to learn more.
As always, costs need to be necessary and reasonable. There should be a business reason
to depart early or return late that justifies the additional expense.
Be sure to include any planned extra meals on your travel authorization.