Travel Policy

The purpose of this document is to help Travelers understand and apply New York State and Internal Revenue Service travel rules and regulations and provide instructions regarding reimbursement for expenses while in Travel Status or when traveling in proximity of the employee’s home or work location. This policy also provides guidelines to help ensure safety of employees when traveling by providing rules, regulations and expectations of drivers and passengers.

Date	Version Number	Change Description	Referenced Section
Pre-2006	1.0	New Document	Entire Document
c. 2006	1.1	Minor Revisions
9/2/16	1.2	Minor Revisions
1/5/17	1.3	Minor Revisions
12/2/18	1.4	Minor Revisions
1/14/19	2.0	Major Revisions	Entire document
5/7/19	2.1	Minor Revisions	7.0
8/30/19	2.2	Minor Revisions	7.13, 8.0
10/2/19	2.3	Minor Revisions	7.5.3
3/25/20	2.4	Minor Revisions	8.0
1/11/21	2.5	Minor Revisions	9.0
12/1/21	2.6	Minor Revisions	Department Name Change
7/1/25	2.7	Minor Revisions	6.0, 7.0, 9.0
1/15/26	3.0	Major Revisions	Entire Document

Review Process / Approval

Action:	Units	Date
Policy Review	Procurement Services Management Services	8/17-1/19
Policy Approval	Executive Council	1/4/19

All University Employees, authorized volunteers or eligible SUNY Plattsburgh students in approved travel status.

5.1LENS— An automated reporting system that ensures the validity of the traveler’s driver’s license.

5.2 Non-Employee — Individuals not currently employed by the University but undertaking state sponsored or funded travel. Examples of non-employee travel include candidates traveling for interviews, student travel, vendor travel such as lecturers, evaluators, reviewers, registered volunteers, and those receiving honorariums.

5.3 State Business — Any activity directly related to an employee’s job responsibilities and/or furthers the mission and operations of the University. Examples of State Business include: Recruitment, off-campus supervision, class field trips, meetings and conferences held by or with State officials, intercollegiate athletic games, attendance at relevant professional conferences. University Business does not include any events initiated by student clubs, student organizations (like Fraternities or Sororities), the Student Association, or University-Affiliated Organizations conducting their own business.

5.4 State Vehicle — A vehicle that is owned by the State of New York.

5.5 Traveler — Any state employee, volunteer, or Non-Employee engaging in travel sponsored or funded by the State.

5.6 Travel Advance — A request for funds to cover anticipated meals and lodging travel expenses.

5.7 Travel Authorization — The process of securing necessary approvals before travel.

5.8 Travel Card — A state-issued credit card exclusively used for state employee travel.

5.9 Travel Status — An employee is in travel status and eligible for reimbursement of travel expenses when they are on assignment at a location that is more than 35 miles from both their Work Location and their home.

5.10 Travel Voucher — A form used by a Traveler to account for travel expenses and to request reimbursement of out-of-pocket expenses.

5.11 University-Affiliated Organizations — College Auxiliary Services, Plattsburgh Alumni Association, Plattsburgh College Foundation, Research Foundation for the State University of New York, and SUNY Plattsburgh Childcare Center.

5.12 University Employee — All employees of the University, excluding employees of University-Affiliated Organizations. May include students as long as they are paid by the University.

5.13 Work Location — The employee’s usual work location as designated by the President or designee. Also known as “Official Station”.

6.1 TRAVELERS

6.1.1 Know the State’s and the University’s travel rules and regulations;

6.1.2 know their Work Location and its effect on (i) eligibility for travel reimbursement, and (ii) the taxability of certain expenses;

6.1.3 obtain necessary approvals for travel in advance, including method of travel prior to making travel reservations;

6.1.4 secure the most economical method of travel in the best interest of the State and obtain all necessary supporting documentation or accept the lesser reimbursement, if selecting a method for personal convenience;

6.1.5 use a Travel Card to eliminate out-of-pocket expenses;

6.1.6 maintain an accurate record of all expenses, departure and return times, and if taking a personal vehicle mileage;

6.1.7 include required receipts or documentation when submitting Travel Vouchers;

6.1.8 submit claims for reimbursement for only actual allowed expenses within reimbursement rate limits; and

6.1.9 submit accurate Travel Vouchers upon return from travel, but no later than 30 days of the end of travel. Failure to do so could result in loss of reimbursement.

6.2 SUPERVISORS

6.2.1 Know the State’s and the University’s travel rules and regulations;

6.2.2 know the Traveler’s Work Location and its effect on the travel reimbursement, including, where applicable, the taxability of reimbursement;

6.2.3 authorize travel only when necessary and appropriate;

6.2.4 review Travelers' itineraries in advance to ensure the most economical method of travel is used in the best interest of the State;

6.2.5 verify that expenses are within allowable rates and all required documentation is included and that expenses are actual, necessary and reasonable; and

6.2.6 review and approve Travel Vouchers in a complete and timely manner.

6.3 VICE PRESIDENTS OR DESIGNEE

6.3.1 In accordance with this policy and OSC Travel Guidelines, establish or approve additional criteria for the approval of travel requests affecting units within its division.  

6.4 PROCUREMENT SERVICES

6.4.1 Review completed Travel Vouchers to ensure that they are in compliance with OSC and University policies and procedures;

6.4.2 serve as a resource for travel-related questions;

6.4.3 develop and maintain forms and other resources to assist the campus community with complying with travel requirements;

6.4.4 Manage the University’s official travel records; and

6.4.5 Conduct reviews of travel-related expenses and assist with audits and other internal and external reviews of travel records.

6.5 HUMAN RESOURCE & PAYROLL SERVICES

6.5.1 Responsible for maintaining documentation of all authorized volunteers.

6.6 UNIVERSITY POLICE

6.6.1 Responsible for approving LENS certifications.

6.6.2 Responsible for providing copies of accident reports completed by the department to the Facilities Office, Environmental Health and Safety Officer, and the Internal Control Risk Management Coordinator.

6.7 INTERNAL CONTROL RISK MANAGEMENT COORDINATOR

6.7.1 Responsible for reviewing accidents and reporting those accidents that meet the criteria to the State Accident Review Board.

7.1 AUTHORIZATION TO TRAVEL

7.1.1 All Travelers must complete the Travel Authorization Form detailing the purpose of their trip, the destination, transportation method, and anticipated costs whether they are in overnight status or taking a day trip. This form must be completed before the travel. If multiple travelers are going to the same location, each traveler must complete a travel authorization.

See Section 7.4 for more information about calculating anticipated costs.

7.1.2 The completed Travel Authorization Form should be routed to the Traveler’s supervisor for approval.  Supervisors should review the form to ensure that the travel is for legitimate state business and, if account owners, review to determine that anticipated expenditures are appropriate and that there is sufficient funds to cover the costs of the travel.

7.1.2.1 If the travel is being funded by other units of the University, the form must be approved by an individual authorized to approve expenditures for each account and should be routed accordingly.

7.1.2.2 If a division or department requires additional approval, the Travel Authorization Form must be routed to the applicable individual(s).  Travel Authorization Forms are not considered approved until all necessary approvals have been obtained.

7.1.3 After approval, completed Travel Authorization Form should be routed to Procurement Services a minimum of two weeks prior to the start of the anticipated travel, if possible unless requesting a travel advance (See Section 7.3.2)

7.2 BLANKET TRAVEL AUTHORIZATIONS

7.2.1 In situations where employees are performing repeated, routine travel extending over a period of time, a blanket authorization can be approved. Blanket authorizations are limited to employees performing routine travel as part of their duties (e.g. athletic coaches, student teaching supervisors, and admission recruiters).  In these situations, blanket authorizations can be used to expedite the travel authorization process, however, Travelers and their supervisors are still expected to fulfill their responsibilities by ensuring that all travel conducted is for legitimate state business, that costs incurred are appropriate, and all other travel requirements are met.

7.2.2 To submit a blanket authorization, the Traveler should complete the Blanket Travel Authorization Form and follow the approval steps listed in Section 7.1

7.3 TRAVEL ADVANCE

7.3.1 Only Travelers without a Travel Card or traveling abroad are eligible for a Travel Advance.

7.3.2 To request a Travel Advance, the Traveler must complete the Travel Authorization Form and indicate the amount of the travel advance that they are requesting.  Forms should be submitted at least 30 days in advance of the Travel and submitted in accordance with the steps listed in Section 7.1. Submit the hotel reservation and/or event agenda on the Travel Authorization Form.

7.3.4 If approved, the Travel Advance will be paid as outlined in Section 7.14 of this policy.

7.4 ALLOWABLE EXPENSES

7.4.1 The following expenses are allowable and may be reimbursable:

Allowable Expenses

Expense Type	Description	Examples	Referenced Section
Lodging and Meals	Cost of overnight accommodations and meals	Breakfast and dinner, hotel room charges	Sections 7.5 and 7.6
Transportation	Cost of transportation and related expenses	Common carrier (bus, train, air), state vehicle, personal vehicle, rental car, gas, tolls, parking and ferry tickets	Sections 7.7 and 7.8
Incidental and Miscellaneous Expenses	Cost of other business- related expenses	Conference / event registration fees, business-related telephone calls, internet usage charges, baggage transfer and storage, supplies and materials, reasonable and customary tips for valet parking and taxicab fees, and out-of-state tax charges.	Sections 7.9 and 7.10

7.4.2 While breakfast and dinner are generally eligible for reimbursement, no reimbursement will be made if meals are provided at no cost to the Traveler by a third party such as when breakfast or dinner are included as a part of a conference registration fee

7.4.3 Certain expenses are not eligible for reimbursement including, but not limited to, the following: Lunch, parking tickets or speeding fines, alcohol, personal insurances for airfare and rental vehicles, laundry service for domestic travel, expenses for someone other than the Traveler, seat upgrades, New York State lodging taxes, and personal charges.  

7.5 OVERNIGHT LODGING AND MEALS

7.5.1 Travelers may choose one of two methods for expense reimbursement for overnight travel.  Travelers may not combine the two methods on the same overnight trip. An overnight trip is defined as dinner, lodging and breakfast the following morning.  Breakfast and dinner are reimbursable meals; lunch is not.

7.5.2  Method 1 – Unreceipted (Lodging with friends, family, or other unpaid accommodations)

This method provides 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 is traveling (whichever is less expensive) as shown below. No receipts are required when using this method. Current rates are as follows:

Location	Per Diem
New York City and Nassau, Suffolk, Rockland and Westchester Counties	$50
Cities of Albany, Binghamton, Buffalo, Rochester, Syracuse and their respective surrounding metropolitan Areas	$40
All other locations in New York State	$35
Out of State (this includes an out-of-state tax)	$50

Travelers using this method may also be eligible for an additional $5.00 for breakfast on the day of departure, if they leave prior to 7 a.m. Travelers may also be eligible for an additional $12.00 for dinner on the day of return if they return after 7 p.m.

Example 1: Traveler departs for Albany NY on 9/1 at 6:30 AM and returns on 9/2 at 7:30 PM. The Traveler is eligible for $57.00 as outlined below.

• Breakfast on 9/1 – $5.00 (due to early departure)
• Dinner on 9/1 and Breakfast on 9/2 - $40.00 (Method 1 Per Diem)
• Dinner on 9/2 - $12.00 (due to late return)

7.5.3 Method 2 – Receipted (Lodging in hotels, motels, or other paid accommodations)

This method provides reimbursement of actual lodging costs and an allowance for meals based on the U.S. General Services Administration (GSA) Standard Per Diem Rates.  The University expects Travelers to secure lodging that is equal to or below the maximum GSA per diem rate for the travel destination effective at the time of the travel.

To determine appropriate rates, Travelers should go to the GSA Website (see Appendix) and using the state, city, and county of the destination and dates of travel, look up the appropriate rates. Please note: The rates for New York State are provided below and in the Appendix as a convenience and are subject to change.

GSA Lodging Rates for New York State

For each day the Traveler is in overnight status, they are eligible for reimbursement for lodging up to a maximum lodging per diem and a per diem allowance for meals (see Appendix).  The meal per diem is for dinner the first night and breakfast the following day. Please note: The rates for New York State are provided below and in the Appendix as a convenience and are subject to change. 

GSA Meal and Incremental Expense for New York State

Since GSA Meal and Incidental Expense Rates include lunch and since New York State does not pay for lunch, OSC breaks down their rates as follows:

October 1, 2025 – September 30, 2026 GSA Meal and Incremental Expense Breakdown for New York State (Example)

GSA Mealsand Incidental Expenses Total	Breakfast	Dinner
$68	$14	$54
$74	$15	$59
$80	$16	$64
$86	$17	$69
$92	$18	$74

Travelers using this method are also eligible for an additional per diem for breakfast if they have to leave prior to 7 a.m. on their first day of travel, and/or for dinner if they return after 7 p.m. on their 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.

Receipts are required for lodging. Receipts are not required to claim Method 2 meal per diems unless the Traveler pays for the meals using a Travel Card.  Receipts are also required for expenses not included in the fixed rate allowances for meals, lodging and incidental expenses.

Occasionally, Travelers may not be able to find lodging at or under the GSA per diem rate. If that occurs, the Traveler must receive prior approval and provide a written justification on the Over Per Diem Justification Form to be submitted with the Travel Authorization.

When considering a request to exceed established per diem rates for conferences, the following should be considered:

• Available Lodging within the rate at a location nearby,
• transportation costs saved by staying at the conference site,
• late evening or early morning conference events,
• whether the attendee is an officer of the sponsoring organization, and
• whether the attendee is a speaker or is performing other functions essential to the conference.

Maximum lodging rates exclude taxes. For travel within New York State, a New York State Hotel Tax Exemption Certificate (ST-129) should be used. For travel outside of New York State, state and local taxes are not included in the maximum lodging amount and will be reimbursed in addition to the per diem amount when traveling to a state that does not honor the exemption form. For more information about out-of-state travel, see the Procurement Services website.

Example 2: Traveler departs for Albany NY on 9/1 at 6:30 AM and returns on 9/2 at 7:30 PM. The Traveler is eligible for $235.00 as outlined below.

• Breakfast on 9/1 – $12.00 (due to early departure based on Method 2 GSA Per Diem for Albany)
• Dinner on 9/1 and Breakfast on 9/2 - $61.00 (Method 2 GSA Per Diem for Albany)
• Lodging on 9/1 to 9/2 - $113.00 (maximum with receipt)
• Dinner on 9/2 - $49.00 (due to late return)

7.6 DAY TRIP MEAL REIMBURSEMENTS

7.6.1 Travelers may be eligible for reimbursement for breakfast and/or dinner on day trips based on departure and return times. Travelers are entitled to reimbursement for breakfast if they leave before 7:00 AM, and/or dinner if they return home after 7:00 PM.

7.6.2 Travelers without meal receipts are eligible to be reimbursed $5.00 for breakfast and/or $12.00 for dinner.

7.6.3 Travelers with itemized meal receipts are eligible to be reimbursed up to the maximum amount of the meal per-diem allowance (Method 2) specified for the particular area of travel.

7.6.4 Day trip meal reimbursements are reportable as income to the IRS.

7.6.5 The University does not reimburse for lunch expenses.

7.7 TRANSPORTATION BY COMMON CARRIER (BUS, TRAIN, TAXI, AIR)

7.7.1 General Expectations: Often times the most efficient and cost effective method of transportation is using a common carrier such as a train, bus, taxicab or airplane. Consistent with OSC guidelines, the University encourages Travelers to use common carrier where feasible. Where possible, travel should be scheduled using NYS travel services contracts.

7.7.2 Travel by Amtrak: Train travel on 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.

7.7.3 Travel by Air: New York State has a contract for airfare (See Appendix for current contract information). Use of the state contract is encouraged but not required.

If choosing to book airfare through an alternative source, it is a requirement to obtain 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.

When using the state contract, no quotes are necessary, unless there are personal travel days included.

If combining personal travel with business travel – travelers need to get two quotes for what the trip would have cost had the traveler left and returned for the business portion of the trip, compared to dates of travel for personal and business.

Travelers must fly coach except in limited circumstances.

7.8 TRANSPORTATION BY STATE, RENTAL, OR PERSONAL VEHICLE

7.8.1 General Rules: When transportation by car is necessary, Travelers should use rental vehicles on state contract (See Appendix for more information).

7.8.2 Rental Vehicle Reservations: Reserve vehicles at least 24 hours in advance of pick up time. The daily rental charge is calculated based on a continuous 24-hour period from the beginning to the end of the rental, not by calendar day. For example, a rental beginning (paperwork complete and car released) at 5:30 p.m. Monday and completed (vehicle returned) the following day at 5:30 p.m. is for one day.

7.8.3 Payment for Rental Vehicles: Whenever possible, payment of the rental vehicle should be made with the Travel Card. When paying with a Travel Card, rates include full damage waiver and liability coverage for any rental in the US.

In the event that it is not possible to pay with a Travel Card, the Traveler can use a personal credit card, or a Purchase Order can be used to pay for the Travel.  If using a personal credit card, you will be required to provide the rental company with a completed New York State Sales Tax Exemption Certificate (AC-946). If using a Purchasing Order, Departments should complete the Authorization to Expedite Car Rental Form and send to Purchasing for approval.

7.8.4 Rental Vehicle Pickup and Return / Charge Assessment: Vehicles cannot be picked up until after 5 p.m. for a trip starting the next day without incurring charges for that day. For charges starting the next day, the traveler needs to ask the Enterprise representative to manually change the reservation to start on the following day.  If a vehicle is returned after hours on Saturday, the rental charges may be closed out as of the return time on Monday. If a vehicle is picked up on a Saturday for a rental starting on Monday, the rental charges may start on Sunday.

7.8.5 Personal Vehicles: Personal vehicles may be used instead of a rental when the cost of taking a personal vehicle is less than or equal to the cost of a rental vehicle or when the use of a rental vehicle would prove an unnecessary burden.  In the event that a Traveler wishes to use a personal vehicle, they should evaluate the costs of taking a personal vehicle using the mileage calculator available in the Travel Authorization Form. The calculator compares standard IRS per mile mileage costs against the cost of using a rental vehicle. 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.

7.8.6 Personal Vehicle Liability: Travelers using their personal vehicle on official state business should be aware of the following:

• There is no state coverage for any of the following: uninsured or underinsured motorists, personal injury protection, medical payments. These coverages must be provided through the Traveler’s own personal policy.
• Workers' Compensation coverage is provided as if the Traveler was using a state-owned vehicle on State Business.
• Comprehensive and collision losses to the personal vehicle are not covered by the state.
• Liability to other persons, including passengers in the Traveler’s vehicle, must be covered by the Traveler’s own personal auto policy. If the suit is for more than the coverage, the employee must request Public Officers Law Section 17 coverage from the Attorney General in writing within five days of the notification of the suit. If the employee was acting in the course of employment and the act was not malicious or intentional, the Attorney General may grant defense and indemnification under Public Officers Law, Section 17 subject to the conditions contained therein.

Insurances that are NOT eligible for reimbursement: Personal Accident Insurance (PAI), Personal Effects Protection (PEP) and Uninsured and Underinsured Motorist Protection (UMP).

If the Traveler uses their personal vehicle on a regular basis on State Business, they should contact their insurance agent to ensure proper coverage.

7.8.7 Prohibition Against Use of 15-Passenger Vans: The rental of 15-passenger vans are not allowed under any circumstances - including rental with removal of back seats. Per SUNY Policy #5601, Effective October 29, 2002.

7.8.8 Additional Drivers: If more than one employee will be driving the vehicle, the 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.

7.9 CONFERENCE REGISTRATION FEES

7.9.1 Registration costs should be discussed and planned with a supervisor before a purchase is made. The registration fee should be listed on the Travel Authorization and Advance Form. Registration Fees can be paid using any of the following methods.

• Option 1: Procurement Card (P-Card) or Travel Card
• Option 2: Self -Pay (Out-of-Pocket)
• Option 3: Direct Payment through a Purchase Requisition or Journal Transfer

Option 2 Procedures:
The Traveler must obtain a receipt of payment and also keep a copy of the completed registration application form to be submitted with reimbursement paperwork. Reimbursement will only be made after the event is attended.

Option 3 Procedures:
If the organization is already set up as a NYS Vendor, the attendee must request an invoice from the organizer with event information included as well as their required NYS Vendor information.

If the organization is not set up as a NYS Vendor, the attendee should inquire if the organization is willing to complete a NYS Substitute W-9 so this may occur. The attendee must request an invoice from the conference organizer with attendance information included

This invoice will then need a Purchase Requisition or Expenditure Transfer form, to be submitted to the Procurement Services, in order to process payment.

7.10 OTHER MISCELLANEOUS OR INCIDENTAL EXPENSES

7.10.1 Travelers commonly incur miscellaneous business travel expenses during their trip. In all cases, in order to be considered reimbursable, these expenses must be reasonable, actual, and directly related to the trip. Examples of the types of allowable miscellaneous / incidental expenses can be found in Section 7.4

7.10.2 To be reimbursed, original receipts for miscellaneous expenses must be submitted with the Travel Voucher. If a receipt cannot be provided due to the nature of the expense (e.g. valet parking tip, coin-operated parking meter), the Traveler may provide a statement outlining the costs incurred in lieu of a receipt.

7.11 FOREIGN TRAVEL

7.11.1 State Business sometimes require travel outside of the continental United States. Foreign travel has the following special requirements:

Reimbursement rates are governed by the maximum per diem allowances established by the U.S. Department of State (See Appendix)

When submitting a Travel Authorization Form or Travel Voucher, expenses incurred by the Traveler must be converted to US currency based upon the exchange rate in effect on the transaction date. This can be done using a Currency Converter (See Appendix).

Meal/Incidental rates are broken down as follows: 20% of the total meals & incidentals for breakfast and 80% for dinner.

7.11.2 Before making any arrangements for foreign travel, the Traveler should check The U.S. Department of State's Bureau of Consular Affairs travel advisories in effect for their country of 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	Documentation Required
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.

7.12 TRAVEL VOUCHER

7.12.1 After the travel is completed, the Traveler or designee must complete a Travel Voucher and attach all original receipts and other supporting documentation (e.g. Statement of Automobile Travel). A summary of the receipts necessary is shown below:

Expenses	Documentation Required
Charges on the state Travel Card	Receipt
Transportation by Common Carrier (e.g. train, bus, airplane, subway)	Ticket stub if purchase price is printed on the stub; receipt and ticket stub if purchase price is not printed on the stub
Taxi/Uber/Lyft	Receipt
Rental Car	Receipt showing return time
Tolls-EZ Pass	EZ Pass statement with applicable charged indicated
Tolls-Cash	Receipt
Gas (Rental Vehicle Only)	Receipt
Day Trip Meals- Receipted	Receipt
Hotels-Receipted	Receipt
Miscellaneous and incident expenses	Receipt
Personal Vehicle	Statement of Automobile Travel

7.12.2 Travel Vouchers must be approved by the same individuals who approved the Travel Authorization Form.

7.12.3 A Third-Party Reimbursement form should be completed and attached to the Travel Voucher if travel is sponsored by an external agency in accordance with the University’s third-party reimbursement procedure.

7.12.4 Travel Vouchers should be submitted to Procurement Services upon return from travel, but no later than 30 days of the end of travel.

7.13 NON-EMPLOYEE TRAVEL EXPENSES

7.13.1 Travel costs incurred by Non-Employees traveling on university-related business may be reimbursed up to the rates that are available to employees. Non-employees however are not eligible for the meal per diems. Actual meal receipts are required.

7.13.2 Travel reimbursements to Non-Employees are processed through a Non-Employee Travel Expense Form. The traveler must sign in the Traveler's Certification section and the person on Campus serving as the authorizer for the travel expense must sign in the Authorized Certification section. The Traveler or department should complete the Non-Employee Travel Expense Form to specify the exact purpose for the payment and include documentation that explains the nature of the visit and its benefit to the University (e.g. flyer, itinerary, agenda), as well as dates of the activity, and the appropriate eight digit funding account that will be used to reimbursed the traveler.  All original receipts should be stapled to the completed Non-Employee Travel Expense Form and forwarded to Procurement Services for processing.

7.14 PAYMENT OF TRAVEL REIMBURSEMENTS

7.14.1 Employees that receive part or all of their pay in a check will continue to receive a check for their travel/expense reimbursements.

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

7.14.3 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 is deposited.

7.15 TRAVEL IN PROXIMITY OF WORK LOCATION OR HOME

7.15.1 When an employee is assigned to work at an alternate work location which is less than 35 miles from either their home or their Work Location, the employee is not considered to be in travel status, but rather is considered to be traveling in the proximity of his or her official station. Travel within the proximity of home or Work Location will be governed by OSC Travel Manual Guidelines. The expense of meals or lodging within the proximity of the employee’s Work Location will not be reimbursed.

7.15.2 Commuting costs generally are not allowed between any employee's home and their Work Location.

7.16 DEPARTMENTAL OR DIVISIONAL TRAVEL POLICIES AND PROCEDURES

7.16.1 Divisional Vice Presidents and departmental supervisors are authorized to create unit-level policies and procedures that outline specific expectations for or govern travel in their units. Such unit-level policies and procedures may not conflict with this policy or OSC Travel Guidelines.

7.17 OTHER TRAVEL RELATED MATTERS

7.17.1 Additional travel matters not addressed in this policy will be reviewed in accordance with OSC guidelines, IRS regulations, and applicable laws and policies. The Vice President for Administration and Finance shall interpret this policy.

7.17.2 Reporting a Motor Vehicle Accident:

7.17.2.1 All accidents involving University Employees driving a State Vehicle on University business must be reported to the appropriate police agency, having jurisdiction where the accident took place. The driver of the vehicle is responsible for providing copies of police accident reports and filing a NYS MV104 Report. See Section 8.0 for the MV104 Form.

7.17.2.2 When a motor vehicle accident occurs involving a state vehicle, the incident must be reported. The following must be collected and submitted to the Internal Control Risk Management Coordinator:

• MV104
• Photographs of all property damage
• Any Police Incident Reports or Uniform Traffic Tickets if applicable
• Estimates/quotes for all property damage

All vehicle or equipment accidents meeting any of the following criteria must be reported to Fleet Management at NYS Office of General Services by the Internal Control Risk Management Coordinator if any of the following criteria are met:

• Incident involving a fatality;
• Incident that has had or will have a significant negative impact on New York State’s insurance premiums and/or insurance coverages;
• An instance in which the New York State operator has accumulated two 2 or more moving accidents (i.e., vehicle in motion) within a 24-month period;
• Incident(s) in which a New York State vehicle(s) is deemed to be a “total loss” where frequency and/or cost appear to be factors;
• Incident resulting in $5,000 or more in property damage;
• Incident resulting in $10,000 or more in bodily injury damages;
• Incident raising questions or concerns about State fleet policy or procedure from a state risk management perspective;
• An incident that is a legal violation that is reported through the Department of Motor Vehicles' LENS Program.

If applicable, the Risk Management Coordinator will collect the required documentation and submit within 30 days from the date of the motor vehicle accident to Fleet Management at NYS Office of General Services. 

• Travel Authorization and Advance (Online)
• Travel Voucher
• Blanket Travel Authorization and Advance
• Expedite Car Rental, Authorization to
• Expenditure Transfer Form
• MV104
• New York State Hotel Tax Exemption Certificate (ST-129)
• New York State Sales Tax Exemption Certificate (AC-946)
• Non-Employee Travel Expense Form
• Purchase Requisition
• Statement of Automobile Travel
• Third Party Reimbursement Form
• Travel / Non-Employee Travel (NET) Card Application
• Travel Over Per Diem Lodging Justification
• Vendor Substitute W-9

Related Policies

• SUNY Plattsburgh Policy #5015- License Event Notification System
• SUNY Plattsburgh Policy #5014-Fleet Management Policy
• SUNY Passenger Vans Policy #5601

Additional Resources

• General Service Administration (GSA) Travel Rates
• GSA Lodging Rates for New York State
• GSA Meal and Incremental Expense, NYS
• Internal Revenue (IRS) Standard Mileage Rates
• NET Card Guidelines
• NYS Office of General Services Fleet Management
• New York State Office of State Comptroller Travel Website
• New York State Office of State Comptroller Travel Manual
• OANDA Currency Calculator
• OSC Travel Information
• SUNY Plattsburgh Travel
• Travel in Proximity of Official Station or Home (Method 1- Pg 4)
• U.S. State Department Foreign Per Diem Rates
• U.S. State Department Travel Advisories

New York State Travel Bans

• Travel Ban to the State of Mississippi (Effective April 2016)

Travel Vendor Contact Information

Current Rental Vehicle Contract Information:

Enterprise Rent-A-Car
724 NY-3
Plattsburgh, N.Y. 12901
(518) 566-0190
NYS Contract#: PS65506
Enterprise Rent-a-Car Online Registration Form  

Hertz
800-654-3131
NYS Contract #: PS65507
Hertz Online Registration From

Please note: There is no longer a Hertz Office in Plattsburgh but cars can be rented for use when traveling elsewhere

Concur, managed by Direct Travel (State Contract for Airfare)
800-774-0655

Method	Date
Campus Handbook	1/16/2026
Faculty / Staff Digest	2/4/26
Student Digest	2/4/26
Other	N/A

There are no specific trainings identified with this policy.