Before Travel…
• Travelers must be certain to have their supervisors’ approval.
• Travelers should submit a Travel Authorization and Estimated Expense
Form to their supervisor. Although at times optional to the Travel Services
Department, the use of a Travel Authorization and Estimated Expense
Form establishes travel plans and funding sources in writing.
• A Travel Authorization and Estimated Expense Form is required in the
following instances:
1) A traveler’s supervisor or department requires the form to be
completed.
2) A Procurement Card is used to pay conference registration.
3) The traveler is requesting pre-payment of their conference fee
from a state account.
4) The traveler is requesting a Travel Advance.
5) The traveler requires travel funds to be encumbered.
6) To establish a commitment of funding among the traveler, the
supervisor & the Travel Services Department.
• Travelers must be certain their authorization
has the appropriate signatures.
• Out-of-state travel requires a supervisor’s
signature in addition to that of a Dean or VP.
Travel within NYS requires the traveler’s
supervisor’s signature.
• When forms are incomplete or instructions are
not followed completely, requests may not be
able to be filled in a timely manner.
TRAVEL ADVANCES
• Travel advances may be obtained if out of pocket expenses present financial
hardship. The Travel Advance Form must be completed, signed and
forwarded to the AP & Travel Services Department.
• Travel advances may be used to cover such costs as meals, taxis, and tolls
when it applies.
• Travel Advances cannot be used to cover registration fees, airfare, or
lodging.
• Travelers agree to file their NYS Travel Voucher promptly following their trip
to obtain reimbursement of their expenses and to repay the advance
amount.
• If the amount of the advance exceeds the travelers’ expenses, or the trip is
cancelled, the traveler agrees to return the excess advance amount
promptly.
Transportation
• It is the traveler’s obligation to use the most cost-efficient method
of transportation available.
• If a more expensive method of travel is planned, the traveler is
required to obtain approval from a campus Vice President and the
Travel Services Department in advance of the travel.
• A detailed, documented justification must be submitted prior to
travel.
• Personal preference is not an acceptable reason to not use the
most cost efficient means of travel.
• It is advisable to check with your VP and the Travel Services
Department before travel commences if the most economical
means of travel is not taken.
Transportation
• When a more expensive method is chosen without sufficient
justification, the Travel Services Department will only reimburse
up to the least expensive rate of travel.
• The Office of the State Comptroller (OSC) directs that the final
decision concerning reimbursements in these instances should be
made by the Travel Services Department.
• Any personal expenses should be kept completely separate from
a traveler’s reimbursement request. Travelers should pay for any
personal expenses they acquire, while in travel status, with
personal funds only.
Common Carrier/Airfare
•
Use of a common carrier typically results in the most economical method of
transportation.
•
Direct Travel, also referred to as Albany/Child Travel, is Buffalo State’s contracted
vendor for flights and train tickets.
•
Travelers must contact the Travel Services department, prior to contacting Direct
Travel, and request that a profile be created.
•
Direct Travel offers travelers the option to book online or call and speak to an
agent (1-800-774-0655) to book air or train fare.
•
NYS employees will have to pay Direct Travel with a NYS Citibank Travel card or a
personal credit card.
•
Travelers who travel on official NYS business are eligible to apply for a NYS Citibank
travel card.
Airfare
• If a traveler does obtain a flight at a lower cost than
Direct Travel can offer, detailed documentation must be
provided with the traveler’s reimbursement request.
• The documentation must show the cost of the airfare
quoted.
• Direct travel will provide an email quote if requested.
• A significant price difference will justify the use of the
non-contracted vendor.
Automobile Travel
• Personal automobiles are often used for close proximity trips
and on trips within approximately 300 miles each way.
• On longer trips, the use of a vehicle may not be the most cost
efficient means of travel.
• Travelers should compare estimates to determine whether
the car will be the most cost-effective means of
transportation.
•
Travelers must provide the Travel Services Department with
their research documentation.
Automobile Travel
• If it is determined that an automobile is the most cost-efficient means
of travel, and the one-way distance is over 300 miles, please compare
whether it is more cost-efficient to use a rental car that is under state
contract.
• Travelers reimbursements will be based upon the most cost efficient
method.
• Travelers are encouraged to use the vehicle reimbursement calculator,
which compares rental costs to employee reimbursements.
• Rental rates can be found on the New York State Enterprise Rental
Contract. Corporate ID # P81183
While in Travel Status…
• Travelers must obtain and save receipts for all transactions
-- hotel, parking, taxi, registration fee, toll receipts, etc.
• Federal Hotel Reimbursement Rates and Meal allowance
rates will assist the traveler in completing the Travel
Voucher after travel.
• When in overnight travel status, travelers may use Method
One or Method Two to request reimbursement for lodging
and meal expenses.
Method One
• Method One is a flat rate allowance for meals,
lodging, & incidentals.
• It may be used in situations such as staying
with a relative or friend.
• No receipts are required.
• The traveler must be in overnight travel status,
and be eligible for both breakfast and dinner,
in order to receive the full per diem.
Method One Per Diems
• Method One per diems are as follows:
• New York City and Nassau, Suffolk, Rockland and Westchester
Counties $50.00
• Cities of Albany, Binghamton, Buffalo, Rochester, Syracuse and
their respective surrounding metropolitan areas $40.00
• All other location in New York State $35.00
• Out of State (this includes any out of state tax on lodging)
$50.00
Method Two/Receipted Method
• Method Two usually requires lodging receipts and is most
frequently used by travelers.
• This method provides reimbursement of actual lodging costs
up to the allowed per diem rates as well as an allowance for
meals (receipts not necessary) based upon Federal
Reimbursement Rates for the location.
• Hotel receipts will need to show check-in date, check-out
date, name registered, room rate, taxes, other charges ,
amount paid, and a zero balance.
• Maximum lodging rates exclude taxes.
Method Two
• When lodging takes place within New York State a
Tax Exemption Certificate must be provided to the
hotel (you may also need your Government ID).
• New York State tax is not reimbursable.
• If the lodging is outside of New York State, state and
local taxes are reimbursable and are not included in
the lodging per diem rates.
Method Two
• If using a third party or online booking service the online hotel
receipt must be in the employee's name and show the checkin date, the check-out date, the breakdown of rates and taxes,
the amount paid by the employee and a zero balance.
• If you share a room with another employee, one-half of the
double room charge may be claimed by each person.
• Separate itemized receipts should be requested of the hotel in
order for each traveler to claim per diem rates for meals.
• You are allowed lodging and meals for weekends when it is
necessary for you to be in travel status.
Travel Support
• Travelers must use the most cost efficient means of
travel.
• For questions that may arise while in travel status
refer to the Travel Services website.
http://www.buffalostate.edu/travel/x7.xml
• Also, you may contact the Travel Services
Department directly @ 878-4117 for assistance.
After Travel…
• A NYS Travel Voucher Form must be completed and approved.
•
If a personal vehicle was used and the traveler is requesting
mileage reimbursement, a NYS Statement of Automobile
Travel Form must accompany the NYS Travel Voucher.
•
All receipts must establish proof of payment.
•
Travelers must be certain all signatures and funding are
included on the Travel Voucher
•
There is no such thing as “too much back-up”
Proof of Payment
• A common problem the Travel Services Office
encounters while processing travel reimbursements
involves the collection of valid original receipts.
• At times, you may find that the receipt provided to
you from a vendor may not meet the IRS’s required
elements of a receipt.
• If this is the case, reimbursement may still be made if
proof of payment accompanies the receipt.
The IRS-required elements of a receipt:
• Name of vendor (person or company you paid)
• Transaction date (when you paid)
• Detailed description of goods or services purchased
(what you bought)
• Amount paid
• Form of payment (how you paid: cash, check, or last
four digits of credit card)
Proof of Payment
• Proof of payment is required when a receipt does
not meet the IRS’s required elements.
• Proof of payment includes the following:
• Cleared check – Most cleared checks are available as
scanned images from your online bank account.
• Credit card statement – Eliminate cardholder
address, account number, summary of account
information and all other details not relevant to the
particular transaction for which reimbursement is
requested.
FYI
•
For a faster turnaround include all documentation pertaining to your
travel -- conference program, conference agenda, registration form,
conference hotel name and location, etc., and any memos that may
be pertinent to travel.
•
When paying in foreign currency travelers’ expenses must be
converted to U.S. currency based upon the exchange rate in effect
during the period of travel. Travelers must attach currency converter
print-outs with the corresponding date of the transaction to their
reimbursement request.
•
Reimbursements will be directly deposited into travelers’ bank
accounts unless they do not have direct deposit for their paycheck or
are paying back a travel advance. In these instances a check will be
sent directly to the traveler.