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Overnight Travel Reimbursement

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

Unreceipted Method (Method 1)

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. Rates are established based on the city or county where lodging is obtained or the location to which the employee is traveling (whichever rate is less), and such location must be indicated on the travel voucher. 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

$50.00

Cities of Albany, Binghamton, Buffalo, Rochester, Syracuse and their respective surrounding metropolitan areas

$40.00

All other locations in New York State

$35.00

Out of State or country (this includes any out of state tax on lodging)

$50.00

Receipted Method (Method 2)

This method provides reimbursement of actual lodging costs and an allowance for meals based on federal reimbursement rates for the county of lodging. The per diem rates for locations within the continental United States are revised annually. Counties not listed are always the standard rate: $83.00 for lodging, $46.00 for meals. SUNY Canton does not use the first and last day meal per diem rates, only the total rate per day that includes breakfast, dinner, and incidental costs. Since rates are based on location of lodging, the county and city must be indicated on the travel voucher. 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.

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 allowances are apportioned by 20% of per diem for breakfast and 80% of per diem for dinner.

Per Diem Allowance includes incidental expenses such as: Fees and tips given to porters, baggage carriers, bellhops, hotel maids, stewards or stewardesses.

Maximum lodging rates exclude taxes. For travel within New York State, a Tax Exemption Certificate (ST-129) 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 anĀ Over-the-max Lodging Justification form. If over per diem is not justifiable and extremely over the rate, only up to the rate for that area may be paid. 

 

 

Office of Travel Services
SUNY Canton
French Hall 113
34 Cornell Drive
Canton, NY 13617

Travel Coordinator
Tina Flanagan
flanagant@canton.edu
(315) 386-7555
Fax: (315) 386-7925