Travel Policies/Guidelines

Travel includes numerous scenarios and modes of transportation. This guideline encompasses the most popular transportation modes, lodging, meals, foreign travel, and incidental charges. This guideline also summarizes Travel Authorizations, how to calculate meal allowances, and how to complete travel related forms.

SUNY Canton employees that engage in travel as a function of their employment have the option of obtaining a state issued JP Morgan Chase Travel Card.  This card can be used by the employee when in travel status for the purpose of paying for travel expenses as authorized by OSC Travel Policy. This card allows the employee to travel with no outlay of personal funds, while providing the campus the benefit of associated rebate dollars.

Employees also have the option of utilizing their own funding source (cash, personal credit/debit card, etc.) at their discretion for the purpose of paying for travel expenses as authorized by OSC Travel Policy. Under no circumstances will the campus reimburse an employee that chooses this option for any interest charges or other penalties that may be assessed by their personal credit card company as a result of its use for state travel. Reimbursement will be made upon submission of a completed voucher after the completion of the authorized trip.

Official Station: The Office of State Comptroller Travel Manual states, "The official station is the employee’s usual work location. The official station is designated by the agency and must be in the best interest of the State.” The purpose of an official station is to establish when the employee is in travel status and eligible for reimbursement of travel expenses. Travel between the employee’s home and official station is considered commuting and is not reimbursable. The employee’s home is considered to be in the city or town in which the employee primarily resides when working at his or her official station. For all travel purposes at Canton "Official Station" is the college you work for; SUNY Canton unless HR has your official station as your home due to the work that you do for the college. Only a letter from HR will exempt a traveler from the "official station" rule.

Please note: The Office of State Comptroller (OSC) Travel Manual states, “The expense of meals or lodging within the proximity of the official station will not normally be reimbursed, unless it is in the best interest of the State or determined by the head of the agency’s finance office… subject to the audit of the Comptroller.”

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.

Other helpful travel information

• This process requires that all airline reservations be booked via our authorized State travel agency. The state contract travel agencies require the use of a state issued Travel Card in the name of the traveler. Should the traveler choose to use their personal credit card, travelers will procure coach class airfare from the lowest cost provider.
• Our College uses the services of Child Travel New York. Contact information is as follows:

Child Travel New York PS66730
d/b/a Child Travel, A direct Travel Company
30 Corporate Drive
Clifton Park, NY  12065
1-800-774-0655
(518) 292-9020
e-mail: CTTravel@dt.com
www.concursolutions.com
After Hours Emergency Assistance: 800-774-0655, Option B

When booking airfare you will be asked for a 5-digit code. Our agency code is 28360.

Keep in mind: Airline and rail transaction fees through the Online Travel Reservation System (Concur) is only $4.95. This is significantly less than the agent-assisted airline transaction fee of $14.95 and is less than fees charged on most airline travel sites.

View a complete list of transaction fees

• Traveler completes a Travel Authorization Form. The form must include traveler’s name, destination, date(s) of travel, account number to be charged, authorized reimbursement amount, traveler’s signature and account manager's signature.
• Traveler should use their JP Morgan Chase Travel card to book all flights. If you do not have a travel card, please call the Travel Office (386-7559) to get information on how to obtain the travel card for your trip. The use of personal credit cards or other means of reimbursement is prohibited for airfare. The passenger's portion of the airline ticket or e-ticket must be submitted with the travel voucher/ travel card statement.
• Employees may use non-contract airfares when the fare saves $200 or more round trip, and only after having obtained prior approval from their agency’s finance office.

• When determining whether to request or not to request a State vehicle, keep in mind that liability rules will not cover spouses or family members. A personal vehicle should be used. Only individuals affiliated with the college will be covered and should be in the state vehicle.
• When a state car is being requested, please fill out the top right-hand side of the T-1 and submit the T-1 to the Physical Plant. The Physical Plant will assign a car if one is available and then forward the T-1 to the Travel Office at SUNY Canton. Do not send multiple copies of your T-1 for signatures (unless requested by the Travel Coordinator for expedited processing), as this creates confusion for all signers of the form.
  • Each vehicle contains a Wright Express credit card (WEX Card) in the glove compartment to be used for fuel, oil purchases, and minor repairs specifically for that vehicle.  To use the card, traveler must input their business pin. It is the travelers responsibility to obtain their own pin prior to traveling. An odometer reading of the vehicle must be entered when prompted at the pump. The Wright Express credit card receipt should be turned in with the vehicle keys and Trip Ticket Form. Traveler will need to sign the form and write in the ending odometer reading. In rare instances, you may have to purchase fuel and/or oil using your own credit card or cash.  In this case, to be reimbursed for the purchase, you must turn in your receipt with your Travel Voucher.
• If the traveler plans to leave their personal vehicle on campus while traveling, it must be parked in the designated area for the state car that you are using.

• The rental agreement should be submitted with the Travel Voucher. The state has contract pricing with Enterprise Rent-a-Car for rentals. We also have contract pricing with Hertz for any out of state travel.  When renting a vehicle for State business, the traveler should rent in the name of New York State and sign the agreement as agent for the State. Always use your travel card for this purchase.
  

  Enterprise – Corporate Account # XZ24A19
  Telephone: 1-877-881-5500
  Vehicle Rental Website

  Hertz – Corporate Account # 2015462
  Hertz Rental Website

• You must enter the corporate codes to get the contract pricing.

• Any gasoline purchases, as well as any other direct costs associated with the vehicle will be reimbursed.
• Reasons for using a rental car may be public transportation not available or a rental car is cheaper than alternative transportation.

A personal vehicle may be used when common carrier transportation is not available or cost effective.

Since our campus has fleet vehicles available for use, a fleet vehicle should be used as the mode of transportation. Please also remember that renting a vehicle may also be more cost effective.

• If you are not taking a fleet vehicle, Traveler’s must perform a cost comparison between renting and driving their own vehicle. State guidelines provide that travelers will be reimbursed at the lesser of the two costs. This comparison can be made with the Cost Comparison Worksheet.
• A mileage worksheet should accompany your travel voucher ANYTIME a traveler is to receive reimbursement for personal vehicle mileage along with Google Map directions 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.
• Please note: If you prefer to take your own vehicle regardless of state car availability, you will need to complete the Cost Comparison Worksheet using the current state vehicle rate. (To find the most current rate, use T1 located under travel forms on the travel website.)
• Please also note that if you are using a personal vehicle for work related travel, you are assuming your own risk and liability. Meaning: the insurance on the personal vehicle will be responsible for any claims should there be an accident.

• Employees may choose from 1 of 2 reimbursement methods for meals and lodging. 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 voucher.  A full per diem is considered to be dinner the first day, lodging, and breakfast the following day. Incidental expenses such as tips to bellmen, porters, hotel maids, etc. are included in the per diem. Breakfast on the first day and dinner on the last day will also be reimbursed provided traveler meets the same requirements for arrival and departure times as for day trips and THE TIME IS PROPERLY INDICATED ON THE TRAVEL VOUCHER.
  
  • If the amount paid for lodging is greater than the maximum per diem allowed, traveler must obtain prior approval and attach an over the max Lodging Justification, signed by their supervisor and the VP for Administration, approving the over per diem rate. If an over the max lodging justification is not received prior to the trip, the traveler will be responsible for anything above and beyond the state/government rate. Over the Max justification will be maxed at double the state rate. Anything above and beyond double the state rate will require 3 quotes from other lodging within a .50 mile radius of the desired lodging. Should there be lodging that is within the allowable over the max rate, traveler must choose the most cost-effective lodging. If the traveler chooses the more expensive lodging, they will be responsible for the overage.
• Overnight Travel – Method I – Without a Lodging receipt
  This is a flat rate per diem allowance for meals, lodging and incidentals as noted above. The rate is based on the location of travel but is the same regardless of where lodging was obtained, including with a relative or friend. For example, there is a $50 maximum for out-of-state and foreign destinations to cover BOTH the meals and lodging. No lodging receipt is required. To receive the full Method I allowance for the specified area, it is necessary for travelers to be in overnight travel status and be eligible for both breakfast and dinner. Click here for Method I Meal Reimbursement Rates.
• Overnight Travel – Method II – With a Lodging Receipt
  This method provides reimbursement of ACTUAL lodging costs based on the location of travel, and an allowance for meals. Receipts for lodging are required for any meals associated with overnight travel. Traveler must attach the original lodging receipt to the Travel Voucher. If another agency or organization provides lodging, this should be indicated on the Voucher, (with a copy of the receipt). The traveler may claim the meal allowance for the area (find the Per Diem link below). Once the Per Diem rate is determined; click here for Method II Meal Allowance Breakdown.
  
  
  • For travel in NYS, employees should use the Tax Exemption Certificate (ST-129) for lodging. NYS taxes cannot be reimbursed.  For out of state travel, taxes are not included in the maximum lodging amount and may be reimbursed. We are also Tax exempt in Florida, Maine, Missouri, New Jersey, North Dakota and Rhode Island. If you are traveling to any of these states and need the tax exemption forms for that area, please contact the travel coordinator.

• Only breakfast and dinner are reimbursable meals. Lunch is not a reimbursable expense.
• Breakfast - Employees will be allowed reimbursement for breakfast if they have to leave prior to 7 AM.
• Dinner - Employees are allowed reimbursement for dinner if they return after 7 PM.

• The State of New York has a Corporate Travel Card Program to provide employees with a mechanism to pay for travel expenses. Any employee who travels at least once a year may apply for a card through the Travel Office at SUNY Canton. Detailed Travel Card Program Guidelines can be found on the website.
  • Lodging
  • Transportation such as rental car, taxi, airfare, or train
  • Meals
  • Work related supplies
  • Conference registration
  • Only appropriate expenses for state purpose can be charged on the Travel Card. Meals will be allowed on the Travel Card, but close attention should be paid to per diem rates for the area you are in. If cardholders choose to use the Travel Card to pay for meals, the allowance for meals, including gratuities shall be limited to actual cost up to the maximum Per Diem meal allowance. A receipt for meal purchases is required. Alcoholic beverages cannot be paid with Travel Card. Only your own expenses can be put on your travel card.

Improper or unauthorized charges may result in mandated reimbursement to the agency by the employee, suspension or loss of privileges related to the card, or disciplinary action.

• A travel voucher must be submitted detailing all expenses including both corporate Travel Card charges and out of pocket expenses. The travel coordinator will reimburse out of pocket expenses and pay the corporate card directly. Vouchers must be submitted timely since they provide information necessary to reconcile the corporate card bill. Revocation of the traveler's card may occur upon repeated delays in the submission of vouchers. Vouchers must be submitted for all charges whether or not out of pocket expenses were incurred.

• Advantages to using the card include:
• Charges are billed directly to the State.
• The need for travel advances will be reduced.
• Costs in processing vouchers will be reduced.
• The agency and State will be able to capture a true picture of travel expenses to the State.
• Travelers using the card will not need to carry large amounts of cash or use personal credit cards.
• The program provides automatic business travel accident insurance when transportation is charged to the card.

• All expenses must be recorded and attached to a completed Travel Voucher.
  • 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 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. If the traveler is opting to claim reimbursement at the full meal Per Diem meal allowance, then the Travel Card may not be used to purchase food and beverages.
  • Conference Brochure/Agenda/Meeting Invite
  • Original receipts for hotel, conference registration, rental cars, airline ticket stubs, or travel agency print out.
  • Method I MUST BE USED IF TRAVELER DOES NOT STAY IN A HOTEL.
  • Sales tax for lodging is only reimbursable if it is out of NY State.
  • Non-overnight trips: when you take a day trip and are going to claim meals, you must have a receipt for all of the claimed meals (breakfast & dinner) to get up to the listed per diem. No reimbursement is allowed for lunch. Otherwise, you will only get reimbursed $5.00 for breakfast and $12.00 for dinner. Both are taxable since these are non-overnight trips.
  • WE CANNOT REIMBURSE TRAVELER FOR SOMEONE ELSE’S TRAVEL COSTS.
  • Email or mail completed and signed Travel Voucher to rowleya@canton.edu at SUNY Canton's Travel Office for processing. All reimbursements now 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 two weeks from the time you submit your voucher to the time you see your reimbursement. One week for Travel Coordinator to process voucher and one week for Albany to process payment.