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Travel Quick Tips

When planning a trip please take a moment and review the travel policies that SUNY Canton and the State of New York have in place. Please use this Travel quick tips as a guide whenever you are traveling to ensure the fastest possible reimbursement.

T-1 - BEFORE TRIP

• Complete Travel Authorization Form (T-1). All proper signatures should be obtained on the T-1 before any lodging, airfare or registration are purchased.
• If you would like to request a NYS Travel Card for your trip, please fill out the Travel Card Application at least 4 weeks prior to your travel. The card can be used for many expenses, saving you out of pocket expenses.
• Out of state travel - T-1 must be signed by your Vice President.
• If a state car is requested, T-1 must go to the Physical Plant. You can email it to statecar@canton.edu.
• If airfare is needed; Contact Child Travel New York at 1-800-774-0655 to order airfare with your travel card. There are no personal reimbursements for airfare.
• For lodging, check Per Diem Rates on the web for the area you are traveling to. If your lodging is more than is allowed, please complete and send an over the max Lodging Justification, found under campus forms on the website. This over the max justification needs to be signed by your supervisor and the VP for Administration. This must be done prior to going on the trip to ensure that expenses will be covered. 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.
• When traveling within NYS, take hotel Tax Exempt (ST-129) form with you to ensure no tax is charged.
• Please keep in mind all meal reimbursements not associated with overnight travel are considered taxable by the IRS and will show on your W-9.

TRAVEL VOUCHER - AFTER TRIP

• Fill out Travel Voucher
• Please fill out form to the best of your knowledge and attach all receipts  for reimbursement. If you have questions, check our website, call the travel Office at 386-7555, or email the travel coordinator at rowleya@canton.edu.
• Please sign and date the voucher. Have the account manager, who is funding the trip, sign and date the voucher.
• Remember if you took a personal car, 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 performed with the Cost Comparison Worksheet which should be included with your voucher. You must also include the Mileage Worksheet and a copy of your Google maps with your voucher if claiming personal vehicle mileage.
• All reimbursements will either be mailed to your home or direct deposited into your account – however your paycheck comes. Please allow 3 weeks after submission of the signed voucher to receive your reimbursement.