Policy Title:
TRANSPORTATION POLICY FOR BUSINESS RELATED TRAVEL
Purpose:
The purpose of this policy is to define reimbursable travel expenses and the documentation required for submitting travel vouchers. As an employee traveling on business for the State of
New York, you are performing a valuable service. At the same time, it is your responsibility to spend this travel money as efficiently and economically as possible. The basic rule to remember is that only actual, necessary, and reasonable business expenses will be reimbursed.
Policy:
The employee shall use the most efficient and cost effective method of transportation available and is in the best interest of the State. Often times, this means using a common carrier such as an airplane, train, bus or taxicab . Coach and excursion fares should be used whenever possible.
When choosing a method of transportation, several factors should be considered: o Distance traveled o Travel time o Type of transportation o Number of travelers o Number of locations to be visited
In cases where a common carrier could have been used but the traveler chose, for his or her own convenience, to use a personally owned vehicle, their travel expense reimbursement will be limited to an amount equal to the common carrier coach fare for the same route except when common carrier service would have caused the traveler to leave or arrive home at an unreasonable hour.
The Business Office in the Division of Finance and Management is responsible for determining if costs are reasonable and necessary.
Modes of Transportation:
Vehicle - Fleet, Rental or Personally Owned Vehicle
When a vehicle is required for an employee to travel on college business they are strongly encouraged to first request the use of a College fleet vehicle. However, a fleet vehicle may not always be available, or in some cases, is not reasonable for the trip being taken.
If a fleet vehicle is not available the employee should consider renting a compact or standard vehicle as it is generally less costly than using a personally owned vehicle. When renting, an employee should use the State contract with Enterprise-Rent-A-Car.
If opting to use a personally owned vehicle, when a rental vehicle is available, reimbursement will be the lesser of the rental car cost or the personal car mileage as determined by using the following NYS OGS Trip Calculator: http://ogs.ny.gov/bu/ss/trav/calculators.asp

A copy of the OGS trip calculator must be attached to the employee’s Travel Authorization when the estimated mileage of the trip is over 100 miles. Please view this link https://bsc.ogs.ny.gov/sites/default/files/TravelforEmployees.pdf
for additional details.
Air Travel
Consideration should be given to all the costs associated (including parking and tolls) with utilizing a fleet, rental or personal vehicle when traveling long distances and overnight. Although a destination may be driven to, it may be more efficient to utilize air travel.
Travelers are encouraged to purchase airline tickets through one of State Contract Air Travel
Services Travel Agents. For our region, the travel agents are Advantage Travel and Carlson-
Wagonlit. Please view this link http://www.osc.state.ny.us/agencies/travel/part8.htm
for additional details.
Travelers have the option of using an online travel agent, and in cases where that option is utilized, the traveler will pay for the ticket with their own funds in advance.
Common Carrier – Train or Bus
 Travel by a common carrier usually results in the least costly and most expeditious means of transportation. When possible, travel should be scheduled using NYS travel services contracts at:
 http://www.ogs.ny.gov/purchase/snt/awardnotes/7900522536can_TMS.pdf
 Coach fares should be used whenever possible. If a more costly method is used when a more economical one is available, you may only be reimbursed the common carrier rate without proper
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 justification. The original ticket must be submitted with the traveler’s voucher.
Expenses to and from Transportation Terminal
Traveler may incur charges traveling to or from a transportation terminal, such as an airport, train or bus station. Traveler will be reimbursed actual costs for taxi or common carrier between residence and transportation terminals, or for personal car mileage in accordance with their bargaining unit.
All travel from an employee’s home to an alternate work location, or from an alternate work location to home: transportation expenses will be reimbursed using the lesser of:

1) Mileage between the employee’s home and the alternate work location or 2) mileage between the employee’s official station and the alternate work location. This reimbursement method is called the “lesser of mileage rule.”
Travel Voucher:
 All expenses must be recorded and attached to a completed Travel Voucher. o Make sure these items are filled in or attached:
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Traveler’s New York State Employee Number (found on pay sub - starts with an N0)
Date and time of departure - this will determine if meals will be reimbursed.
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.
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Conference Brochure
Original receipts for hotel, conference registration, rental cars, airline ticket stubs, or travel agency print out.

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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.
Mail completed and signed Travel Voucher to the Accounts Payable Office in the Miller
Administration Building 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.
Fraudulent Claims – Section 175.35 of the NYS Penal Law
Offering a false instrument for filing is a Class "E" Felony. Employees, including supervisors, who knowingly misrepresent the facts concerning travel for official business or who file or sign any Travel Form which contains deliberate false statements given with intent to defraud the State may be subject both to administrative and/or disciplinary action, including the possibility of termination and criminal action.
Related Policies and Procedures:
NYS Office of the State Comptroller (OSC) Travel Guidelines - http://www.osc.state.ny.us/agencies/travel/travel.htm
SUNY Cortland Accounts Payable Travel Guidelines - http://www2.cortland.edu/offices/business/accounts-payable/
Approval:
Effective Date:
1/1/2016
Policy Distribution: Administrative Conference