The travel regulations are complex. If there is a need to obtain additional information or clarification of items in this document, please contact the Accounts Payable Office (257-3175).
A. Official Station, Travel status & Advances
B. The Process
Because of the extended approval process, it is incumbent upon the traveler to allow sufficient lead-time to obtain the various approvals. The traveler should allow at least three weeks for completing the travel request process. If a travel advance is requested another two weeks should be added to the processing timeframe.
Persons who travel before obtaining all approvals do so at their own risk and may not be reimbursed for their travel costs.
|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|
|Foreign/Out of State (this includes any out of state tax on lodging)||$50.00|
d. Non-overnight Travel Status
Employees on business trips lasting one day or less may be eligible for reimbursement of breakfast ($5.00) and dinner ($12.00). However, the Internal Revenue Service requires that meal reimbursements associated with travel not requiring the employee to stay overnight, constitutes taxable income to the employee. Thus, these reimbursements are reported in the employee's gross income and are subject to withholding taxes.
e. Vehicle Reservations
Upon completion of the trip, the traveler prepares a Travel Voucher, signs it, and attaches all documents necessary to support the items being claimed. If a personal car was used, the Statement of Automobile Travel form (form AC 160) should be completed and attached to the Travel Voucher.
The traveler forwards the Travel Voucher with all supporting documents to the account manager to be approved, signed by all necessary dean/vice president and forwarded to the Accounts Payable Office.
All travel reimbursement checks are mailed to the traveler's home. The amount received by the traveler is the net of any outstanding travel advance.
a. Supporting Documents Required
1) Original Receipts - these documents must show the method of payment
2) Program Itinerary/Brochure
Eligible employees can receive travel advances to offset out-of-pocket costs associated with their travel.
A cash advance may be provided to employees who are in travel status for at least one day. The advance is equal to the number of days of travel multiplied by the per diem rate for that area, minus any prepaid lodging. The minimum amount is $100. The maximum amount that may be advanced at one time is $400.
In unusual circumstances, an advance in excess of $400 may be approved (ie. Foreign travel and Travel for Long periods when the traveler is unable to submit a travel voucher for reimbursement).
Travel Advances can be issued:
Travel advances cannot exceed the approved per diem rate and cannot be issued for registration fees.
Advance checks may be picked up in the Accounts Payable Office generally one or two days prior to the date of the trip. The traveler's office will be notified when the advance check is ready.
Repayment of the Travel Advance
When the amount to be reimbursed to the traveler on the Travel Voucher is less than the amount of the advance, the traveler must submit with the Travel Voucher a check for the difference, payable to "SUNY New Paltz".
In these cases, the traveler is responsible for immediate repayment of the excess advance and should process the Travel Voucher within ten days after returning from the trip.
If the advance repayment check is returned by the bank because of insufficient funds, a $20 returned check fee is imposed. The traveler will be required to submit payment in the form of cash, money order or certified check for the amount of the original check plus the $20 returned check fee. Personal checks will NOT be accepted as a form of payment for a returned check.
When the amount due the traveler for reimbursement exceeds the amount of the advance, the traveler will be reimbursed for the difference. Timely submittal of the travel voucher upon return from the trip will ensure the traveler is reimbursed as soon as possible.
Delinquent Repayment of Travel Advance
If a Travel Voucher or personal check for full repayment of the advance is not received by the Accounts Payable Office within thirty days after completion of the trip, the outstanding advance will be considered delinquent. An amount equal to the advance may be deducted from the traveler's wages or other monies due the traveler to reimburse the Travel account.
A traveler delinquent in repayment will be refused additional travel advances. Notices of the delinquency will be issued to the traveler's supervisors and respective vice president's office.
D. Interviewee Travel Expenses
Travel reimbursement is permitted for both residents and non-residents of New York State. In no case, however, may reimbursement be made to interviewees residing fifty miles or less from the interview site.
Interviewees must prepare a travel requisition and travel voucher in accordance with standard campus procedures. The "Purpose of Travel" section should indicate that interviewee expenses are being paid. The vice president's signature will connote that all the requirements listed above are met and that the expense is allowable.
Reimbursement of interview travel expenses may be less, but not greater, than the travel allowances permitted state employees. No central funds are maintained for interviewee travel reimbursement. Respective departmental, dean or vice presidential funds should be used for this purpose.
Travel requisition and travel voucher forms should be submitted early to permit timely reimbursement.
Departmental personnel must ensure that State rates are not exceeded and that only reimbursable items are submitted for payment. The department must inform the interviewee that only the cost of travel, room and meals will be reimbursed based on State per diem rates. Charges related to incidental expenses such as telephone, parking, laundry or in-room films will need to be paid by the interviewee.
The Campus does not allow for reimbursement of employees lunch or dinner costs associated with interviewing potential candidates, as the employees are not considered to be in travel status. However, costs such as travel to and from the airport may be reimbursed.
SUNY New Paltz does not pay New York State Sales Tax:
When traveling on SUNY New Paltz business, the traveler must present a Tax Exemption Certificate for lodging and transportation vendors.
Travelers, please make sure you are using the Tax Exemption Certificate for hotel room tax (ST-129). There is an older Tax Exemption Certificate (AC 946) which is still valid, however it should only be used for rental cars, etc. Form ST-129 should be used strictly for hotel room tax exemption. Please make sure you are using the new form. The form is available in the Accounts Payable Office (HAB 304) or the Purchasing Department (HAB 307).
For current per diem rates, please go here.