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Travel

Travel

Travel is an important aspect for growth and betterment of the school's faculty, staff, and students. New Paltz encourages the use of travel to learn, teach, and network on behalf of the university. Various payment options are offered for the sake of the traveler's convenience, but within the best interest of the State. Once approved, travelers will be reimbursed by the university for the most economical expenses, considering that they are actual, appropriate, and necessary.

Update on Work-Related Travel

Updated on October 20, 2021

Work-related travel will be very limited this year and will continue to require pre-approval by the Provost or the divisional Vice President. As of this time, the state of New York has lifted the travel ban across the United States, but it will be your responsibility to remain current with any updates by regularly visiting the NYS COVID 19 Travel Advisory website. 

International travel is permissible on a case by case basis with the pre-approval of the account manager and the Vice President. There are no exceptions for "after the fact" travel.

The traveler is responsible to be familiar with current international travel rules/regulations.

Travel.State.Gov is a good resource.

All pre-approved travel requisitions must be submitted to the travel office prior to your travel taking place. If travel is not pre-approved, it will not be reimbursed. 

All Travel and NET cards have been deactivated to discourage fraudulent activity. When your travel is pre-approved, we will activate your travel/net card for use.

All travel documentation should continue to be scanned and emailed to travel@newpaltz.edu. Please do not revert to filling out paper forms and mailing them to the office.

Updated on July 14, 2021

Work-related travel will be very limited this year and will continue to require pre-approval by the Provost or the divisional Vice President. As of this time, the state of New York has lifted the travel ban across the United States, but it will be your responsibility to remain current with any updates by regularly visiting the NYS COVID 19 Travel Advisory website. 

International Travel will not be reimbursed by any campus funds until further notice.

All pre-approved travel requisitions must be submitted to the travel office prior to your travel taking place. If travel is not pre-approved, it will not be reimbursed. 

All Travel and NET cards have been deactivated to discourage fraudulent activity. When your travel is pre-approved, we will activate your travel/net card for use.

All travel documentation should continue to be scanned and emailed to travel@newpaltz.edu. Please do not revert to filling out paper forms and mailing them to the office.

 

Updated on July 20, 2020

Work-related travel after June 30, 2020, will be very limited and will require pre-approval by your Dean and Provost, or Vice President. All pre-approved travel requisitions must be submitted to the travel office prior to your travel taking place. If your travel is not pre-approved, it will not be reimbursed.

International and interstate travel is banned until further notice.

Only conference attendance through video sessions will be available.

If there is a registration fee, only presenters will be funded and will need approval by the Provost’s Office.

Limited exceptions may be made for the below and require pre-approval from your Dean or Vice President:

  • Trainings to maintain credentialing
  • Health and safety training
  • Travel fully subsidized by an outside grant/agency

All Travel and NET cards have been deactivated for the time being to discourage fraudulent activity. Please follow up with any outstanding charges you might have placed prior to the cancellation of travel in March. If there is a charge you don’t recognize, please be sure to dispute it with Citibank as soon as possible.

Please contact the Travel Office at travel@newpaltz.edu if you have any questions.  Thank you!

 

Policy and Procedure

The purpose of this Travel Policy is to define travel status, to help clarify rules and regulations and how to apply for reimbursement while traveling on official state business. These rules are established in the best interest of the state and SUNY New Paltz and not the convenience of the employee.   Only actual, necessary and reasonable business expenses will be reimbursed.  Failure to get any pre-approval of travel prior to traveling or adhere to the travel policy could delay the process and may jeopardize the reimbursement of the requested travel expenses.

When Travel is necessary for state business, it should include proper use of state funds, have minimal out-of-pocket expense, and be within travel guidelines that have been established by the NYS Office of State Comptroller (OSC) and SUNY New Paltz policy.

Travel instructions (prior to trip and upon return from trip) are available for completing the appropriate forms required for travel on official state business with detailed information and examples.

If there is need to obtain additional information or clarification of any travel regulations, please contact the Travel Coordinator in the Travel Office. 

International travel is permissible on a case-by-case basis with the pre-approval of the account manager and the Vice President. There are no exceptions for "after the fact" travel.

The traveler is responsible for being familiar with current international travel rules/regulations.

travel.state.gov is a good resource.