Travelers should use the most efficient and cost effective method of transportation available. Often times this means using a common carrier such as a train, bus, taxicab or airplane. When choosing a method of transportation several factors should be considered like; the distance traveled, the travel time, number of travelers, number of locations to be visited, and type of transportation available.
When a common carrier is available but a more expensive method is chosen without sufficient justification, reimbursement may be limited to the common carrier rate. Attach all original receipts to expense report to show means of transportation and amount paid.
If a trip is canceled at the direction of the agency, the traveler will not be responsible for any costs incurred. If canceled for the traveler’s convenience, he/she may be responsible for any costs.
Vehicle Rental Procedures
**NOTE: Please access your my.newpaltz account for the vehicle rental procedures. This is located under: Resources>Employee Resources>Employee Vehicle Rental Process.
There you will find a document with all the details, account numbers, and rental links needed to rent a vehicle using the OGS contract.
- If you have a travel card, this should be used when renting a vehicle.
- The OGS contract can only be used for business travel.
Renting a vehicle is preferred (over using your personal vehicle) when the trip is of sufficient length and duration, and the most economical means of transportation. Use the trip calculator to determine the most economical means of transportation, rental car or personal car. SUNY New Paltz can utilize the Office of General Services (OGS) contract for Passenger Vehicle Rentals for university business use.
- SUNY New Paltz works locally with Enterprise. Contact them to arrange for a vehicle with as much advance notice as possible. Here is a list of the local branches:
- Poughkeepsie is the primary branch to call 845-485-2222.
- Beacon, 451 Fishkill Ave. 845-838-9332
- Kingston, 1051 Ulster Ave. 845-336-4700
- Kingston, 126 Route 28 845-338-6006
- Newburgh, 63 Route 17K 845-562-3311
- New Windsor, 2367 Route 32 845-534-6891
- Enterprise Rent-a-Car hours:
- Check location for hours.
- Poughkeepsie office delivers cars to SUNY NewPaltz Monday - Friday, once a day in the afternoon to Rt 32 lot.
- Adequate notice is required.
- Delivery service is dependent upon staffing availability.
- There may be a two-day rental minimum for this service.
- For weekend trips the car will be delivered late Friday afternoon or can be picked up from their office during Saturday hours.
- When you call for a vehicle provide the following information: SUNY New Paltz, the SUNY New Paltz account/contract number, name of driver of vehicle, date and time of actual travel, provide a valid driver’s license (only required one time) and whether it is a drop off to SUNY New Paltz or a pick up at their location. (Drop off location is in route 32 lot.) It is recommended to advise Enterprise that payment will be by "direct bill", unless you have a NYS travel card. If a direct bill, provide the direct billing number and contract number (found on my.newpaltz.edu).
- If booking online, use the vehicle rental link to direct you to the contract rates. The link is located on my.newpaltz.edu.
- Register for the members’ benefit program on line to submit the above information one time and then you will be provided with a member number for future rental use.
- The OGS rental contract provides us with discounted rates, unlimited mileage, (when pick up and drop off is at same location) and delivery service (from Poughkeepsie).
- Vehicle categories: compact, standard, and full-size sedans, passenger vans, and SUV’s
- Provide justification if larger than standard size is rented
- Smoking is not allowed in any vehicle or a charge for cleaning may apply
- Driver shall be responsible for all fines, penalties and court costs for parking, traffic, toll and other violations
- The damage waiver protection (CDW) and liability insurance are included in the rental fee under OGS contract. Any additional insurance purchased will not be reimbursed.
- When renting from Enterprise place the reservation number on the travel requisition and the location of the rental agency used.
- Add any other travel expenses, then forward the completed travel requisition to the travel office prior to taking the trip.
- At time of rental pick-up:
- Inspect the vehicle for exterior and interior damage and make note of it on the form. In addition, notify the agency of damage, and sign/initial rental agreement as requested.
- Note the amount of gas at the time of pickup so you can refill it with the same amount of gas prior to your returning the car. Get a receipt and submit on your travel expense report to be reimbursed. If the gas is not replaced to an equal amount the rental company will charge us back at a much higher rate per gallon.
- Don't choose the fuel service option unless the price per gallon is lower than the pump price. This option allows you to pre-pay for gas and return the vehicle without a full tank. Ask for the price per gallon and compare the cost effectiveness of this service.
- When flying out of state and a rental is required at another destination:
- Use the OGS contract booking program for discounts through the NYS contract when reserving.
- Price compare both contracted and discounted rates on this site. Hertz and National also have contracts with OGS. If pricing is less for a comparable vehicle you may use another rental agent.
- Always get damage waiver insurance on rentals out of state, if not using the OGS state contract vendors (Hertz or National), or a NYS travel card.
- NYS does not reimburse employees if they choose to get any liability insurance coverage.
- If you picked up the car on campus, when you return from your trip park the rental in the designated rental company parking spot in Route 32 Lot and place the keys in their drop box in the front of the lot.
- Contact rental office to notify them when the car is returned, and go online (if on the member benefit program) for a paid receipt. Verify that there is no tax or insurance charged, and then forward the rental receipt with your expense report to email@example.com.
- In the case of a rental cancellation, notify the rental company as soon as you know so there is not a rental fee charged. Then notify the travel office so your travel requisition can be modified to reflect the funding change.
- In case of an automobile accident, notify the rental company first and then the travel office ASAP, but no longer than 20 days from the date of accident. (If paid on a travel card it needs to be reported to JPMC within 45 days.)
SUNY also has a contract with Hertz. The rental link is located on my.newpaltz.edu.
Personal Vehicle Use Procedures
- A personal vehicle may be used when a rental or common carrier is not available, is cost effective, or is otherwise appropriate for a justifiable reason.
- When you extend your trip for personal reasons there cannot be any additional cost to the state for a personal convenience.
- The starting point of your trip should be from New Paltz or your home, whichever is closer to your destination.
- Mileage reimbursement rates are determined by the IRS and change frequently. Review mileage rates before traveling.
- The mileage allowance covers charges for gasoline, repairs, insurance and towing.
- When submitting reimbursement for official travel by privately owned vehicle, list the starting and ending points (including complete addresses) of the trip(s) being claimed on the Statement of Automobile Travel Form.
- Mileage claimed should closely conform to the most efficient time or distance route as calculated by MapQuest or Google Maps. If not, provide explanation and map of route taken.
- Do not round individual trip mileage on the Automobile Statement. Do round the grand total miles on the Travel Expense Report (TER).
- Only official travel for business purposes should be claimed on the travel expense report, not side trips such as shopping, entertainment, or personal activities.
- All reasonable and necessary parking and toll charges will be reimbursed as an incidental expense, however, valet services are not reimbursable. Receipts must be provided.
- Review cost comparison between personal car and rental car with the trip calculator.
- If a personal vehicle is chosen when it is more expensive without providing justification, enter the number of miles from the trip calculator on the TER.
- Enter the actual addresses and mileage on the Auto Statement.
- When an employee uses a personal car on State business and is involved in an accident, the employee’s insurance provides the primary source of coverage. State involvement is subject to specific requirements detailed in Section 17 of the New York State Public Officers Law.
- Knowingly misrepresenting the facts concerning travel for official business or signing travel forms which contain deliberate false statements is a violation of the NY Penal law and will be subject to administrative and/or disciplinary action.
- For more detailed liability concerns see attachment.
- Airfare should be the lowest cost accommodations available. Flight insurance, preferred seats, and early boarding are not covered expenses by NYS. If the airfare price is over $1000 provide 3 printed price quotes with the travel requisition showing value of the flight chosen.
- The passenger’s portion of the airline ticket or an e-ticket must be submitted with the travel expense report. A paid airline receipt, showing method of payment and flight details must be submitted, along with all boarding passes. A screenshot from your phone is acceptable.
- OGS airline contract can be used for booking airfare with a New York State Travel Card.
Buses should be used when convenient, cost effective, and time efficient. An original paid receipt and ticket stub is required for reimbursement.
Please see this document for acceptable use policies.