Before Travel Know your Responsibility The Travelers Responsibility

Before Travel Know your Responsibility

The Traveler’s Responsibility • Know the travel rules, regulations, policies, and guidelines during the planning stages of the travel. • Be certain that the travel is performed in the most cost efficient manner possible. • Obtain the required receipts and documentation needed for reimbursement and/or Travel Card reconciliation. • Claim only actual, reasonable, and necessary expenses. • Submit reimbursement and Travel Card reconciliation requests in a timely manner. • OSC policy states travelers are required to submit reimbursement requests within 30 days after travel takes place. • Travel Card reconciliations should be submitted upon request. • Be aware that New York State taxes are not reimbursable in any circumstance.

Supervisor Responsibility • Know the travel rules, regulations, policies, and guidelines. • Review the traveler's itinerary as necessary and verify its cost efficiency. • Review and certify travelers' vouchers and/or Travel Card statements completely. • Forward approved documentation in a timely manner.

Travel Services Department’s Responsibility • The Office of the State Comptroller grants responsibility to the Travel Services Department to ensure that: • • • All authorized travel is in the best interest of the State. All charges are actual, reasonable, and necessary. All expenses comply with travel rules and regulations. The most economical method of travel is taken. Proper documentation of travel is completed. • Please note that it would be common for a member of the Travel Services Department to contact the traveler for additional documentation or information. • Be aware that the campus travel plan, including each instance of travel, is subject to audit by SUNY, the Office of the State Comptroller, and the IRS. • Travel Cardholders are responsible for keeping their approved Travel Card statements in a convenient place and be available to auditors upon request.

Before Travel • Travelers must be certain to have their supervisors’ approval. • Travelers may submit a Travel Authorization and Estimated Expense Form to their supervisor. • The Travel Authorization and Estimated Expense Form is used to establish travel plans and funding sources in writing. • The Travel Authorization and Estimated Expense Form is optional to the Travel Services Department, however there are instances in which the form is required: 1) A traveler’s supervisor or department requires the form to be completed. 2) The traveler is requesting pre-payment of their conference fee from a state account. 3) Encumbrance is required by the department or traveler.

• Travelers must be certain their authorization has the appropriate signatures. • Out-of-state travel requires a supervisor’s signature in addition to that of a Dean or VP. Travel within NYS requires the traveler’s supervisor’s signature. • When forms are incomplete or instructions are not followed completely, requests may not be able to be filled in a timely manner.

Transportation • It is the traveler’s obligation to use the most cost-efficient method of transportation available. • If a more expensive method of travel is planned, the traveler is required to obtain approval from a campus Vice President and the Travel Services Department in advance of the travel. • Personal preference is not an acceptable reason to not use the most cost efficient means of travel. • It is advisable to check with your VP and the Travel Services Department before travel commences if the most economical means of travel is not taken.

Common Carrier/Airfare • Direct Travel, also referred to as Albany/Child Travel, is Buffalo State’s contracted vendor flights and train tickets. • Travelers must contact the Travel Services department, prior to contacting Direct Travel, and request that a profile be created. Once a profile is created, travelers’ information will be on file with Direct Travel. • Direct Travel offers travelers the option to book online or call and speak to an agent (1 -800 -774 -0655) to book air or train fare. • NYS employees will have to pay Direct Travel with a NYS Citibank Travel card or a personal credit card. • Travelers who travel on official NYS business are eligible to apply for a NYS Citibank travel card.

Airfare • If a traveler does obtain a flight at a lower cost than Direct Travel can offer, detailed documentation must be provided with the traveler’s reimbursement request, such as a quote. • Direct travel will provide an email quote if requested. • A significant price difference will justify the use of the non-contracted vendor.

Automobile Travel • Personal automobiles are often used for close proximity trips and on trips within approximately 300 miles each way. • On longer trips, the use of a personal vehicle may not be the most cost efficient means of travel. • Travelers should compare estimates to determine whether driving will be the most cost-effective means of transportation. • Travelers must provide the Travel Services Department with their research documentation.

Automobile Travel • If it is determined that an automobile is the most cost-efficient means of travel, and the one-way distance is over 300 miles, please compare whether it is more cost-efficient to use a rental car that is under state contract. • Travelers reimbursements will be based upon the most cost efficient method. • Travelers are encouraged to use the vehicle reimbursement calculator, which compares rental costs to employee reimbursements. • Rental rates can be found on the New York State Enterprise Rental Contract. Corporate ID # P 81183

While in Travel Status • Travelers must obtain and save receipts for all transactions (hotel, parking, taxi, registration fee, toll receipts, etc. ) • Federal Hotel Reimbursement Rates and meal allowance rates will assist the traveler in completing the Travel Voucher after travel. • When in overnight travel status, travelers may use Method One or Method Two to request reimbursement for lodging and meal expenses.

Method One • Method One is a flat rate allowance for meals, lodging, & incidentals. • It may be used in situations such as staying with a relative or friend. • No receipts are required. • The traveler must be in overnight travel status, and be eligible for both breakfast and dinner, in order to receive the full per diem.

Method One Per Diems • New York City and Nassau, Suffolk, Rockland Westchester Counties $50. 00. • Cities of Albany, Binghamton, Buffalo, Rochester, Syracuse and their respective surrounding metropolitan areas $40. 00. • All other location in New York State $35. 00. • Out of State (this includes any out of state tax on lodging) $50. 00.

Method Two/Receipted Method • Method Two usually requires lodging receipts and is most frequently used by travelers. • This method provides reimbursement of actual lodging costs up to the allowed per diem rates as well as an allowance for meals (receipts not necessary) based upon Federal Reimbursement Rates for the location. • Hotel receipts will need to show check-in date, check-out date, name registered, room rate, taxes, other charges , amount paid, and a zero balance. • Maximum lodging rates exclude taxes.

Method Two • When lodging takes place within New York State a Tax Exemption Certificate must be provided to the hotel (you may also need your Government ID). • New York State tax is not reimbursable. • If the lodging is outside of New York State, state and local taxes are reimbursable and are not included in the lodging per diem rates.

Method Two • If using a third party or online booking service the online hotel receipt must be in the employee's name and show the checkin date, the check-out date, the breakdown of rates and taxes, the amount paid by the employee and a zero balance. • If you share a room with another employee, one-half of the double room charge may be claimed by each person. • Separate itemized receipts should be requested of the hotel in order for each traveler to claim per diem rates for meals. • You are allowed lodging and meals for weekends when it is necessary for you to be in travel status.

Travel Support • For questions that may arise while in travel status refer to the Travel Services website: http: //www. buffalostate. edu/travel/x 7. xml • For Travel Card inquires, see the Corporate Card website: http: //accountspayable. buffalostate. edu/citibankcorporate-cards • Also, you may contact the Travel Services Department directly @ 878 -4117 for assistance.

After Travel • A NYS Travel Voucher Form must be completed and approved. • If a personal vehicle was used and the traveler is requesting mileage reimbursement, a NYS Statement of Automobile Travel Form must accompany the NYS Travel Voucher. • All receipts must establish proof of payment. • Travelers must be certain all signatures and funding are included on the Travel Voucher. • There is no such thing as “too much back-up”.

Proof of payment • Proper Receipt– A receipt must show the travel expense was paid for. • Cleared check – Most cleared checks are available as scanned images from your online bank account. • Credit card statement – Eliminate cardholder address, account number, summary of account information and all other details not relevant to the particular transaction for which reimbursement is requested.

Travel Card Changes • Travel Card holders may charge meals to their Travel Card. • Cardholders must stay within the allowable per diem rate for their travel destination. • Cardholders must submit all itemized meal receipts when reconciling. • Conference schedules will be checked to ensure meals were not provided. • Alcohol is not an allowable purchase. • Travelers cannot charge meals to a Travel Card and claim meal per diem reimbursement for the same trip. • Travelers must decide on their preferred method prior to traveling.

More Travel Card Changes • Cardholders may purchase fuel for their personal vehicle only when not claiming personal car mileage. • All receipts must be submitted with Travel Card reconciliation. • Receipt dates must coincide with dates of travel.

Travel Card Guidelines • Although it is not mandatory, you may complete a Citibank Visa Travel Card form when reconciling your monthly Travel Card statement. • Always include a rental agreement when purchasing fuel for a rental vehicle. • When charging meals to your Travel Card, be sure to include a conference agenda & all itemized receipts. • When staying at a hotel, that exceeds the allowable per diem rate, be sure to include conference hotel documentation. • Submit all original receipts.

Travel Voucher Tips • For a faster turnaround include all documentation pertaining to your travel -- conference program, conference agenda, registration form, conference hotel name and location, etc. , and any memos that may be pertinent to travel. • When paying in foreign currency travelers’ expenses must be converted to U. S. currency based upon the exchange rate in effect during the period of travel. Travelers must attach currency converter print-outs with the corresponding date of the transaction to their reimbursement request. • Reimbursements will be directly deposited into travelers’ bank accounts unless they do not have direct deposit for their paycheck. In these instances, a check will be sent directly to the traveler. MT 8/22/17