Lodging over per justification policy
On occasion, travelers may be unable to find a hotel at a rate that does not exceed the maximum federal lodging per-diem rate for the location of the travel event. If that occurs, travelers must obtain PRIOR WRITTEN approval from his/her finance office to exceed the federal rate using the Request and Authorization form (R&A). On the R&A form, there is space available to give such a justification.
If staying at a hotel that is over the area's lodging per-diem, this needs to be justified on the R&A form before the trip occurs or traveler will only be eligible for reimbursement of the area's lodging per-diem.
Conference site-hotel that houses any conference/meeting events; staying at the conference site does not need to be pre-justified.
Conference recommended hotel-host hotel(s) for the conference/meeting-staying in host hotels does need to be pre-justified on R&A (again, before trip)
NYS OSC wants the traveler to show that the lodging that was obtained was at the most economical room rate possible-compare 3 like hotels, pick the cheapest and document on R&A before the travel event.
NYS wants traveler to show that traveler tried to obtain the most economical room rate possible-compare 3 like hotels, pick the cheapest and document on R&A before the travel event.
NY State Mandated Termination of Cash Advance for Travel
Effective immediately, as required by the NYS Office of the State Comptroller and SUNY System Administration, State agencies are no longer permitted to issue Travel Advances to State employees due to a State initiative to save on banking costs through the reduction in the number of bank accounts. In addition, dated technology could no longer be maintained and had become an operational risk. The campus Travel Department, within the Business Office, will continue to assist travelers with their lodging and transportation needs by issuing air/lodging control numbers and purchase orders.
State travel to Mississippi prohibited until further notice regardless of fund source
Be advised that Gov. Andrew Cuomo has issued an Executive Order banning non-essential travel to Mississippi. Any state travel, regardless of the funding source, to Mississippi will be banned unless necessary for the enforcement of New York state law, to meet prior contractual obligations or for the protection of public health, welfare and safety. If you have questions, contact the Travel Office at 607-777-4660 or 607-777-2039. You may view a copy of the Executive Order at the following link:
Reminder that State travel to North Carolina prohibited until further notice regardless of fund source
Be advised that Gov. Andrew Cuomo's recently issued Executive Order banning non-essential travel to North Carolina is still in effect. Any state travel, regardless of the funding source, to North Carolina will be banned unless necessary for the enforcement of New York state law, to meet prior contractual obligations or for the protection of public health, welfare and safety. If you have questions, please contact the Travel Office at 777-4660 or 777-2039. You may view a copy of the Executive Order at the following link:
2018 Mileage Rate Change
Effective Jan. 1, 2018, the standard mileage reimbursement rate for employee travel will be 54.5 cents per mile. The Office of the State Comptroller Guide to Financial Information contains additional mileage information and the link is provided here.
NYS OSC Travel Tips
While it is difficult to summarize the Travel rules and guidelines as outlined by the New York State Office of the State Comptroller, here's a quick NYS OSC traveler tips sheet to help! When in doubt, contact the Travel Office for any clarification.
Travel policy changes effective April 1, 2015 per New York State Office of the State Comptroller are as follows:
- Expense reports must be submitted within 30 days of the end of the travel event.
-Travelers must provide receipts with expense reports in the accordance with the chart below:
|Expense Type||Documentation Required*|
Charge on the State Travel Card
Transportation by Common Carrier (e.g. train, bus, airplane, subway)
|Ticket stub if purchase price is printed on the stub; receipt and ticket stub if purchase price is not printed on the stub|
|Rental Car||Receipt showing return time|
|Tolls - EZ Pass||EZ pass statement with applicable charges indicated|
|Tolls - Cash||Receipt|
|Day Trip Meals - Receipted||Receipt|
|Hotels - Receipted||Receipt|
|Miscellaneous and incidental expenses||Receipt|
The "no receipts necessary for miscellaneous items up to $75" rule is no longer in effect. Please keep any and all receipts from your travel event to make sure you are reimbursed for everything coverable per the NYS OSC travel guidelines and manual.
Here's a link to the notice from NYS OSC: