Before Travel Takes Place: The Request And Authorization For Travel
An employee must complete a Request and Authorization for Travel (R&A) form for every trip whether they are in overnight status, or simply taking a day trip. R&As identify who is traveling, where they are going, what they are doing, when they leave and return, what expenses they expect to incur, the funding account and a complete list of all parties traveling. The traveler's supervisor, Chair, Dean, Vice President, Provost or President should approve an employee's travel and funding account before travel takes place. It is important that all employees plan their travel, submit a completed and approved R&A form to the Business Office before the date of departure. If you need air and/or lodging control numbers, please request these via the R&A form well in advance of the trip. If there is a monetary limit placed on the R&A form, which will be the maximum amount that will be allowed for the trip, including control numbers for air and/or lodging. Failure to submit an R&A form may result in a delay or refusal of a traveler's request for reimbursement. The traveler is responsible for knowing and complying with all travel guidelines.
Please click here for the R&A form.
Lodging over per-diem 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.
After Travel Takes Place: The Travel Voucher
After travel event takes place and, if the traveler is due reimbursement, the traveler must complete an Employee Report of Travel Expenses and Claim for Payment, attach (staple) all of their itemized receipts and documentation regarding the purpose of the trip, sign, obtain the signature of their supervisor, Director, Dean Vice President, Provost or President, and send everything to the Business Office. If a personal vehicle is used during a trip and the traveler is claiming mileage reimbursement, a completed Statement of Automobile Travel Form must be attached to the Expense Report.