Expenditure Guidlines

Hosting

Moving Expense Reimbursement

Personal Credit Card, BUC$ and Meal Plan Reimbursement

Procurement Card (P-Card)

Purchasing and Prompt Payment Procedure

Travel

Vehicles: State Vehicle Use and Liability

Link to Purchasing Website

New York State Travel Vouchers may be printed from Oracle self-service web applications. Travel vouchers for non-state employees may be completed on NYS Travel Vouchers outside the Oracle system.To ensure timely processing, Requests for Travel Advances must be received in theTravel department ten (10) business days prior to travel departure date.
The following travel forms are available for downloading and printing usingAdobe Acrobat Reader:-

New York State Department of Taxation and Finance Exemption Certificate For Tax On Occupancy Of Hotel Rooms (Form ST-129)

City of New York Exemption Certificate For Tax On Occupancy Of Hotel Rooms

SUNY Tax Exemption Certificate From Florida Department of Revenue

SUNY Tax Exemption Certificate From Maine Department of Revenue

SUNY Tax Exemption Certificate From Missouri Department of Revenue

SUNY Tax Exemption Certificate From New Jersey Department of Revenue

SUNY Tax Exemption Certificate From North Dakoda Department of Revenue

SUNY Tax Exemption Certificate From Rhode Island Department of Revenue

To request the following forms please contact the Travel Department:

-Request and Authorization for Travel - (must be submitted for all trips)
-New York State Travel Voucher, Form AC 132
-New York State Travel Voucher Instructions
-New York State Private Vehicle Mileage Reimbursement, Form AC 160
-New York State Application For Travel Advance, Form AC 1214
-New York State Travel Voucher, Form AC148
-New York State Statement of Automobile Travel, Form AC160

AMEX CAMPUS CORPORATE TRAVEL CARD PROGRAM DISCONTINUEDThe campus corporate travel card program ends on June 30, 2002. AMEX travel cards will not be valid after that date, even if cards are embossed with later expiry dates. All cards should be returned to the Business Office, Room 512, by July 1, 2002. For more information on this, see Memo Regarding Campus Discontinuance of American Express Corporate Travel Card dated June 14, 2002

Per Diem Meals and Lodging

Office Of State Comptroller per diem rates and allowable expenses

Travel Regulation Changes

-Although receipts are no longer required for incidental expenses (tolls, parking, and local bus and train fares) under $75, travellers must provide the date, item and cost for each incidental expense (e.g., 3/19/05: Toll $3.00).

-All meals associated with overnight travel will be reimbursed at the per diem rate for the area of assignment and based upon the departure and arrival times. Receipt requirements are eliminated. -Actual, reasonable costs incurred between the employee’s home and a transportation terminal will be reimbursed.

-Unreceipted meal allowances for non-overnight travel have been increased to $5 for breakfast and $12 for dinner.

Travel Times and Meal Reimbursement

Breakfast

Employees will be allowed reimbursement for breakfast if they have to leave at least one hour before their normal work starting time. For example, if their regular work hours were 8 A.M. to 4 P.M., they would be entitled to breakfast on the day the trip starts if they have to leave before 7 A.M.

Dinner

Employees are allowed reimbursement for dinner if they return at least two hours later than their normal work ending time. For example, if their regular work hours were 8 A.M. to 4 P.M., they would be entitled to dinner reimbursement if they return after 6 P.M.

Day Trips

Employees in travel status for day trips are allowed breakfast and dinner reimbursements based on the departure and arrival times of the trips. For non-overnight travel, an employee may claim the unreceipted meal allowance, (the rate effective October 1, 1998 is $5.00 for breakfast and $12.00 for dinner) or actual expenses up to the federal maximum meal allowance with a receipt. The IRS considers all meal reimbursements not associated with overnight travel taxable.

Overnight Trips

For breakfast on the first day or dinner on the last day of an overnight trip, travelers may claim the federal per diem allowance for the area of assignment. Receipts are not required.

State Funded Travel Procedure

All vouchers must be submitted to the Travel Office within 10 business days upon the completion of the trip.

All airline*, train and bus reservations for state funded travel must be booked through a State authorized travel agent certified through the Office of General Services State Contract.*Noncontract air bookings are allowable under these exceptions: an emergency; when the non-contract fare saves $200 or more per round-trip ticket; or when contract flights would require the traveler to incur unncessary overnight lodging costs. When an exception occurs the following form should be submitted to the Business Office Travel Department:Air Travel Services Contract Exception AuthorizationEffective December 6, 2007 the authorized travel agency for the Broome County region:

Effective December 6, 2007 New York State Travel Agent Contractor transaction fees for the Broome County region are:

The following procedure should be used by travelers for the booking and reimbursement of air travel:

1. The traveler must complete the campus Request and Authorization for Travel, securing the appropriate approvals and identifying POETS (Oracle System), and/or any other source of funding.

   The completed Request and Authorization for Travel (clearly indicating the request for an airfare control number, contact person and telephone number), should be sent or delivered to the Business Office.

   Upon receipt of the travel authorization, the travel unit will assign an airfare control number to the request and contact the designated person named on the request with that number, which can then be used as authorization.

   The traveler or designated person named on the authorization will contact one of the authorized travel agencies shown above, providing the agency with the airfare authorization number and making appropriate air arrangements.

   The approved Travel Agencies, through Visa Citibank, will centrally bill the campus on a monthly basis.

2. The Business Office will then charge the appropriate State account and/or bill the non-State portion, if applicable.

VEHICLES

State Vehicle Use Liability

Rental Vehicle Use and Liability

Personal Vehicle Liability Non-Livery and Non-Taxi Drivers For Hire

If you have travel questions, please contact Travel staff members.

updated 10/01/07