2. Before Travel: Know your Responsibility 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 documentation completely. Forward approved documentation in a timely manner.

3. 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. Claim only actual, reasonable, and necessary expenses. Submit reimbursement requests in a timely manner. OSC policy states travelers are required to submit reimbursement requests within 30 days after travel takes place. Be aware that New York State taxes are not reimbursable in any circumstance. When taxes and fees are combined, a detailed breakdown is required. This is sometimes difficult when booking with third-party online travel agencies.

4. 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 be aware that the Travel Services Department's responsibilities often begin after the travel has been completed. If a travel expense is in question, please contact our office at (716) 878-4117 before the travel commences. Also please note that it would be common for a member of the Travel Services Department staff to contact the traveler for additional documentation. Please assist us in a timely manner so that we may reimburse the travel expenses in the most efficient manner possible. 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. The Travel Services Department is responsible for keeping proper documentation for any travel-related expense readily available to auditors.

5. Before Travel… Travelers must be certain to have their supervisors’ approval. Travelers should submit a Travel Authorization and Estimated Expense Form to their supervisor. Although at times optional to the Travel Services Department, the use of a Travel Authorization and Estimated Expense Form establishes travel plans and funding sources in writing.Travel Authorization and Estimated Expense FormTravel Authorization and Estimated Expense Form A Travel Authorization and Estimated Expense Form is required in the following instances:Travel Authorization and Estimated Expense Form 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) The traveler requires travel funds to be encumbered. 4) To establish a commitment of funding among the traveler, the supervisor & the Travel Services Department.

6. 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.

8. 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. A detailed, documented justification must be submitted prior to travel. Personal preference is not an acceptable reason to not use the most cost efficient means of travel.

9. When a more expensive method is chosen without sufficient justification, the Travel Services Department will only reimburse up to the least expensive rate of travel. Any personal expenses should be kept completely separate from a traveler’s reimbursement request. Travelers should pay for any personal expenses they acquire, while in travel status, with personal funds only. Transportation

10. Common Carrier/Airfare Use of a common carrier typically results in the most economical method of transportation. Direct Travel, also referred to as Albany/Child Travel, is Buffalo State’s contracted vendor for flights and train tickets. In order for a profile to be created, Travelers must contact the Travel Services department prior to contacting 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 are required 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.

11. 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. The documentation must show the cost of the airfare quoted from Direct Travel. Direct travel will provide an email quote if requested. A lower price will justify the use of the non-contracted vendor.

12. Automobile Travel Personal automobiles are often used for close proximity trips and on trips within 300 miles. A rental vehicle may be more cost efficient and should be utilized, when possible, on longer trips that exceed 600 miles round trip. Our contracted vendor for rental vehicles is Enterprise. Travelers should identify themselves as a Buffalo State employee, when contacting Enterprise, and provide our corporate ID number P81183 if requested.

13. Rental Tips… Travelers may pay for their rental vehicle with their NYS Travel Card. Be sure to obtain a copy of the rental agreement. It will be needed for the reimbursement process and the reconciliation process. When requesting reimbursement for tolls, and/or gas, a copy of the rental agreement must accompany the NYS Travel Voucher. When using the NYS Travel Card, a copy of the rental agreement must accompany the Travel Card reconciliation.

14. 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. Federal Hotel Reimbursement RatesMeal allowance rates When in overnight travel status, travelers may use Method One or Method Two to request reimbursement for lodging and meal expenses.

15. 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.

16. Method One Per Diems Method One per diems are as follows: New York City and Nassau, Suffolk, Rockland and 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

17. Method Two/Receipted Method Method Two requires lodging receipts and is most frequently used by travelers. This method provides reimbursement of actual lodging costs as well as an allowance for meals based upon Federal Reimbursement Rates for the location.Federal Reimbursement Rates Travelers should obtain lodging within the allowable per diem rate. When attending a conference, travelers may stay at a designated conference hotel even if it exceeds the allowable per diem rate.

18. 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).Tax Exemption Certificate New York State tax is not reimbursable. Please be aware of using online booking services for lodging within NYS. They will not honor our tax exemption status. 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.

19. Method Two Hotel receipts will need to have a zero balance, in addition to show the check-in date, check-out date, name registered, room rate, taxes and other charges. If using a third party or online booking service the online hotel receipt must also show the aforementioned information. 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.

20. Lodging Tips… Travelers may pay for their lodging with a NYS Travel Card or personal credit card. Travelers using a NYS Travel Card must include their original hotel receipt with their Travel Card reconciliation. A copy of the hotel bill must accompany the Travel Voucher if the traveler is requesting meal reimbursement.

21. Travel Support Travelers must use the most cost efficient means of travel. For questions that may arise while in travel status refer to the Travel Services website. http://www.buffalostate.edu/travel/x7.xml http://www.buffalostate.edu/travel/x7.xml Also, you may contact the Travel Services Department directly @ 878-4117 for assistance.

22. After Travel… A NYS Travel Voucher Form must be completed and approved.NYS Travel Voucher Form 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.NYS Statement of Automobile Travel FormNYS 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”.

23. Proof of Payment A common problem the Travel Services Office encounters, while processing travel reimbursements, involves the collection of valid original receipts. At times, you may find that the receipt you provided the Travel Services Department does not show proof of payment. To establish proof of payment, a receipt must show how the traveler paid: cash, check or last four digits of a credit card. Proof of payment may also be established with a cleared check or a copy of the credit card statement showing the purchase.

24. Travel Card Usage When using a NYS Travel Card, do not put personal purchases on your hotel bill such as room service, movies or room upgrades. A NYS Travel Card may be used for all travel expenses except meals. Meals are reimbursed after travel on a NYS Travel Voucher.

25. FYI 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. converted Reimbursements will be directly deposited into travelers’ bank accounts unless they do not have direct deposit for their paycheck or are paying back a travel advance. In these instances a check will be sent directly to the traveler.

26. Travel Support All forms and important links can be found on the Travel Services website: http://www.buffalostate.edu/travelx7.xml.http://www.buffalostate.edu/travelx7.xml Travel Card information can be found on the Accounts Payable website under Citibank Corporate Cards: http://accountspayable.buffalostate.edu/Citibank-corporate- cards. http://accountspayable.buffalostate.edu/Citibank-corporate- cards You may also contact the Accounts Payable/Travel Services Department directly at 878-4117 for assistance.

27. 11/23/2016 M.Taylor