Travel

Training & FAQs

Travel Guidelines Training

Travel PowerPoint training:      Travel Refresher - 2024

 

Frequently Asked Questions

  1. How are meal per diems calculated?
    • Check the per diem rate on the GSA website or the US. Department of State website for the lodging location.
    • Each meal per diem rate consists of dinner, lodging, and breakfast.
    • You are eligible for an additional breakfast if you depart at least 1 hour before your normal work hours, and/or an additional dinner when you return at least 2 hours after your normal work hours.
    • SUNY New Paltz does not use the breakdown shown on the GSA site. Instead, we allocate the per diem rate by 20% for breakfast and 80% for dinner. Lunch is not reimbursable.
    • You must subtract the dollar amount for any meals which were provided to you by the hotel, conference, or by any other means.
    • You can use our meal calculator to assist with the meal total.
  2. When is an Automobile Travel Statement needed?
    • Any time you drive your personal vehicle.
    • You must complete a trip calculator to compare the cost of a personal vehicle and a rental through the NYS contract.
    • If it is less expensive to rent a vehicle, you are eligible for reimbursement of the equivalent cost of a rental.
    • The Auto Statement must always list the full addresses of the actual trip (even if less miles are allowed).
  3. How do I find the most cost-effective means of car travel? (personal vs rental)
    • By using the Trip Calculator.
    • You can always drive your personal vehicle, but if it is more expensive, you will be reimbursed by the rental rate from the calculator.
  4. What if I cannot find a hotel within the per diem rate for the area?
    • You need to complete a Lodging Justification Form (signed by yourself and the Provost or divisional Vice President).
    • Be prepared to provide documentation for the reason you select on the form.
  5. When do I need a Lodging Justification form?
    • Whenever the rate per night is higher than the per diem rate.
    • Please find quotes from several hotels in the area.
    • The hotel suggested by the conference may not be the best value for your lodging (especially if it is not where the conference is held).
    • Be prepared to show documentation for expenses/savings listed on the lodging form, including additional travel expenses.
  6. Why do I need to submit boarding passes when I provided the itemized receipt?
    • Boarding passes provide proof of taking the flight listed on the receipt. The receipt provides the details and payment information.
    • We verify the receipt information with the boarding passes for information such as: name, date, time, cities, flight numbers, and fare type.
    • There have been cases when an individual changed their flight after the original purchase.
  7. What documents do I need to submit with my Travel Requisition?
    • The agenda which shows the purpose of the trip. This could be a conference announcement, meeting invitation, or other written documentation.
    • Three airfare quotes any time the airfare is over $1,000, if you are taking a business/personal trip, or if you are departing from somewhere other than a “home” airport.
    • A Lodging Justification form if the pre-tax lodging rate is above the per diem rate (see question 5).
    • Providing other reservations such as car rental, hotel, airfare, train, etc. can ensure we review the expenses for adherence to the travel policies, before your trip takes place.
    • Be sure the form has been approved by your supervisor and the account signatory (if different), and that the REQ and account numbers have been added.
  8. What documents do I need to submit with my Travel Expense Report (TER)?
    • Notate what requisition number/trip the documents belong to.
    • An updated agenda, including the dates, times, location, and daily schedule or itinerary.
      • A Schedule-at-a-Glance works well for conferences.
    • A Automobile Travel Statement for personal mileage (round the total miles to the nearest whole number when transferring to the TER).
    • Include a Travel Expense Detail Sheet if necessary, to provide clarifying details of the trip.
    • Include paid receipts (showing form payment) for all expenses listed on the expense report. Airfare, meals, and hotel receipts must show an itemized breakdown of charges.
    • Boarding passes for each flight.
    • A Meal Calculator or statement listing any meals which were provided by the hotel, conference, or by any other means.
    • If you used an agency Travel Card, you need to submit a copy of the credit card statement.
    • The name on the form must match your name as listed with payroll.
    • The address on the form must match the address listed with payroll/HR.
    • Do not send forms to the Travel Office until everything has been completed.
    • Be sure the form has been approved by your supervisor and the account signatory (if different), and that the REQ and account numbers have been added.
    • Do not send forms to the Travel Office until everything has been completed.
  9. What if more than one trip is on a Travel Expense Report?
    • This generally only applies when you do not return in between trips or for recruiters.
    • Use the departure date and time of the first destination in the departure fields.
    • Use the last trip’s return date and time in the return fields.
  10. What if my trip includes personal and business days?
    • There cannot be any additional cost to the state for personal days.
    • Allocate expenses such as parking, hotel, rental car, etc.
    • You must provide two flight quotes with the Travel Requisition.
      • The business dates only (without the personal trip).
      • Your actual flight (including the personal days).
      • The quote must be completed on the same day as the purchased flight - from the same airport, airline, type of fare, length, and similar times if available.
      • If the quote including the personal travel is more expensive, you will only be reimbursed for the lower cost flight (business only cost).
  11. How can I save the college money when traveling?
    • Stay within the lodging per diem rate.
    • Search for hotels that include breakfast.
    • Accept actual meal expenses rather than using the unreceipted meal per diem rate.
    • Attend virtual conferences when available and suitable.
    • Shop for least expensive transportation (airfare, rental vs personal vehicle, public transportation).
      • Car service is very expensive and should only be chosen in rare instances.
  12. Will I receive an email from the Travel Office after submitting my documents?
    • You will only receive an email if more information or clarification is needed.
    • Responding to the email requesting the information creates simplification.
    • Respond to each numbered question as listed for clarification.
    • DO NOT RESPOND to the Travel/NET card emails since it is being sent to multiple individuals.
  13. What address should be used as the residence (remit to) address?
    • This should match the address listed in the SUNY system.
      • We cannot process your reimbursement if this does not match. We will have to contact you before continuing.
  14.  How will I receive my reimbursement?
    • Your reimbursement will be paid in the same manner as your payroll (direct deposit or check). However, it will be in a separate deposit or check, and is not listed as SUNY New Paltz.
    • Be sure the name and address listed on the TER is what is on file with Payroll/HR.
  15. Where do I submit travel documents?
    • All documents will be submitted to: travel@newpaltz.edu
    • Save as a single PDF when possible.
    • Follow your department’s procedures of submitting travel documents (e.g., Submitting to the Administrative Assistant).