Travel

Travel Form Instructions

Prior to taking trip

Travel Requisition Form

Purpose
  • clearly define purpose of trip to comply with the state travel regulations and attach an agenda or itinerary.
  • used prior to your trip to get pre-approval of funds and authorized signatures
  • required when cost of trip is over $200. (if less than $200 just complete travel voucher upon return)
  • used to receive requested pre-payments (registrations, etc.) prior to trip
How To Complete the form

Pertinent Information – all gray areas must be completed

  • Requisition Number, Account Number(s), Amounts for each account if multiple funding sources and Department Name
  • Name, Title, Residence, Departing and Desitination addresses, Departure and Return dates and times, and Purpose for trip

Registration – attach documentation of event including, place, date, purpose of travel

  • recommended payment process is on department procurement card
  • alternate attendee must be included if pre-payment is required
  • registration needs to be done by the employee prior to submitting the travel requisition for pre-payment; we can only make payment, not mail the registration form with payment.  Name, address, and SFS identification number is required of vendor for prepayments to be mailed efficiently

Transportation - compare several means of transportation to find the most economical method

Lodging – Always request per diem rates (even at a conference hotel) to find the most economical cost

Meals - per diem rates are based on where hotel is located when in overnight status

  • day trip traveler qualifies for breakfast ($5) and/or dinner ($12) (taxable) if: 
    • travel exceeds 35 miles from office station and residence, and 
    • traveler leaves 1 hour before shift and/or returns 2 hours after shift 
  • no allowance is given for lunch

Incidental Expenses – includes parking, taxi, tolls, bridges, etc.

  • all receipts are required
  • must list all costs incurred and itemize each expense

Pre-payments – used for cash advance, airfare_reimbursement registrations

  • complete requested form 30 days or more prior to date of trip
  • advances are only given to state employees not students, candidates, or consultants and guests

Approvals - traveler and supervisor must sign, and any authorized signature for account approval

  • forward requisition to Travel Office for out of state/country approval. We will route to appropriate person for approval Prior to travel.

 

Time frame

Travel requisitions should be submitted to Travel Office email: travel@newpaltz.edu, 30 days prior to taking a trip for approval and processing time of any required advance payments.  Only day trips under $200 or emergency/short notice trips can be submitted after the trip is taken.

Persons who travel before obtaining all approvals do so at their own risk and may not be reimbursed for their travel costs.

 

 

 

Upon return from trip

Travel Voucher Form

PLEASE NOTE:  A voucher must be completed for every trip taken! 
Even if all expenditures were pre-paid and no reimbursement is required!

 

Purpose
  • to document actual expenditures of trip for reimbursement or refund of prepayment
  • to reimburse traveler for day business trips that are less than $200.
  • to provide original receipts showing method of payment with 0 balance due (if over $75.)
  • to include authorized signatures for actual payment of travel
  • to close the open travel requisition

 

How to complete the form

Required Information – all gray areas must be completed

  • Requisition Number, Account Number/s and amounts for each account
  • Name, Home Address, Date, Purpose of Trip, Destination, Departure/Return info, Neg. Unit

Registration

  • list registration fee, include a receipt if requesting reimbursement
  • if membership fee was required to attend conference, attach a justification form with receipt

Transportation

Lodging

  • -list cost of lodging expense with original receipt attached (receipt should show zero balance due), if within per diem no justification form required

Meals

  • -list meals by number of days and per diem or day trip rate totals, no receipts required (round off meals up or down accordingly)

Incidental Expenses

  • list details of all incidentals with cost of each expense separately, no receipts are required under $75 for each incident

Prepayments made

  • list any prepayments made prior to taking trip, then deduct from total of reimbursement.  The total amount should only reflect what is owed to you after the trip.  (In some cases, this may be zero – or if an advance was given prior to the trip, you may owe!)

Approvals

  • supervisor and authorized signature for account approval must sign

 

Time frame

Travel vouchers should be submitted to Accounts Payable, HAB 304, promptly upon return from trip for a faster reimbursement, but not later than 30 days after trip was taken.  Reimbursements will now be processed in the form of a direct deposit or a check based on the way the employee’s payroll payment is currently set up.