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FOR USE BY SUNY FACULY SENATE MEMBERS ONLY
Please note: The additional cost to upgrade to Amtrak Business Class travel is NOT reimbursable. However, you may upgrade to Business Class at your own expense.
2016-17 GSA Per Diem Rates
Travel Vouchers
New York State Travel Voucher Sample Form
Instructions for Complete Travel Forms
Mileage Reimbursement -Rate effective January 1, 2016 = $.54 per mile
Mileage Reimbursement Form Sample form
Lodging Tax Exempt Form: ST-129
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Use link above to request a rental from your local Enterprise.
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Cars can only be obtained using the Request form. You will receive a confirmation when your rental is reserved.
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Please do not make any upgrades, additions or changes to your reservation.
NOTE: If you want road assistance or GPS, you will have to pay for it at the time of rental and will not be reimbursed.
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You will not be charged at the time of rental or when you return your car. They will ask for your license and some other information due to rental regulations but you will not (and should not) be asked for any form of payment.
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CDW (Damage Waiver) is now included in all rentals. DO NOT accept any of the insurances.
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Note the amount of gas in the car when leaving the rental location and return the car with the same amount of gas (or as close as possible.)
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Rentals will be a standard or mid-size. If you feel that you need a larger car because you will have passengers, please contact Carol at carol.donato@suny.edu or 518-320-1376 or 800-547-1548.
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Instructions for Travel:
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Complete Voucher and Mileage Form (if applicable) and scan/email with associated receipts.
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You can fax to 518-320-1543, however, you will need to email Carol and let her know to look in the fax email box.
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By US Mail: Carol Donato
SUNY Faculty Senate
SUNY Plaza S120
Albany, NY 12246
Questions: (800) 547-1548 or (518) 320-1376
Fill in the New York State Travel Voucher - see sample forms for details and examples. Leave unmarked sections blank. DO NOT FILL IN THE AMOUNT SECTION. I will do it for you according to your receipts and the travel rules. If a personal car is used, fill out a Statement of Automobile Travel form***see below for mileage vs rental cars.
Rental Cars
The use of rental cars over driving your own car is suggested. You may drive your own car, however, you will only be reimbursed at what it would have cost if you had used a rental car for your trip. The calculation will include the cost of gas at the time of travel.
Meals
If you leave home before 7:00am you are entitled to a breakfast.
If you return home after 7:00pm you are entitled to a dinner.
- Day travel will be at the rate of $5.00 for breakfast and $12.00 for dinner.
- Overnight travel will be at the per diem rate for the city you stay in.
Ground transportation
To and from meetings, hotels, transportation terminals, but not restaurants, will be reimbursed for the receipt amounts plus applicable tip.
Mileage: Effective January 1, 2017 mileage reimbursement is $.535
Date/Time
The date and time of departure is the day you began your trip and the time (AM or PM) you left your home or office to begin the trip.
The date and time of return is the day you ended your trip and the time (AM or PM) you returned to your home or office.
Reminders:
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A Statement of Automobile Travel must be completed and signed for any mileage reimbursement.
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Always fill in your home address and zip code and sign the Travel Voucher before returning it to me.
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SUNY no longer issues checks to SUNY or State employees for travel reimbursement. Your reimbursement will be deposited to the bank account that your pay check is deposited to. All non-SUNY travelers will be mailed a check.
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