- Faculty & Staff
IMPORTANT: Beginning on March 15, 2016, entry requirements into Canada (via air) will change. Citizens from countries other than the USA, who do not require a visa to enter Canada, will need to apply for and receive an electronic travel authorization (eTA) prior to arrival. Please read this eTA Flyer for more information.
Beginning on April 1, 2016, all passengers traveling to the USA on the Visa Waiver Program require an E-Passport. An E-Passport, denoted by the symbol located on the passport cover, is an enhanced secure passport. Any passengers traveling without an E-Passport on or after April 1st, will not be permitted travel under the Visa Waiver Program - and will require a valid visa. For all up-to-date information, please visit: http://www.dhs.gov/visa-waiver-program-requirements
Per Diem Rates (both domestic and foreign)
The Personally Owned Vehicle (POV) mileage reimbursement rate as of 1/1/16, is $0.540 per mile or $0.190 per mile when not using an available University vehicle.
The prior mileage reimbursement rates were:
$0.575 per mile or $0.230 per mile when not using an available University vehicle (effective 1/1/15 - 12/31/15)
$0.560 per mile (effective 1/1/14 - 12/31/14)
$0.565 per mile (effective 1/1/13 - 12/31/13)
$.0555 per mile (effective 7/1/11 - 12/31/12)
Currency Converter (please use any converter you like, we included this link for convenience)
|Travel Authorization Form .xlsx|
|Over Per Diem Lodging Justification Form .xlsx|
|Tax Exempt Letter|
|NYS Lodging Tax Exempt Form|
|Form AC-946 Tax Exempt Form|
|Travel Voucher Form.xls **(Rev 01/16)|
|Travel Voucher & State Travel Card Reconciliation Form.xlsx **(Rev 01/16)|
|Mileage Statement for Personal Automobile Use .xls|
Extra Sheet to Calculate Meals and Lodging .xls
|Travel Card Agreement and Acknowledgement Form .docx|
|Non-Employee Travel (NET) Card Agreement and Acknowledgement Form .docx|
Citibank's link: https://home.cards.citidirect.com/CommercialCard/Cards.html
** From OSC's Guide to Financial Operation (Rev. 3/19/12)
If you have a State issued Travel Card and/or NET Card and prefer (based on time and personal preference) to use OSC's Travel Expense Form AC 132-S, below are the links. Please note: The use of Form AC 132-S "requires travelers to also fill out any of the applicable forms that correspond with their travel event."
Travel Expenses and the Claim for Payment (AC 132-S)
Statement of Incidental and Transportation Expenses (AC 3259-S)
Statement of Meals Claimed (AC 3258-S)
Statement of Automobile Travel (AC 160-S)
Statement of State Corporate Travel Card Charges (AC 3256-S)
An Expense Report must be submitted detailing all expenses including both State Travel Card charges and out-of-pocket expenses. Each Business Unit finance office will reimburse out-of-pocket expenses and pay the State Travel Card directly. Revocation of the traveler’s card may occur upon repeated delays in the submission of Expense Reports.
Expense Reports are to be fully completed for each travel event. No balance due or balance owed is to be carried over to future Expense Reports or applied to previously submitted Expense Reports. Expense Reports must be submitted within 30 days of the end of the travel event. This timely submittal will provide information necessary to reconcile the corporate travel card bill. Revocation of the traveler’s card may occur upon repeated delays in the submission of Expense Reports. Expense Reports must be submitted for all charges whether or not out-of-pocket expenses were incurred.
Improper or unauthorized charges will result in mandated reimbursement to the Business Unit by the employee, suspension or loss of privileges related to the card, or disciplinary action. The traveler must submit a check payable to the Commissioner of the NYS Department of Taxation and Finance with the Expense Report for any money owed to the State.