All Stony Brook faculty, staff, and graduate student employees planning domestic or international travel to conduct research, attend a conference, or participate in other University business must abide by the following instructions for pre-approval. We advise that pre-approval be obtained prior to booking any travel arrangements. Travel undertaken without the appropriate pre-approvals may not be reimbursed, and other disciplinary actions may apply.  

Employee Travel

All State employee travel requires pre-approval from the Traveler's Supervisor and/or the Account Approver via the Request module in Concur.

Non-Employee Travel

Departments should have an internal approval process for all non-employee travel (i.e. visitors, prospective candidates, undergrad students etc.).  All non-employee airfare or Amtrak tickets purchased with a NET account requires a Request in Concur to be completed by the NET accountholder. 

• Know & understand Stony Brook University's travel rules and regulations
• Complete and submit your expense reports (travel voucher) accurately and timely
• Know your official station (usual work location) and its effect on your eligibility for travel reimbursement
• Obtain necessary approvals for travel, including method of travel
• Secure the most economical method of travel in the best interest of the University
• Obtain all necessary travel documents (e.g., expense reports, receipts, tax-exempt certificate etc.)
• Maintain an accurate record of expenses including departure and return times, and mileage
• Include required receipts and documentation when submitting an expense report. When attending a conference or meeting of an association or organization, seminar, training workshop, or similar event, a copy of the official program for the event must be submitted with the expense report
• Submit claims for reimbursement for only actual allowed expenses within reimbursement rate limits, provide justification and obtain approval to exceed nightly lodging per diem rate prior to travel
• Do not claim meals when provided for by conference or third party
• Complete and submit expense reports accurately, within 30 days of the end of the travel event. Employees should provide a justification if they miss the 30-day submission window. 

• Know & understand Stony Brook University's travel rules and regulations
• Know your staff's official station (usual work location) and its effect on their travel reimbursement
• Authorize travel only when necessary
• Review traveler's itineraries in advance to ensure the most economical method of travel is used in the best interest of the University
• Verify that expense reports are within allowable rates and all required documentation is included, while ensuring expenses are actual, reasonable and necessary 
• Certify that Traveler has not claimed meals if provided by conference or third party 
• Review and approve expense reports in a complete and timely manner

An employee is in travel status when the employee is: 

• Engaged in official State business
• At a distance of more than 35 miles from both their designated official station and their place of residence.  Employees must obtain appropriate approvals prior to traveling.

Official Station is generally defined as the address of the office to which the employee is assigned.

• An employee can have only one official station
• The designation of official station is determined by the University in the best interest of the State and not for the convenience of the employee
• The purpose of the official station is to determine when the traveler is in travel status and eligible for reimbursement of travel expenses
• Travel between the employee’s home and official station is considered commuting and is not reimbursable.

When an employee is assigned to work at an alternate work location which is less than 35 miles from their home or official station, the employee is not considered to be in travel status, but rather is considered to be traveling in the proximity of his or her official station. The term proximity refers to travel distances of less than 35 miles. When traveling in the proximity of home or official station, an employee using a personal vehicle is entitled to reimbursement of transportation expenses associated with travel as outlined below:

a.) from home to an alternate work location

b.) between the official station and an alternate work location

c.) between alternate work locations

d.) from an alternate work location to the employee’s home​

When travel is from an employee’s home to an alternate work location, or from an alternate work location to home, transportation expenses must be reimbursed at the Internal Revenue Service (IRS) mileage rate using the lesser of:

1) Mileage between the employee’s home and the alternate work location, or

2) Mileage between the employee’s official station and the alternate work location

This reimbursement method is called the “lesser of mileage rule.”

When travel is between an employee’s official station and an alternate work location, or between two or more alternate work locations, transportation expenses must be reimbursed by payment for the actual mileage between such locations, multiplied by the IRS mileage reimbursement rate.

Reimbursement for travel in the proximity of the home or the official station is subject to audit of the Travel Office, Internal Audit, SUNY, and the Office of the State Comptroller (OSC). No transportation costs will be allowed between any employee's home and their official station.

Meal Eligibility Requirements               

• On the day of departure, you are eligible for breakfast if departure occurs before 7:00 am. You are eligible for dinner if departure occurs before 6:00 pm.
• On the day of return, you are eligible for breakfast if the trip ends after 8:00 am. You are eligible for dinner if the trip ends after 7:00 pm.
• Lunch is not reimbursable

Overnight Un-receipted (Method 1):

This method provides for a fixed rate allowance for meals, lodging and incidental expenses regardless of where lodging is obtained, including lodging with relatives or friends. To be entitled to the full per diem rate, travelers must be in overnight “travel status” and meet the “meal eligibility requirements” for dinner and breakfast.

• Rates are established based on the city or county and state where lodging is obtained or the work location to which the employee was traveling (whichever rate is less), and such location must be indicated on the expense report.
• No receipts are required to claim this method of reimbursement. 

Current Flat Rate Per Diem Allowance (includes Lodging/Meals and Incidentals)

Destination	Per Diem
New York City, Nassau, Suffolk, Rockland and Westchester counties	$50
Albany, Binghamton, Buffalo, Rochester, Syracuse, and their respective  surrounding metropolitan areas	$40
All other locations in New York State	$35
Out of state	$50

Addition or Reduction of Meal Allowances

When the traveler is using the Overnight Un-receipted Method, but is not eligible for the full meal allowance per diem (according to the meal eligibility requirements), the traveler will receive the per diem less the allowance for the meals as listed below. Likewise, if the traveler is entitled to an additional breakfast on the first day of travel or an additional dinner on the last day of travel (according to the meal eligibility requirements), the rate schedule below can be used.

Destination	Breakfast	Dinner
All locations	$5	$12

Meal Eligibility Requirements               

• On the day of departure, you are eligible for breakfast if departure occurs before 7:00 am. You are eligible for dinner if departure occurs before 6:00 pm.
• On the day of return, you are eligible for breakfast if the trip ends after 8:00 am. You are eligible for dinner if the trip ends after 7:00 pm.
• Lunch is not reimbursable

Current Flat Rate Per Diem Allowance (includes Lodging/Meals and Incidentals)

Destination	Per Diem
New York City, Nassau, Suffolk, Rockland and Westchester counties	$50
Albany, Binghamton, Buffalo, Rochester, Syracuse, and their respective  surrounding metropolitan areas	$40
All other locations in New York State	$35
Out of state	$50

When the traveler is using the Overnight Un-receipted Method, but is not eligible for the full meal allowance per diem (according to the meal eligibility requirements), the traveler will receive the per diem less the allowance for the meals as listed below. Likewise, if the traveler is entitled to an additional breakfast on the first day of travel or an additional dinner on the last day of travel (according to the meal eligibility requirements) the rate schedule below can be used.

 

Destination	Breakfast	Dinner
All locations	$5	$12

Overnight Receipted (Method 2) - Traditional Hotel Lodging

• Provide reimbursement of actual lodging costs and a per diem allowance for meals and incidental expenses, based on federal reimbursement rates for the county of lodging. 
• The per diem rates for locations within the U.S. are revised annually.  Since rates are based on location of lodging, the city and state of the lodging location must be indicated on the expense report.
• Receipts are required for lodging.  
• For each day the traveler is in overnight travel status, the traveler is eligible for reimbursement for lodging up to a maximum lodging per diem and meals at a fixed per diem allowance.  The meal per diem is for dinner one night and breakfast the following day. To be entitled to the full per diem rate, travelers must be in overnight “travel status” and meet the “meal eligibility requirements” for dinner and breakfast. .  The meal per diem allowance is apportioned for breakfast and dinner. Please refer to the Per Diem Meal Allowance Breakdown for current meal breakdowns. For per diem allowances refer to:  

Domestic Per Diem Travel Rates

https://www.gsa.gov/travel/plan-book/per-diem-rates

Foreign Per Diem Travel Rates

https://aoprals.state.gov/web920/per_diem.asp

• Meal Eligibility Requirements: On the day of departure, you are eligible for breakfast if departure occurs before 7:00 am.  You are eligible for dinner if departure occurs before 6:00 pm.  On the day of return, you are eligible for breakfast if the trip ends after 8:00 am. You are eligible for dinner if the trip ends after 7:00 pm. Lunch is not reimbursable.
• Additional per diem for breakfast and or dinner will be reimbursed up to the maximum amount of the meal per diem allowance specified for the particular area of lodging.

• When a meal such as a breakfast, dinner, banquet or buffet, is included or provided at a conference, the meal is not reimbursable. The conference agenda must be provided to confirm that meals are not included.

• Resort Fees: Maximum lodging rates are inclusive of any resort fees charged by the hotel. When booking a room, always ask if there is a resort fee and if it's required. If it is not required, deny the fee. If required, the resort fee needs to be factored into the nightly cost to determine if the rate is over the per diem. See example: Based on the location of Scottsdale, Arizona, the maximum nightly per diem for lodging is $121. If the hotel indicates that they have rooms at the per diem rate of $121, but they also charge a nightly resort fee of $25, the total room rate would be $146. This hotel would now be over the per diem rate. In this situation, the traveler should be looking at other hotels in the area, or must be able to justify the cost above the per diem, seeking prior approval from a supervisor/account manager. 

• Maximum lodging rate excludes taxes.  For travel within New York State, a Tax Exemption Certificate (Form ST-129) must be used. State and Local taxes will not be reimbursed.  For travel outside of New York State, state and local taxes are not included in the maximum lodging amount and will be reimbursed in addition to the per diem amount.

  NY State and Local Sales and Use Tax Exemption Certificate ST-129

  On occasion, travelers may be unable to find a hotel at a rate that does not exceed the maximum federal lodging per diem rate for the location of travel.  If that occurs, travelers must obtain prior approval from their supervisor and account manager to exceed the federal lodging per diem rate. Evidence of approval must be submitted with the Travel reimbursement request.  

   Per Diem Meal Allowance Breakdown (click to view)

Domestic Per Diem Travel Rates: look up the total meal per diem from the GSA site: https://www.gsa.gov/travel/plan-book/per-diem-rates then go to the Per Diem Meal Allowance Breakdown to calculate Breakfast and Dinner. (Do not use the breakdown on the GSA site)

For example, when looking up the meal per diem for Albany, NY, the GSA site shows the following: GSA Site - Total Meal Per Diem: $86

NYS does not reimburse employees for lunch.; therefore, lunch is not included in the NYS M&IE per diem breakdown rate. 

NYS does not reimburse incidental expenses seprately from the M&IE allowance. 

NYS does not use "First and Last day of Travel" per diem rates. 

Primary Destination	County	M&IE Total	Continental Breakfast /Breakfast	Lunch	Dinner	Incidental Expenses
Albany	Albany	$86	$22	$23	$36	$5

Next, go to the Meal Allowance Breakdown site: the per diem of $74 is broken down as $15 for breakfast and $59 for dinner.

October 1,  2024 – September 30, 2025

Meals and Incidental Expenses Total	Breakfast	Dinner
$68	$14	$54
$74	$15	$59
$80	$16	$64
$86	$17	$69
$92	$18	$74

Foreign Per Diem Travel Rates: If a traveler is not entitled to the full meal per diem, the allowance is divided into 80% for dinner and 20% for breakfast. 

https://aoprals.state.gov/web920/per_diem.asp

To view, click link below:

Per Diem Meal Allowance Breakdown

Only actual, reasonable and necessary business-related expenses will be reimbursed, and such expenses must be properly indicated and justified on the expense report.

Reimbursable Expenses

Business-related expenses such as: business telephone calls, internet connection fees, and baggage fees may be reimbursed.

Non-Reimbursable Expenses

Personal, non-business related expenses such as speeding fines, parking tickets, laundry, entertainment (e.g., theater tickets, in-room movies, banquet tickets), and transportation to and from meals are not reimbursable. In addition, early bird check-in charges, seat upgrades, or airline/trip insurance are not permissible for reimbursement. 

When employees attend conferences sponsored by organizations other than a state agency, there is no control over the location of the conference. If the lodging rate exceeds the maximum per diem rates, the traveler should obtain prior approval from their supervisor and account manager to exceed the federal lodging per diem rate. Evidence of approval must be included in the Concur travel pre-approval Request.

When considering an employee’s request to exceed the nightly lodging per diem rate the following should be considered: 

• If there is available lodging within the rate at a nearby location
• Transportation cost is saved by staying at the conference site; when travelersstay at the conference site, it is usually not necessary to incur transportation expenses to attend conference events. Also, many conferences offer direct transfers from transportation terminals to the conference site. If a traveler rents a vehicle, the expense must be justified.
• Late evening or early morning conference functions
• The attendee is an officer of the sponsoring organization
• The attendee is a speaker or performing other functions essential to the conference
• Social activities, such as sight-seeing, golf outings, etc. are considered personal expenses and will not be reimbursed
• Rental cars are generally not reimbursable when staying at the hotel conference site. Shuttle/taxis are a more cost effective method of transportation when traveling between the airport and conference site
• Transportation costs for meals from the hotel and back are not reimbursable 

When meals and/or lodging are provided as part of a conference or event, additional reimbursement is not permitted. The conference agenda must be submitted with your Travel Voucher to confirm that meals are not included. If the meals and/or lodging are provided by a third party, there may be ethics considerations that should be discussed with your agency's ethics officer before the conference or event takes place. 

Travel Times:

Domestic Travel:

If an employee is traveling on University business, they should be given a reasonable time frame to reach their intended destination. In some cases they must leave the day before in order to prepare for presentations or participate in conferences. As long as their supervisor has approved the travel, and it is deemed fair and reasonable, this should be allowed. At the conclusion of the conference, the traveler should make the most concerted effort to obtain return travel on the same day if the option is available. If not, return travel should be arranged as early as possible the next day, so as not to incur any additional travel expenses. 

Foreign Travel:

In most cases of foreign travel, the same expectations as above should be met. In addition, the University should take into consideration the loss of calendar dates flying over various time zones when traveling internationally. 

Reimbursement or payment is not permitted for expenses for personal travel combined with business travel or personal expenses incurred while in business travel status. Costs attributable to personal expenses, such as extended hotel stays, auto rentals, transportation, meal costs, or other personal incidentals that are not qualified for reimbursement under the University Policy for business travel, must not be submitted for reimbursement, or if included with business expenses, must be identified and deducted from the request for reimbursement.

 Reimbursement for travel costs from the home site to the business venue, or vacation site, will be reimbursed at the lesser of the two costs. Cost comparisons must be presented. At completion of business, the traveler will be reimbursed for the return to their home site from the business site, or the vacation site, whichever is less. Again, cost comparisons must be presented.

Travel outside the continental United States is reimbursed based on the maximum per diem allowance established by the U.S. Department of State. The foreign travel rates are published monthly and are available at: https://aoprals.state.gov/web920/per_diem.asp

Expenses submitted on your Travel voucher should be converted to American dollars, based on the exchange rate in effect during the period of travel. 

​The Foreign Travel Rates provide for lodging costs up to a maximum amount, and an allowance for meals and incidental expenses. Similar to Method 2, the meal per diem is for dinner the first night and breakfast the following day. If a traveler is not entitled to the full meal per diem, the allowance is divided into 80% for dinner and 20% for breakfast.

Expenses directly related to lodging and meals are included in the per diem allowance. In addition, some expenses unique to foreign travel may be reimbursed. Examples of some of these expenses include:

Passports

Visa fees

Cost to convert currency

Travelers' checks fees

Departure taxes

Travelers should use the most efficient and cost effective method of transportation available. When choosing a method of transportation, several factors should be considered:

• Distance being traveled
• Travel time
• Number of travelers
• Number of locations to be visited
• Type of transportation available
• Employee salaries and overtime

Charges for traveling between a transportation terminal (e.g., airport, bus, or train station) and home or official station may be incurred and are reimbursable.

Common Carrier

Oftentimes the most efficient and cost effective method of transportation is using a common carrier such as a train, bus, taxicab or airplane. When a common carrier is available, but a more expensive method is chosen without sufficient justification, the traveler will be reimbursed the common carrier rate. 

University travelers are required to exercise the same care in incurring air travel expenses that a prudent person would exercise if traveling on personal business, and therefore should obtain the lowest cost coach airfare available.

Early bird check in charges, seat upgrades or airline insurance are not permissible for reimbursement. Justification for excess baggage fees, and airline change fees will be required for reimbursement.

*Seat upgrades are not allowed unless due to a medical disability or special need, which must be documented and on file with Human Resources.

The passenger’s portion of the airline ticket or an e-ticket documenting price paid must be submitted with the expense report. Boarding passes alone are not acceptable.

1. All official domestic business travel within the U.S. 50 contiguous states must be reserved at the lowest applicable coach class air fare.

2. All official international business travel under 14 hours, including stopovers and change of planes, must be reserved at the lowest applicable coach class air fare.

Business Class accommodations for international business travel may be authorized/approved if any of the following apply and a travel pre-approval Request has been completed in Concur with the approval of the respective Vice President/Dean (if the Vice President/Dean is not already in the Concur workflow they must beadded to the workflow or an emailed approval must be attached to the Request).

 

1. Where the origin and/or destination are international, and the scheduled flight time, including non-overnight stopovers and change of planes, is in excess of 14 hours and you are required to report to work the following day or sooner.

2. In order to accommodate a medical necessity or special need. This will need to be supported with a written statement and remain on file with the Office of Equity and Access. A medical disability/special need must be certified annually in a written statement by a competent medical authority. However, if the disability/special need is a lifelong condition, then a one-time certification statement is required. Certification statements must include at a minimum:
A.) A written statement by a competent medical authority stating that special accommodation is necessary;
B.) An approximate duration of the special accommodation; and
C.) A recommendation as to the suitable class of transportation accommodations based on the disability.
3. When your transportation costs are paid in full through agency acceptance of payment from a third party.
*You may upgrade to other than coach-class accommodations at your personal expense, including through redemption of personal frequent flyer benefits. 

Options for Purchasing State Funded Airfare:

1. State employees may purchase airfare through the Concur Direct Travel (DT) online booking tool (or by contacting Direct Travel directly) using a State Travel Card (T-Card). Employees will need to provide DT with an approved Concur Request ID Number in order to book airfare. Note that the T-Card can only be used for the person whose name appears on the card. If you are booking travel for someone else, whose name does not appear on the T-Card, please see option 2 or 3. 

2. State employees may purchase airfare for visitors, candidates and students traveling for University business, through Direct Travel using a NET (Non-Employee Travel) Card.  Employees will need to provide the Travel Management Company (TMC) with an approved Concur Request ID Number in order to book airfare. Employees must also provide Direct Travel with the exact spelling of the Traveler’s name. 

3. Employees that do not have a University-issued travel card may purchase airfare (in accordance with policy) out of pocket and seek reimbursement through Concur.  Before making travel arrangements, employees will need an approved Concur Travel Pre-Approval Request. Direct Travel is the preferred travel agency; however, employees that are otherwise not mandated to use DT may make travel arrangements otherwise.

Please refer to the remaining State Guidelines for other requirements.

More information about Stony Brook’s credit card programs can be found on the Travel and Expense website.

Traveling by Amtrak

The New York State Office of General Services has negotiated a standard fare with Amtrak whereby the one-way fare between the Albany/Rensselaer and New York City’s Penn Station is not to exceed $65 for all New York State government employees traveling on state business.* Travelers may purchase Amtrak tickets at this rate at an Amtrak station using an official NYS ID.

*NYS Government tickets are not valid on the Lakeshore Limited (48/49).

AMTRAK Government Fare Rules:
The following Amtrak fare rules apply for New York State Employees traveling on government fares:

• Passenger must show proof of New York State Government Employment. If an employee fails to provide the proper identification, they will be required to purchase a full fare ticket on board.
• Passenger must be traveling on New York State Government Official Business.
• Effective September 6, 2016, there will be a train number and passenger name listed on every Amtrak ticket.
• The NYS Government employee must travel on the train specified on the ticket they have in their possession OR have the ticket altered to reflect the new travel itinerary.
• The ticket must be altered PRIOR to the departure of the original train listed on the ticket.
• Methods available to modify e-ticket purchased through Amtrak station:

         a.) Amtrak ticket counter

         b.) 1-800-USA-RAIL (1-800-872-7245)

Normal refund rules apply:

Canceled more than 8 days prior to departure – full refund, no fee.

Canceled 8 days or less, up to departure – refund less 25% fee OR full value to eVoucher.

No-show – forfeit all funds.

A personal owned vehicle (POV) may be used for State business purposes when a State vehicle, rental vehicle or common carrier is not available, is not cost effective or is otherwise not appropriate. When using your personal car for State business, you will be reimbursed at the IRS business mileage rate.  This rate includes all charges for gasoline, oil, accessories, repairs, depreciation, anti-freeze, towing and insurance on your car.  No other charges will be reimbursed.

When a vehicle is required for travel trips over 100 miles and there are no State vehicles available, employees are to determine the most economical method of transportation; a rental vehicle or a POV. To assist travelers in determining whether a rental vehicle or POV is the most cost effective method of transportation, a "Trip Calculator" tool can be used and is located at: https://www.ogs.ny.gov/bu/ss/trav/calculators.asp 

Employees who choose to use their POV when a rental would have been more economical, will be reimbursed at the lesser of the two costs. The trip calculator tool provides the allowable mileage to be claimed when using this approach. When supported by proper justification, personal vehicles may be used due to extenuating circumstances. The justification, submitted with supervisor approval, must clearly state why the use of the personal vehicle was the most cost effective/efficient option. Mileage will be reimbursed in accordance with the current standard IRS mileage rate at the time of travel. 

The following IRS mileage reimbursement rates are in effect based on the date of travels.

Effective July 1, 2022	​$0.625
Effective Ja​nuary 1, 2022	$0.585
Effective Ja​nuary 1, 2021	$0.56

For un-receipted expenses such as mileage travelers are required to document their mileage using the AC-160 form.

The following IRS mileage reimbursement rates are in effect based on the date of travels.

Effective January 1, 2024	​$0.67
Effective January 1, 2023	$0.655
Effective July 1, 2022	$0.625

Non-employees using the Non-Employee Travel Reimbursement Form for mileage reimbursements are required to document their mileage using the AC-160 form.

State Vehicle

If available, State vehicles should always be considered when the use of an automobile is required. Gasoline and other necessary expenses incurred while a State vehicle is being used for business purposes will be reimbursed. Emergency expenses, if justified, will be reimbursed.

Rental Vehicle

When the use of a rental vehicle is necessary, travelers should use the Office of General Services (OGS) centralized passenger vehicle rental contract. Both Enterprise and Hertz are on contract. Information about this contract may be obtained from the OGS Travel Contracts website.

When renting a vehicle for State business, the traveler should rent in the name of New York State and sign the agreement as an agent for the State. This ensures that the traveler and State are properly covered and eliminates any confusion regarding liability for coverage in the event of a claim.

The NYS contract provides:

Unlimited mileage

Young Renter: Minimum rental age at most locations is 18 for travelers renting vehicles for official business purposes. No additional charges will be assessed for youthful drivers.

UPDATED CHANGES TO VEHICLE RENTAL POLICY REGARDING PRICE AND INSURANCE 

Enterprise Rent-A-Car and National Car Rental:

Below are locations which are included under the State Price Agreements with Insurance:

New York: All locations within the State.

Connecticut:  Fairfield, Litchfield and New Haven.

New Jersey: Bergen, Essex, Hudson, Hunterdon, Middlesex, Monmouth, Morris, Ocean, Passaic, Somerset, Sussex, and Union. 

Vermont: Addison, Bennington, Caledonia, Chittenden, Franklin, Lamoille, Orange, Orleans, Rutland, Windham, and Windsor. 

Hertz:

All Hertz Nationwide locations and certain International locations are under the State Price Agreements. 

If you are in one of Enterprise/National, or Hertz cities, you are recommended to use this program. If you are in a city and there is no Enterprise, Hertz or National location(s) there, you may use another provider, and must purchase the LDW (Loss Damage Waiver) or CDW (Collision Damage Waiver). 

Driver Protection Products in the U.S.

Damage Waiver (DW): Full coverage $0.00 deductible included in rate list.

Liability: 1,000,000.00 CSL included in rate list.

If travelers are unable to rent from one of the NYS contracted companies, LDW (Lost Damage Waiver) or CDW (Collision Damage Waiver) must be purchased and is reimbursable when traveling on business. Any other type of insurance, including PAI (Personal Accident Insurance), will not be reimbursed when renting a car from either a contract or a non-contract car rental agency. 

One-Way Fee: 

Enterprise/National:

One-Way Rentals within New York State: Enterprise and National Home-City locations will charge the base rate plus city surcharges if applicable, along with an additional $25 drop fee. 

One-Way Rentals Out of State: Enterprise and National Home-City locations will charge the base rate plus city surcharges if applicable, along with an additional $125 drop-fee. Reservations should be requested in advance to drop off in a different location. 

Hertz:

No additional fees for one-way Hertz rentals within 500 miles of the renting location. Hertz charges $125 per rental for all one-way rentals exceeding 500 miles. 

Early Pick-Up: Within New York, travelers are allowed to pick up a rental vehicle at any home-city location during the last hour of Enterprise Rent-A-Car’s business day, and have the charges start the very next day at 8:00 am. This also holds true for weekend travel  (i.e. Pick up Saturday during the last hour of business, charges start Sunday morning at 8:00am).

Tax Exempt in New York State: When renting under the contract and picking up your rental, the traveler must present their University ID and remind the counter agent to remove all NYS taxes from your rental agreement. The renter must also present the AC-946 Tax Exemption Certificate to the agent.  Always review your agreement before leaving to ensure all NYS taxes have been removed. Travelers who pay NYS taxes must obtain a credit from the rental company or reimburse the University directly through other funds.

Important Reminders:

• Any vehicle type higher than Standard must be justified.
• Additional add-ons must be justified.
• Tickets and Toll violations will not be reimbursed.
• Retain receipts for Fuel and Tolls related to the car rental. These expenses can be submitted for reimbursement.
• Print toll expense receipts when renting a car from Enterprise at  https://www.htallc.com/en/tollpass
• Print toll expense receipts when renting a car from Hertz at https://www.platepass.com/receipt/
• Any use of the car rental period for personal use must be reimbursed back to the University.

In Case of Vehicle Accident: 

In the event of a rental vehicle accident the first thing you do is call the Police and file a Police report. You should then call the Enterprise/National/Hertz branch and provide information on the accident . The rental agency staff will walk you through the next steps. Then next, you should contact the credit card company used for this rental regarding their accident policy. 

Enterprise:    

When booking with Enterprise, the Stony Brook account number JN0645 must be given to receive contract rates. These rates can be booked by calling the individual branch or toll-free number at (800) 736-8222 or on-line by visiting https://legacy.enterprise.com/car_rental/deeplinkmap.do?bid=002&cust=JN0645

Hertz:

When booking with Hertz, the Stony Brook account number 1928949 must be given to receive contract rates. These rates can be booked by calling the individual branch or toll-free number at (800) 654-3131 or on-line by visiting

https://www.hertz.com/rentacar/hertzlink/index.jsp?targetPage=NY_State_Welcomepage.xml

Enterprise:    

When booking with Enterprise, the Stony Brook account number JN0645 must be given to receive contract rates. These rates can be booked by calling the individual branch or toll-free number at (800) 736-8222 or on-line by visiting https://legacy.enterprise.com/car_rental/deeplinkmap.do?bid=002&cust=JN0645

Hertz:

When booking with Hertz, the Stony Brook account number 1928949 must be given to receive contract rates. These rates can be booked by calling the individual branch or toll-free number at (800) 654-3131 or on-line by visiting

https://www.hertz.com/rentacar/hertzlink/index.jsp?targetPage=NY_State_Welcomepage.xml

All reasonable and necessary parking and toll charges will be reimbursed. Toll charges will be reimbursed whether paid in cash or with an EZ Pass. Submit toll receipt or E-Z Pass statement outlining tolls related to your business trip. Valet parking fees will only be reimbursed if it is an unavoidable expense (for example, when the hotel only offers valet parking).

Reasonable and necessary taxi fares will be reimbursed, along with a customary tip.

If a trip is canceled at the direction of the agency, the traveler will not be responsible for any costs incurred. If a trip is canceled for the traveler’s convenience, they may be responsible for any costs.

Travelers must provide receipts with expense reports in accordance with the chart below*:  ​

​Expense Type	​Documentation Required
​Charge on the State Travel Card	​Receipt
​Transportation by Common Carrier (e.g., train, bus, airplane, subway)	​Ticket stub if purchase price is printed on the stub; receipt and ticket stub if purchase price is not printed on the stub
​Taxi​	​Receipt
​Rental Car	​Receipt showing time of return
​Tolls - EZ Pass	​EZ pass statement with applicable charges indicated
​Tolls - Cash	​Receipt
​Gas	​Receipt
​Day Trip Meals - Receipted	​Receipt
​Hotels - Receipted	​​Receipt​
​Miscellaneous and incidental expenses	​Receipt

The Travel Office has the discretion to, on occasion, allow reimbursement if a receipt is missing.  If you have lost a receipt and are unable to obtain a copy fill out a Missing Receipt Affidavit form in your Concur Expense Report. Please note that this form cannot be used for hotel, airfare, Amtrak, car rental or Uber, as copies can easily be obtained. Repeated use of the form may result in possible Travel restrictions or non- reimbursement.

How State Employees receive their Travel Expense Reimbursements:

All travel/expense reimbursements to New York State employees are tied to their method of payment in the NY State payroll system.

• Employees that receive part or all of their pay in a check will receive a check for their travel expense reimbursements. The check will be mailed to the same address that appears on the employee's paycheck.  If this address is no longer active, employees must contact Human Resources to update their address. Travel reimbursement checks will not roll into an employee's paycheck; separate checks will be issued.
• Employees who have their full paycheck directly deposited into one bank account will have their travel expense reimbursements deposited into the same account. Travel expense deposits will not roll into an employee's paycheck direct deposit; separate deposits will be made. The deposit should be from NYS Treasury.  Please check your bank account carefully on the status of the reimbursement.
• Employees who have their paycheck direct deposit split against multiple bank accounts will have their travel expense reimbursements deposited into the account where the balance/excess of their pay goes.

Employees will not receive any notification from the NYS Treasury that a direct deposit has occurred; they are advised to be aware of the forthcoming deposit based on travel expense reimbursements submitted in Concur.

Employee reimbursements for travel expenses are processed and paid on an ongoing basis and do not follow the payroll schedule.

Non-Essential Travel to Mississippi

The ban on travel to North Carolina and Indiana has been lifted. The ban on travel to Mississippi remains in effect. This travel ban applies to all travel funded by the State or certain Research Foundation sponsors.

In order to comply with the Executive Order, please do not schedule, make deposits, or incur any expenses related to travel to Mississippi.

As a first step in planning any trip abroad, check the Travel Advisories for your intended destination at the U.S. Department of State Alerts and Warnings Travel Site

The State allows reimbursement of interviewee travel expenses, (e.g., transportation, food, and lodging).

Travel reimbursement is permitted for both residents and non-residents of New York State. In no case, however, may reimbursement be made to interviewees residing fifty miles or less from the interview site.

To reimburse candidates for out of pocket expenses, the candidate or departments must prepare a travel voucher in accordance with standard campus procedures. The "Purpose of Travel" section should indicate that interviewee expenses are being paid. The appropriate Vice President/Dean signature will denote that all the requirements listed above are met and that the expense is allowable.

Reimbursement of interview travel expenses may be less, but not greater, than the travel allowances permitted for state employees. Central funds are not maintained for interviewee travel reimbursement. Respective departmental, dean or vice presidential funds should be used for this purpose.

If there is a State Non-Employee Travel (NET) Card holder in the department, the cardholder may use this card to book a candidate's air travel arrangements through the Concur Online Booking Tool or by calling Direct Travel.  The NET Card may also be used for other travel arrangements such as car service and lodging (so long as the GSA rates are honored).  These transactions will be reconciled through Concur; therefore a travel pre-approval Request and Expense Report are required.

If a NET Card cannot be used, it is possible for departments to arrange all other travel plans for interviewees and have the University directly billed by the vendor for services. This makes it easier for both the department and the interviewee, as well as enables the department to control the travel lodging costs.  

When direct pay arrangements are made, the department will receive the invoice from the vendor. Departments should submit an invoice on a non-encumbered payment form in WolfMart or submit a Standard voucher with invoice attached to the Travel Office. Vouchers must indicate that payment be made directly to the vendor (hotel, travel agency, etc). Departmental personnel must ensure that State rates are not exceeded and that only reimbursable items are submitted for payment.

If meals are not directly paid by the department they must inform the interviewee that meal costs will be reimbursed up to the State per diem rates with itemized original receipts.

Ancillary costs associated with the candidate (such as travel to and from the airport) may also be reimbursed.

Travel voucher forms should be submitted within 30 days of the travel event to permit timely reimbursement. 

OSC Travel Manual

Concur

Domestic Per Diem Travel Rates

Foreign Per Diem Travel Rates

Foreign Travel Restrictions      

OGS Passenger Vehicle Rental Contract

Enterprise

Enterprise Toll Expense Receipts

Hertz

Hertz Toll Expense Receipts

Trip Calculators (Personal Car vs. Rental Car)

Convert Foreign Currency

Calculate Mileage

Calculate Meal Allowance Per Diem Breakdown

Form Links: 

Non-Employee Travel Reimbursement Form

Statement of Automobile Travel Form(for Non-Employees Only)

NYS Tax Exemption Certificate (Hotels)

NYS Tax Exemption Certificate (Rental Cars)